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HomeMy WebLinkAbout03/30/2015 Clarington General Purpose and Administration Committee Agenda Date: March 30, 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 I (a) Minutes of a Regular Meeting of March 9, 2015. 4-1 r' i (b) Minutes of a Special Meeting of March 10, 2015. 4-16 (c) Minutes of a Special Meeting of March 23, 2015. 4-19 E. 5. Public Meetings 5-1 (a) Applications for a Draft Plan of Subdivision, an Official Plan Amendment and a Zoning By-law Amendment Applicant: H & H Properties Inc. Report: PSD-019-15 5-3 (b) Applications for an Official Plan Amendment Applicant: Rice Development Corporation Report: PSD-020-15 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 905-623-3379 G.P. & A. Agenda 2 March 30, 2015 6. Delegations (a) John Coffey, Chair, Older Adult Strategy Steering Committee, Regarding Report CSD-003-15, Clarington Older Adult Strategy 7. Presentations (a) Todd Brown, President of Monteith Brown Planning Consultants, and Claire Tucker-Reid, President of Tucker-Reid & Associates, Regarding Report CSD-003-15, Clarington Older Adult Strategy (b) Sandra McEleney, Transportation Planning Analyst, Planning & Economic Development Department, Region of Durham and Ron Albright, Assistant Director, Municipality of Clarington Regarding Report EGD-006-15, Potential Commuter Lots in Courtice and Bowmanville 8. Planning Services Department (a) PSD-019-15 An Application by H & H Properties Inc.to develop 80 8-1 Residential Units on Tooley Road, Courtice (b) PSD-020-15 An Application by CAPREIT Limited Partnerships 8-13 (Rice Development Corporation) for an Official Plan Amendment to expand the Newcastle Village Urban Area to accommodate the future expansion of the Wilmot Creek Lifestyle Community (c) PSD-021-15 Release of the Proposed Changes to the Clarington 8-21 Official Plan (d) PSD-022-15 An Application by Jeffery Homes Inc. to Rezone 8-31 Lands in a Draft Approved Plan of Subdivision 9. Engineering Services Department (a) EGD-006-15 Potential Commuter Lots in Courtice and Bowmanville 9-1 10. Operations Department (a) OPD-003-15 Sports Field User Fees and Guide 10-1 (b) OPD-004-15 Pitch In Week 10-46 11. Emergency and Fire Services Department No Reports G.P. &A. Agenda 3 March 30, 2015 12. Community Services Department (a) CSD-002-15 Public Access Defibrillator Program — Lakeridge 12-1 Health Agreement Renewal (b) CSD-003-15 Clarington Older Adult Strategy 1.2-17 13. Municipal Clerk's Department (a) CLD-010-15 Appointments to Various Boards & Committees — 13-1 2015-2018 14. Corporate Services Department (a) COD-008-15 Co-Operative Tender No. T-280-2015 —Supply and 14-1 Delivery of Sodium Chloride 15. Finance Department (a) FND-004-15 Mayor and Council Remuneration and Expenses For 15-1 2014 (b) FND-005-15 Building Permit Fees Annual Report for 2014 15-14 (c) FND-006-15 Financial update as at December 31, 2014 15-19 r 16. Solicitors Department No Reports i 17. Chief Administrative Office No Reports 18. Unfinished Business (a) CLD-006-15 Procedural By-law and Related Policies — 18-1 Improvement and Efficiency Amendments [Tabled from the February 23, 2015 GPA Meeting] G.P. &A. Agenda 4 March 30, 2015 19. Other Business 20. Communications 21. Confidential Reports No Reports 22. Adjournment ClarftwnGeneral Purpose and Administration Committee Minutes March 9, 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, March 9, 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. Partner arrived at 9:31 AM Councillor W. Woo arrived at 9:32 AM Also Present: Chief Administrative Officer, F. Wu Municipal Solicitor, A. Allison Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana Director of Planning Services, D. Crome Director of Operations, F. Horvath Director of Corporate Services & Human Resources, M. Marano Director of Finance/Treasurer, N. Taylor Director of Emergency & Fire Services, G. Weir Deputy Clerk, J. Gallagher Committee Coordinator, M. Chambers Absent: Councillor C. Traill Mayor Foster chaired this portion of the meeting. I Disclosures of Pecuniary Interest i There were no disclosures of pecuniary interest stated at this meeting. Announcements Councillor Hooper announced the following: • Bowmanville Eagles, Junior C Hockey Game on Sunday, March 8, 2015 at 6:50 PM at the Garnet B. Rickard Recreation Complex. Councillor Partner arrived at 9:31 AM. 4-1 General Purpose and Administration Committee Minutes March 9, 2015 • Clarington Older Adults Association's St. Patrick's Day Luncheon on Tuesday, March, 17, 2015 at the Clarington Beech Centre from 11:30 AM to 1:00 PM. Councillor Woo arrived at 9:32 AM. Councillor Partner announced the following: • Oak Ridges Moraine Partnership for 2015 Public Meeting on Monday, March 9, 2015 at the Orono Town Hall from 7:00 PM to 9:00 PM. • Orono United Church's Ham and Scalloped Potato Dinner on Tuesday, March 10, 2015 at 5:30 PM. • Orono Crown Lands Trust's Annual General Meeting on Monday, March 10, 2015 at St. Saviours Anglican Church at 6:30 PM. • The Snug St. Patrick's Day Dance at the Newcastle Town Hall on Saturday, March 14, 2015 at 6:00 PM. • March Break Camp, led by Judy Metcalf, from March 16 to March 20, 2015. Call 905-987-2264 to reserve your spot. • Clarington Public Library's Natural Landscaping Workshop "Greening Your Grounds" two-part workshop on Monday, March 16, and Monday, March 30, 2015 from 6:30 PM to 9:00 PM. • Kendal Community Hall's Spring Kick Off on Saturday, March 21, 2015 at 8:00 PM. • Orono Town Hall, Breaking Bread for Afghan Women on Wednesday, March 25, 2015. Applications are being accepted for Trees for Rural Roads Program until March 31, 2015, contact Central Lake Ontario Conservation Authority for applications for more information contact Kestrel Wraggett at 905-885-8173 or kwraq_gett _grca.on.ca Recess Resolution #GPA-176-15 Moved by, Councillor Partner, seconded by Councillor Woo That the Committee recess for 5 minutes. CARRIED The meeting reconvened at 9:39 AM. - 2 - 4-2 i General Purpose and Administration Committee Minutes March 9, 2015 i Announcements — Continued i Councillor Woo announced the following: • Grand Opening of Poppies Cove on Saturday, March 7, 2015 in downtown Bowmanville. • Clarkson Cup, Canadian Woman's Hockey League Final's on Saturday, March 7, 2015 at the Markham Centennial Arena. • Highway of Heroes Motorcade for Sgt. Andrew Joseph Dorian on Tuesday, March 10, 2015. i Mayor Foster announced the following: • Congratulations to Councillor Traill, Liberal Candidate, Derek Spence, New Democratic Party Candidate, and Minister Erin O'Toole, Conservative Candidate, on being the Durham candidates for the 2015 Federal Election. • Municipality of Clarington's Strategic Planning Session on Tuesday, March 10, 2015 at 9:00 AM at the Courtice Community Complex. I Minutes Resolution #GPA-177-15 Moved by Councillor Neal, seconded by Councillor Cooke That the minutes of the regular meeting of the General Purpose and Administration Committee held on February. 23, 2015,.be approved. CARRIED I Resolution #GPA-178-15 E Moved by Councillor Woo, seconded by Councillor Hooper f That the minutes of the special meeting of the General Purpose and Administration Committee of February 27, 2015, be approved. CARRIED Councillor Woo chaired this portion of the meeting. i i rI rFr I I r - 3 - � 4-3 General Purpose and Administration Committee Minutes March 9, 2015 Public Meeting (a) Subject: Applications for a Zoning By-law Amendment and Draft Plan of Subdivision Applicant: Averton Group Report: PSD-14-15 Carlo Pellarin, Manager of Development Review, made a verbal and electronic presentation to the Committee regarding the application. Garrett Duncan, local resident, spoke in opposition to the application. Mr. Duncan attended the Public Meeting and his main concern is the increased traffic on Elephant Hill Drive. He noted that this street is a hill, there is a great deal of on street parking, and it is a busy street. Mr. Duncan added that this street does not have the capacity for any additional traffic. He explained to the Committee that area residents will now use Elephant Hill Drive as an alternative,route to Mearns Avenue to avoid the busy school crossing in the area. Mr. Duncan noted that he would like the street to become a crescent and not a through street. He added that, at the Public Meeting, he was shown traffic study showing that currently 58% traffic turns onto Apple Blossom to avoid the school crossing. Mr. Duncan concluded by stating that he would like Elephant Hill Drive to stay as a court and does not believe that extending Elephant Hill Drive is the best or safest option. Brad Wright, local resident, spoke in opposition to the application. Mr. Wright advised the Committee that he does not have any concerns with the application but he would like to see a parkette included in the new subdivision plans. He also requested that the Elephant Hill Parkette be updated as a result of increased development in that area. Mr. Duncan added that there are more families in the area and this parkette services a large area. He stated that he would like to see a shaded picnic area, water feature, and an overall update to the current park. Mr. Wright worries that the current parkette may be a safety concern. He added that funds should be invested in park development. No one spoke in support of the application. Mike Pettigrew, The Biglieri Group, spoke on behalf of the applicant. He advised the Committee that he attended the site meeting and he supports both the recommendations contained in the report and presentation done by staff. Mr. Pettigrew noted that they have been in discussions with the Engineering Department regarding the grading concerns. He noted that currently the blocks on the north/west side will be used to create two lots out of the existing block and the block on the north side will be dealt With in future developments. Mr. Pettigrew advised the Committee that they are working to ensure the blocks do not become land locked. He addressed the question about keeping the road as a cul-de-sac and advised that, if the road does not continue through, the lots will be land locked. Mr. Pettigrew added that the original plan, in 1996, - 4 - 4-4 General Purpose and Administration Committee Minutes March 9, 2015 was for Elephant Hill Drive to become a through street. He noted that this design is intended to help improve traffic flow and that through discussions with Engineering Department, the traffic flow in this area will improve. Mr. Pettigrew explained that for Emergency Services a cul-de-sac is not a preferred ending of a long street and that having it connect with Mearns Avenue gives more options for entry into the subdivision. Mr. Pettigrew explained to the Committee that there does not need to be a parkland dedication in every new development and there is the possibility of a cash contribution from the developer to be used to upgrade the existing parkland. He concluded by noting that the subdivision has remained in principal, as approved in 1996, with some reductions to the number of lots, increased lot sizes, and changes to the types of houses due to the change in products. He noted the complication with the grading will be addressed. (b) Subject: Applications for a Zoning By-law Amendment Applicant: Jeffery Homes Inc. Report: PSD-15-15 i David Addington, Planner, made a verbal and electronic presentation to the Committee regarding the application. Kevin Gray, local resident, spoke in opposition to the application. Mr. Gray advised the Committee that his main concern is with the water. He explained that he is on a well and during the development of Oshawa dairy farm, there was issues with the water. Mr. Gray asked the Committee who is responsible is there are well issues. He asked if Adelaide Avenue will eventually continue through this development. Mr. Gray added that he would like to know if this is going to happen what the timelines are and if the existing houses will be removed. He concluded by asking if the farm property behind Varcoe Road was sold to Jeffery Homes Inc. and what the plans are for development on I the land. Larry Gannon, local resident, spoke in support of the application. Mr. Gannon noted that he supports the parking plan to reduce on street parking. He added that he supports the subdivision plan and believes it will be a positive development. He concluded by noting he was initially concerned with the removal of tree but has since learned of plans to add trees to the area. John Strank, local resident, spoke in opposition to the application. Mr. Strank advised the Committee that there have been many developers visit the area and they were always advised that Adelaide Avenue would come through prior to any development. He concluded by asking if this is still in the plans, as he is concerned with the access and safety to this new development. i - 5 - 4-5 General Purpose and Administration Committee Minutes March 9, 2015 Giuseppe Sacco, local resident, spoke in opposition to the application. Mr. Sacco is concerned with the open space block located to the east. He asked the Committee who owns this space currently. Mr. Sacco concluded by stating that he is concerned if a court is built that his property will be blocked in and reduce his property value. George Downey, local resident, spoke in opposition to the application. Mr. Downey advised the Committee that he is concerned that surveyors who attended the area had advised him that trees were being tagged in the area for a feasibility study to build a road directly behind his property. He noted that he is looking for information regarding any future plans for roads behind Centrefield Drive and Springfield Lane. Michael Fry, D.G. Biddle &Associates, spoke on behalf of the applicant. Mr. Fry thanked staff for the report and advised Committee that they support the recommendations contained in the report. He addressed the request for additional lot coverage and noted that bungalows require more lot coverage than a two-story home and, as a result, they are asking for the lot coverage to be 50%. Mr. Fry added that the lofts on the bungalows are not creating any additional coverage and they are asking the lot coverage to be increased to 55% for the additional coverage for the width increase of the two car garages. He concluded by noting they are requesting the side yard setback be reduced to two metres for corner lots. Mr. Fry added that they want to maintain the current setbacks but.the sight triangle makes this a challenge and that is the reason for the request. Recess Resolution #GPA-179-15 Moved by Councillor Hooper, seconded by Councillor Partner That the Committee recess for 10 minutes. CARRIED The meeting reconvened at 10:52 AM. Mayor Foster chaired this portion of the meeting. Delegations Delegation of Oliver Ward, Manantler Craft Brewing Company Inc., Regarding Manufacturer's Limited Liquor Sales Licence Application Form Oliver Ward, Co-founder and Co-owner, Manantler Craft Brewing Company Inc., was present regarding a request for a manufacturer's limited liquor sales licence application. He explained that currently they are in possession of the manufacturer's licence which - 6 - 4-6 General Purpose and Administration Committee Minutes March 9, 2015 allows them to serve a five ounce sample size and the new licence will allow them to sell a 12 ounce sample size. Mr. Ward concluded by noting that they do not sell passed 9:00 PM so that they do not interfere with the local pubs and bars. He is asking Council for their support to be able to apply for this new licence. Resolution #GPA-180-15 Moved by Councillor Hooper, seconded by Councillor Cooke That Council supports the issuance of the Manufacturer's Limited Liquor Sales Licence Application to Manantler Craft Brewing Company Inc., to be located at 182 Wellington Street, Bowmanville. CARRIED Heather Brooks and Chris Darling, Central Lake Ontario Conservation Authority, Regarding PSD-018-15, Land Transfer to Central Lake Ontario Conservation Authority at Bowmanville Marsh for Water Control Structure Heather Brooks, Director of Watershed Planning, Central Lake Ontario Conservation Authority was present regarding PSD-018-15, Land Transfer to Central Lake Ontario Conservation at Bowmanville March for Water Control Structure. Ms. Brooks advised the Committee that they agree with and support the recommendations in the report. She noted that they have been conducting reports for over 12 years and listed the areas that are being monitored. Ms. Brooks explained to the Committee that they use this information to assess the health of the wetlands and to determine if restoration is needed. Ms. Brooks provide an update on the current condition of the Bowmanville Marsh. She continued by noting that, by restoring the marsh to the pre Lake Ontario conditions, all of these areas will improve. Ms. Brooks added that building a water control outlet will assist with these issues. She explained that transferring the land to the Conservation Authority will allow them to monitor the water control structure and that they have experience with other water control structures. Ms. Brooks noted that these l structures have been shown to improve wetland conditions after installation. She continued by explaining the three phases in this process, the details of each phase, and the grants involved in assisting with the funding of this project. Ms. Brooks provided an update on the work that has been done and that a report should be available shortly. She concluded by noting that the last phase is a three year project and explained the objective for each year. Ms. Brooks added that they will be doing habitat improvement and infrastructure improvement within the marsh. She provided a handout to the Committee showing aerial photos of the area, over the years, and thanked staff and Council for their support with this matter. - 7 - 4-7 General Purpose and Administration Committee Minutes March 9, 2015 Alter the Agenda Resolution #GPA-181-14 Moved by Councillor Hooper, seconded by Councillor Partner That the agenda be altered to consider report PSD-018-15, Land Transfer to Central Lake Ontario Conservation at Bowmanville Marsh for Water Control Structure at this time. CARRIED Land transfer to Central Lake Ontario Conservation at Bowmanville Marsh for Water Control Structure Resolution #GPA-182-15 Moved by Councillor Hooper, seconded by Councillor Partner That Report PSD-018-15 be received; That the lands at the mouth of the Bowmanville Marsh be declared surplus; That the Bowmanville Marsh parcel be transferred to the Central Lake Ontario Conservation for the construction of a water control structure as outlined in the Bowmanville Marsh Habitat Restoration Project; That Staff work with the Central Lake Ontario Conservation to finalize the alignment of the lands being transferred and prepare a Memorandum of Understanding to the satisfaction of the Director of Planning Services and Director of Engineering Services; and That all interested parties listed in Report PSD-018-15 and any delegations be advised of Council's decision. CARRIED Closed Session Resolution #GPA-183-15 Moved by Councillor Neal, seconded by Councillor Cooke That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing a proposed or pending acquisition or disposition of land by the municipality or local board. CARRIED - 8 - 4-8 General Purpose and Administration Committee Minutes March 9, 2015 Rise and Report The meeting resumed in open session at 11:29 AM with Mayor Foster in the Chair. Mayor Foster advised that one item was discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. Presentations There were no presentations. Councillor Woo chaired this portion of the meeting. Planning Services Department An Application by Averton Group to Develop 146 Residential Units Resolution #GPA-184-15 Moved by Councillor Neal, seconded by Mayor Foster That Report PSD-014-15 be received; That the applications to amend the draft approved Plan of Subdivision 18T-95030 and Zoning By-law 84-63, submitted by Averton Group, continue to be processed and that a subsequent report be prepared, and That all interested parties listed in Report PSD-014-15 and any delegations be advised of Council's decision. CARRIED An Application by Jeffery Homes Inc. to Rezone Lands in a Draft Approved Plan of Subdivision Resolution #GPA-185-15 Moved by Councillor Neal, seconded by Councillor Cooke That Report PSD-015-15 be received; That the application to amend Zoning By-law 84-63, submitted by Jeffery Homes Inc., continue to be processed and that a subsequent report be prepared, and I That all interested parties listed in Report PSD-015-15 and any delegations be advised of Council's decision. CARRIED 9 - 4-9 General Purpose and Administration Committee Minutes March 9, 2015 Recommendation report for a rezoning application by Sharon Melville to replace two existing dwellings with one new detached dwelling within the floodplain of the Soper Creek Resolution #GPA-186-15 Moved by Councillor Hooper, seconded by Councillor Partner That Report PSD-016-15 be received; That the Zoning By-law amendment application, submitted by Sharon Melville, be approved as contained in Attachment 1 to Report PSD-016-15; That the (H) Holding Symbol on the amended zoning for the subject property, be removed upon issuance of a Central Lake Ontario Conservation Authority Development Permit for the proposal on the subject property; That the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-016-15 and Council's decision; and That all interested parties listed in Report PSD-016-15 and any delegations be advised of Council's decision. CARRIED Proposed applications by Pollux Developments Inc. to permit a 115 Unit Residential Development Resolution #GPA-187-15 Moved by Councillor Hooper, seconded by Mayor Foster That Report PSD-017-15 be received; That the application for the proposed Draft Plan of Subdivision, submitted by Pollux Developments Inc. to permit the development of 115 residential units, be supported, subject to the conditions contained in Attachment 2 to Report PSD-017-15 and the Region of Durham is satisfied that the necessary forms and insurance have been submitted with respect to the Phase 1 Environmental Assessment; That the Zoning By-law Amendment application, submitted by Pollux Developments Inc., be approved as contained in Attachment 3 to Report PSD-017-15; . That, once all conditions contained in the Official Plan and Zoning By-law with respect to the removal of the (H) Holding Symbol are satisfied, the By-law authorizing the removal of the (H) Holding Symbol be approved; - 10 - 4-10 General Purpose and Administration Committee Minutes March 9, 2015 That the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-017-15 and Council's decision; and i That all interested parties listed in Report PSD-017-15 and any delegations be advised of Council's decision. CARRIED I Recess Resolution #GPA-188-15 Moved by Mayor Foster, seconded by Councillor Cooke That the Committee recess for one hour. CARRIED I The meeting reconvened at 1:00 PM with Councillor Partner chairing this portion of the j meeting. Engineering Services Department There were no reports to be considered under this section of the Agenda. Operations Department Sidewalk Snow Removal and Clearing I Resolution #GPA-189-15 Moved by Councillor Woo, seconded by Councillor Cooke � That Report OPD-002-15 be received; and That all interested parties listed in Report OPD-002-15 and any delegations be advised of Council's decision. CARRIED j i c i T1 4-11 General Purpose and Administration Committee Minutes March 9, 2015 Councillor Cooke chaired this portion of the meeting. Emergency and Fire Services Department Emergency Services Activity Report - 2014 Resolution #GPA-190-15 Moved by Councillor Woo, seconded by.Mayor-Foster That Report ESD-001-15 be received for information.. CARRIED Community Services Department There were no reports to be considered under this section of the Agenda. Clerk's Department There were no reports to be considered under this section of the Agenda. Mayor Foster chaired this portion of the meeting. Corporate Services Department Purchasing By-Law - Update 2015 Resolution #GPA-191-15 Moved by Councillor Hooper, seconded by Councillor Cooke That Report COD-004-15 be received; That the updated By-law attached to Report COD-004-15 as Attachment 1 be passed; and That any interested parties listed in Report COD-004-15 be advised of Council's decision. CARRIED - 12 - 4-12 General Purpose and Administration Committee Minutes March 9, 2015 Review and Renewal of Corporate Purchasing Card Services Resolution #GPA-192-15 Moved by Councillor Cooke, seconded by Councillor Woo That Report COD-005-15 be received; That the Municipality of Clarington, at no charge to the Municipality, enter into a Client Supplier Agreement with the Bank of Montreal (BMO) for Corporate Purchasing Card Services in accordance with all terms and conditions of the Ontario Education Collaborative Marketplace (OECM) Master Agreement that expires May 31, 2018, with an optional two-year extension; and That any interested parties.listed in Report COD-005-15 and any delegations be advised of Council's decision. CARRIED Bridge & Culvert Repairs Resolution #GPA-193-15 Moved by Councillor Partner, seconded by Councillor Hooper That Report COD-006-15 be received; That All Services Inc., Courtice, Ontario, with a total bid amount of $301,932.10 (net H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2015-1, be awarded the contract for the Bridge and Culvert Repairs as required by the Municipality of Clarington, Engineering Department; That the total funds required in the amount of $332,500.00 (net HST Rebate), including construction cost of$301,932.10 and $30,567.90 contingency, be drawn from the following accounts: Structures Rehabilitation 110-32-330-83275-7401 (2014) $ 235,000.00 Roadside Protection Program 110-32-330-83338-7401 (2014) $ 88,000.00 Bridge Maintenance 100-36-380-10200-7112 (2014/15) $ 9,500.00 That all interested parties listed in Report COD-006-15 and any delegations be advised of Council's decision. CARRIED - 13 - 4-13 General Purpose and Administration Committee Minutes March 9, 2015 2015 Day of Mourning Resolution #GPA-194-15 Moved by Councillor Partner, seconded by Councillor Woo That Report COD-007-15 be received; That Tuesday, April 28, 2015 be proclaimed as the 2015 Day of Mourning; and That permission be granted to lower the flag in 2015, and future April 28th dates, in recognition of workers who have been killed or injured. 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 the following: • Bowmanville Eagles Junior C Hockey Team won the Cougar Cup on Sunday, March 9, 2015. • Grand re-opening of Bulk Barn in Bowmanville on Thursday, March 12, 2015. Communications There were no items considered under this section of the Agenda. - 14 - 4-14 General Purpose and Administration Committee Minutes March 9, 2015 Confidential Reports There were no items considered under this section of the Agenda. Adjournment Resolution #GPA-195-15 Moved by Councillor Partner, seconded by Councillor Woo That the meeting adjourn at 1:30 PM. CARRIED MAYOR DEPUTY CLERK - 15 - 4-15 Cbrington Special General Purpose and Administration Committee Minutes March 10, 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 Special meeting of the General Purpose and Administration Committee held on Tuesday, March 10, 2015 at 9:30 AM at the Courtice Community Complex. Roll Call Present Were: Mayor A. Foster Councillor S. Cooke Councillor R. Hooper Councillor J. Neal Councillor W. Partner Councillor C. Traill Councillor W. Woo Also Present: Chief Administrative Officer, F. Wu Municipal Solicitor, A. Allison Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana j Director of Planning Services, D. Crome Deputy Treasurer, L. Gordon Director of Operations, F. Horvath Director of Corporate Services & Human Resources, M. Marano Director of Finance/Treasurer, N. Taylor Director of Emergency & Fire Services, G. Weir Municipal Clerk, A. Greentree Sheila Hall, Executive Director, Clarington Board of Trade was also in attendance and participated in the discussions. j i The Special meeting of the General Purpose and Administration Committee was convened for the purpose of commencing work on the Strategic Business Plan for this term of Council. Mayor Foster chaired this portion of the meeting. Disclosures of Pecuniary Interest There were no disclosures of pecuniary interest stated at this meeting. - 1 - 4-16 Special General Purpose and Administration Committee Minutes March 10, 2015 Presentations Presentation of Bill Winegard and Dr. Brynn Winegard, Winegard and Company Mayor Foster provided opening comments and stated he was looking forward to working together to identify Council's goals for the next four years. He introduced Bill Winegard and Dr. Brynn Winegard, consultants facilitating the workshop. Bill Winegard and Dr. Brynn Winegard addressed Committee and as facilitators, detailed the meeting format which would be followed. Using a slide show presentation, the facilitators highlighted the results of the public survey which was conducted in February 2015. Essentially there were six priority themes identified through the survey response analysis. Recess Resolution #GPA-196-15 Moved by Councillor Partner, seconded by Councillor Hooper That the Committee recess for 15 minutes. CARRIED The meeting reconvened at 9:55 AM. Through consensus, the Committee agreed to use the six priority themes as the basis for setting strategic priority themes. The group participated in a brainstorming exercise which resulted in the development of a number of key focus areas within each of the six strategic priority themes. Councillor Traill left the meeting at approximately 10:30 AM. Recess Resolution #GPA-197-15 Moved by Councillor Woo, seconded by Councillor Hooper That the Committee recess for 30 minutes. CARRIED The meeting reconvened at 12:45 PM. Councillor Traill returned to the meeting at approximately 12:50 PM. - 2 - 4-17 Special General Purpose and Administration Committee Minutes March 10, 2015 The Committee continued to work through several activities lead by the facilitators, which assisted in narrowing the scope of the key areas of focus. Recess Resolution #GPA-198-15 Moved by Councillor Cooke, seconded by Councillor Woo That the Committee recess for 15 minutes. CARRIED I The meeting reconvened at 2:30 PM. Bill and Dr. Winegard led the group through a lengthy discussion on the municipality's vision, priorities and assisted members in determining the level of importance for each priority. Additionally, the group briefly discussed the feasibility of achieving the identified priorities within the term of Council. The workshop concluded with Bill and Dr. Winegard summarizing the outcomes of the exercises and discussions. As well, they highlighted the next steps in the process of developing the 2015-2018 Strategic Business Plan for Clarington. The outcomes of the exercises and discussions will be provided to staff who will report back on the feasibility of the key focus areas. Adiournment f Resolution #GPA-199-15 Moved by Councillor Partner, seconded by Councillor Traill That the meeting adjourn at 3:35 PM. CARRIED i MAYOR DEPUTY CLERK i - 3 - 4-18 Clarftwn Special General, Purpose and Administration Committee Minutes March 23, 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 Special meeting of the General Purpose and Administration Committee held on Monday, March 23, 2015 at 9:30 AM at the Courtice Community Complex. Roll Call Present Were: Mayor A. Foster Councillor S. Cooke Councillor R. Hooper Councillor J. Neal Councillor W. Partnerl Councillor W. Woo Regrets: Councillor C. Traill Also Present:- Chief Administrative Officer, F. Wu Municipal Solicitor, A. Allison Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana Director of Planning Services, D. Crome Deputy Treasurer, L. Gordon Director of Operations, F. Horvath Director of Corporate Services & Human Resources, M. Marano Director of Finance/Treasurer, N. Taylor Director of Emergency & Fire Services, G. Weir Municipal Clerk, A. Greentree The Special meeting of the General Purpose and Administration Committee was convened for the purpose of facilitating the Council education session regarding the 2015 Development Charges (DCs) By-law update. Mayor Foster chaired this portion of the meeting. Disclosures of Pecuniary Interest There were no disclosures of pecuniary interest stated at this meeting. - 1 - 4-19 Special General Purpose and Administration Committee Minutes March 23, 2015 Presentations Presentation of Craig Binning, Hemson Consulting Ltd. Nancy Taylor provided opening comments and introduced Craig Binning and thanked staff for their input on the steering committee. Nancy also advised of input from Clarington Board of Trade, Durham Homebuilders Association and BILD in the project. Today's presentation will be made to these external agencies tomorrow. Craig Binning,.Hemson Consulting introduced his colleague Jackie Hall and provided members of Committee an overview of the presentation. Craig presented and facilitated discussion regarding the following matters pertaining to the DC Study: • Recent OMB Decision — By-law 2010-058 was appealed by the building industry and land development association (BILD). A decision was released by the Board regarding the 2010 rates which results in lower rates and going forward Clarington will have to reset rates. Staff are currently reviewing options in response to the recent decision. Clarington will be required to refund approximately $4 million (as of December 1, 2014) which will be paid back to those who initially paid the DCs to the Municipality. This equates to approximately $1500-$1600 per each of the approximate 2600 units over the past 5 years. Nancy confirmed that these funds had been set aside. • Background of Clarington's Study • Development Charges Overview— DCs can only be collected to maintain historical service levels, therefore in order to increase our service levels the increase must be funded through the levy. Craig highlighted those services which are 90% recoverable from DCs, those that are 100% recoverable from DCs, and those services which are ineligible for DC recovery. On March 5, 2015 the.Province had its first reading of Bill 37 which proposed amendments to the Devlopment Charges Act. Craig highlighted the Proposed changes to the Act including: transit, looking to future planned service levels rather than historical average service levels, removing the list of ineligible services and including it in regulations, consideration of area specific DCs, and the requirement for the asset management plan to be included in the DC background studies. • Preliminary Development Forecast-The 10-year forecast utilized for general services is based on 2015-2024 population/employment growth and for engineered services is based on 2015-2013. Craig and Nancy explained the projected housing growth completions anticipated during this time period and how it relates to provincially mandated growth targets to 2031. -2 - 4-20 Special General Purpose and Administration Committee Minutes March 23, 2015 Recess Resolution #GPA-200-15 Moved by Councillor Neal, seconded by Councillor Partner That the Committee recess for 5 minutes. CARRIED The meeting reconvened at 10:52 AM. Craig continued with his presentation. • Capital Programs — Craig stated that a number of adjustments to the Capital Program list will be required. Nancy and Craig explained the Gross Project Costs, Ineligible Costs, DC Eligible Costs and timing of projects using examples from the Library Services. The capital projects for fire and emergency services, indoor recreation, park development and related facilities, operations, parking, general government, and roads and related works were then reviewed. Nancy confirmed that by enacting the by-law Council would be confirming intent of the capital projects, however there are many steps that would have to be undertaken before a project would necessarily be approved by Council for construction. Should the Council of the day resolve to not proceed with a given project, the funds may then be applied to another project but may only be used for a project within the same category of services for which the DCs were collected. • Preliminary Draft Proposed Rates — Craig reported that based on current calculations the DC residential rate is estimated at $15,866/single and semi- detached unit, $12,265/Rows & Other multiples, $8,579/large apartment and $6,562/small apartment. The non-industrial rates are calculated at $66.22/square metre and $35.81/square metre for Industrial. Craig highlighted the current vs. calculated rates based on the outcome of the OMB decision of the 2010 by-law appeal. • Policy Review— Craig highlighted the proposed policy amendments in the new by-law including 20(9),(10) and (11), 23(5), (6), and (7), industrial exemptions relative to expansions and new development. David Crome, Director of Planning Services provided a review of the proposed policy amendments pertaining to revitalization areas and incentives. These amendments include existing and two proposed new areas, being Camp 30 and portions of Courtice Main Street. Proposed incentives pertain to small business expansion, new residential apartment buildings, new mixed-use buildings and conversion of heritage structures, and higher densities in Bowmanville West Town Centre. Nancy provided an explanation of the proposed policy amendment pertaining to the treatment of apartments. - 3 : 4-21 Special General Purpose and Administration Committee Minutes March 23, 2015 Nancy reported that the staff will continue to finalize the policy recommendations and develop the draft DC by-law. As stated earlier in the meeting, a public open house is scheduled for March 24, 2015. The Public Meeting is scheduled for May 4, 2015, with the advertisement being published on April 13, 2015. It is anticipated that the 2015 DC by-law will be presented to Council on May 11, 2015 for consideration. Adjournment Resolution #GPA-201-15 Moved by Councillor Partner, seconded by Councillor Woo That the meeting adjourn at 12:20 PM. CARRIED MAYOR DEPUTY CLERK - 4 - . 4-22 PUBLIC MEETING cl ��' REPORT PSD-019-15 H &H PROPERTIES INC. k Notice of Public Information Centre i Notice of Public Meeting � The Municipality of Clarington has received Applications for a Draft Plan of Subdivision to amend the Clarington Official Plan and Zoning By-law 84-63. Council is seeking public comments on a proposal it has received before making a decision. Applicant: H & H Properties Inc. Proposal: 80 residential units, consisting of 72 townhouse units and 10 semi-detached units in condominium tenure. Property: West side of Tooley Road, north of Nash Road, being Part Lot 33, Concession 3, former Township of Darlington. File Numbers: ZBA 2015-0002,S-C 2015-0001, COPA 2015-0001 &SPA 2015-0001 j I Public Information Centre The Applicant will be hosting a Public Information Centre on: DATE: Tuesday,March 10,2015 TIME: 7:00 p,m.to 9:00 p.m. PLACE: Faith United Church, 1778 Nash Road,Courtice,Ontario Statutory Public Meeting Council will receive input on the applications on: DATE: Monday, March 30,2015 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 Statutory Public Meeting,you can: 1. Speak to Council at their meeting on Monday April 13, 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 on-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 these applications 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 applications is available for inspection at the Planning Services Department, or by calling Cynthia Strike 905-623-3379, extension 2410 or by e-mail at cstrike .clarin toq n.net. Further details can be found on our website www.clarinaton.net under"Cur'rent Applications"in the Planning Services listing. Other Details our Clerk and Lawyer want you to know: In order to have our name appear on the agenda published on Thursday I Y pp 9 p y prior to the meeting, requests for I 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. 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. 5-1 If a person or public body does not make verbal 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 draft plann-of subdivision,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 2Z,& day of February,2015. Davi J. Crome, MCIP, RPP 40 Temperance Street Director of Planning Services Bowmanville, Ontario Municipality of Clarington L1C 3A6 cc: LDO . — - Property Location Map(Courtice) LO K L --._ LO K CK _ — I I BLOC _�... I— r•,-" �� ...._ �"= '=-=i�; site 0 i<2 L�— y - r— JIB, - ! ! 0 00 I e C c � O .I ail U — — - ��'�� '_, _�';i 14_x• r:�r I ca ca 17 I 0 � B Boca T m. t m —m p i. f}. ZBA 2015-0002 BLo Zoning By-law Amendment _ 0 1 S-C 2015-0001 -` --i ! — —' ; !_ Draft Plan of Subdivision 1'1_ --- I COPA 2015-0001 ! ~ Official Plan Amendment ------- i i I I I I I ' SPA 2015-0001 ! ! I I I Site Plan Application N — — NASH ROAD — owner:H&H Properties Inc. 5-2 PUBLIC MEETING REPORT PSD-020-15 RICE DEVELOPMENT CORPORATION Notice of Public Meeting i Have your say about a proposed land use change. c r The Municipality is seeking public comments on an application it has received. Applicant: Rice Development Corporation Proposal: To change the land use designation of the subject lands from `Prime Agriculture' to `Urban Residential' to permit the future expansion of the Wilmot Creek Lifestyle Community. Proposed land uses include a variety of housing including detached dwellings, townhouses, apartments, and assisted living units. Limited commercial space, a Clubhouse and a Park are also proposed. Property: Southeast corner of Highway 401 and Bennett Road, south to the CN Railway and eastward to the Highway 35/115 off ramp. File Number: COPA 2003-012 r The Public Meeting will be held: I Date: Monday, March 30, 2015 Time: 9:30 a.m. Place: Council Chambers, Municipal Administrative Centre, 40 Temperance Street, Bowmanville, Ontario k Property Location Map(Darlington) �ORHgM IG a A2 I -Z—+ eR�MM oMhgyZ O o 0 o W o ¢ o 0 Q m to tt K O Jt W o Subject v ��1y 5 m site Wz ^� 4e,) O �'R HWAY4 .„:r.%4`r:•:y'''l;i,•';;zij;;K �rrr��i; 1;';.;., Ol ;]iirfr”yr.:G;�l.•,.itit,N,ftF%: s•'!•;:1i1•q,,. - ;} CN-9 lake Ontario A 0 U m t» Lake Ontario ° COPA 2003-012 Official Plan Amendment Legend ,,jg l;jll Subject Site N ®Other Lands Owned By Applicant Applicant:Rice Development Corp. CVIA3Cl10f1 Questions? Please contact Lisa Backus (905) 623-3379, extension 2413 or by e-mail at Ibackus@clarington.net. ! k Please see the other side of this notice for additional information and legal requirements. t 5-3 Any person that cannot attend the Public Meeting may: 1. Write to the Planning Services Department You can provide comments in writing and/or request to be notified of further meetings or Council's decision. Submit your comments to Lisa Backus by 12 noon on the Friday preceding the public meeting. Mail: Planning Services Department Email:lbackus@clarington.net 40 Temperance Street Bowmanville, ON L 1 C 3A6 2. Speak to Council at their meeting on April 13, 2015, 7:00 pm. Should you wish to appear before Council, you must register prior to 4:15 pm on Friday April 10, 2015. Arrangements should be made through the Municipality of Clarington Clerk's Department at (905) 623-3379, extension 2106. An-on-line form is also available on'the Municipality's website, www.clarington.net under"Delegations" in the Service Clarington listing. Additional Information Detailed information and background studies are available for review at the Planning Services Department. They can also be found on our website at www.clarin.qton.net/DevelopmentProposals . Other Details our Clerk and Lawyer want you to know: The personal information accompanying your submission is being collected under the authority of the Planning Act 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. The Regional Municipality of Durham has determined that this Official Plan Amendment is not exempt and therefore the Region of Durham is the approval authority, if it is adopted by Clarington Council. The decision by the Region becomes final, subject to any appeals. If a person or public body does not make oral submissions at a public meeting or make written submission to the Municipality of Clarington before the proposed Official Plan Amendment is adopted, the person or public body: i) is not entitled to appeal the decision of the Region of Durham 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. If you have accessibility needs and require alternate formats of this document or other accommodations please contact the Clerk's Department at 905-623-3379 extension 2109. Da�eo at the Municipality of Clarington this Gay of 2015. YidCrome, MCIP, RPP Director of Planning Services 5-4 DRAFT LIST OF DELEGATIONS GPA Meeting: March 30, 2015 (a) John Coffey, Chair, Older Adult Strategy Steering Committee, Regarding Report CSD-003-15, Clarington Older Adult Strategy i Clarftwn I 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 I Date of Meeting: Monday, March 30, 2015 j i Report Number: PSD-019-15 Resolution: i File Number: COPA 2015-0001, S-C 2015-0001, By-law Number: G ZBA 2015-0002, SPA 2015-0001, PLN 31.5.6 E Report Subject: An Application by H & H Properties Inc. to develop 80 residential units on Tooley Road, Courtice Recommendations: 1. That Report PSD-019-15 be received; 2. That the applications to amend the Clarington Official Plan, Worden East Neighbourhood Design Plan, Zoning By-law 84-63 and an application for Draft Plan of Subdivision, submitted by H & H Properties Inc. for the development of 80 residential units continue to be processed and that a subsequent report be prepared; 3. That the Durham Regional Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-019-15 and Council's decision; and 4. That all interested parties listed in Report PSD-019-15 and any delegations be advised of Council's decision. I i E I i I f I 8-1 Municipality of Clarington Report PSD-019-15 Page 2 Report Overview The Municipality is seeking public comments on the applications submitted by H & H Properties Inc. proposing 80 residential units on the west side of Tooley Road, north of Nash Road, in Courtice. The proposal would require amendments to the Clarington Official Plan, Worden East Neighbourhood Design Plan and Zoning By-law 84-63 and an application for a Draft Plan of Subdivision. 1 . Application Details 1.1 Owner/Applicant: H & H Properties Inc. 1.2 Agent: D.G. Biddle and Associates 1.3 Proposal: Clarington Official Plan Amendment: To remove a separate elementary school symbol to permit 80 residential units consisting of 10 semi-detached units and 70 townhouse units. Neighbourhood Design Plan Amendment: To delete the separate elementary school site, a future road connection being Cloverfield Street, single detached dwellings and replace with one block for 80 residential units. Draft Plan of Subdivision: To permit the creation of one block to allow for the registration of a common elements condominium. Zoning By-law Amendment: Rezoning from "Holding-Urban Residential Type One ((H)R1) Zone" and "Urban Residential Type One (R1) Zone" to an appropriate zone to permit the development. 1.4 Site Area: 3.76 hectares (9.29 acres) 1.5 Density: 21.3 units per hectare 1.6 Location: The lands subject to these applications are located approximately 100 metres north of Nash Road, west of Tooley Road being Part Lot, 33 Concession 3 in the former Township of Darlington (see Figure 1). 1.7 Within Built Boundary: Yes 8-2 i f i Municipality of Clarington Report PSD-019-15 Page 3 Figure 1: Key Map Amenity LO K Lo K Area' L cK 2 BLOC ,x•h1C {„ra`�.'lr,'��f'u,'fY5'ry;,�:,SS..; We:.•.,n 1,.. i4liCiy.+•ri :Yk�sc�.i,ri'dd:,a ,»Y, CD ::•_' I W y, e/ B1_OC K 21 O J I l' 4�, U O t # m m y,`' Amenity Y �7 co 0 I Area' W O LL W t• U BL C 2 W �j'Nt l Wf' t i. cC 'ti Private O a` Y o 1, BLOC 1 BOC 1 Walkway m Yt�7?�s��tyliyf�yl`.M1 y�r��;r�a; "';• O l� BLO 3K 9 BLO 8 BLO 11K 1 Storm Water W Management Pond _j O O Kingdom Hall of Jehovah's Witnesses I � E N NASH ROAD ------ TBA 2015-0002 2. Background 2.1 On December 24, 2014, H & H Properties Inc. submitted applications for amendments to the Clarington Official Plan Amendment, Worden East Neighbourhood Design Plan, By- law 84-63 and applications for a Draft Plan of Subdivision and Site Plan Approval to permit 80 bungalow style residential units fronting onto an interior network of private i roads. Some required information in support of the applications was not received until the end of January 2015.The application for the common elements condominium has not yet been filed. 8-3 k Municipality of Clarington Report PSD-019-15 Page 4 2.2 Studies Submitted The following studies have been submitted and currently under review. • Planning Justification Report; • Traffic Impact Study; • Phase One Environmental Site Assessment; • Site Servicing Report; • Stormwater and Functional Servicing Report; and • Geotechnical Investigation. 3. Land Characteristics and Surrounding Uses 3.1 The lands subject to the applications were assembled from eight parcels with frontage on Nash Road, Tooley Road and Cloverfield Street. There are three homes that will be demolished to facilitate this development, one fronting onto Nash Road and two fronting on Tooley Road. The subject lands are relatively flat with low lying vegetation and mature trees some of which has been removed. (See Figures 2 and 3). Figure 2: Looking west from Tooley Road Figure 3: Looking east from Cloverfield Street i ti y ti, _s _ ;y�N` N6TICE -T 3.2 The surrounding uses are as follows: North: residential on large lots and vacant lands South: residential and church East: residential on large lots West: urban residential 8-4 i Municipality of Clarington Report PSD-019-15 Page 5 j r 4. Provincial Policy 4.1 Provincial Policy Statement 4.1.1 The Provincial Policy Statement encourages planning authorities to create healthy liveable and safe communities by accommodating an appropriate range and mix of residential; employment; recreation, park and open space; and other uses to meet long term needs. Some relevant policies are: • New development shall occur adjacent to built up areas and shall have compact form, a mix of uses and densities that allow for the efficient use of land, infrastructure and public services. • Development should support active transportation and transit. E r • New housing is to be directed to locations where infrastructure and public services are or will be available. • A full range and mix of housing types and densities shall be provided to meet projected requirements of current and future residents of the regional market area. • Infrastructure and public service facilities shall be provided in a coordinated efficient ! and cost effective manner. i 4.1.2 The applicant proposes to introduce bungalow townhouses and semi-detached dwellings in an off-street block format. The proposal will require the extension of sanitary services from Nash Road. The site is in close proximity to a Durham Region Transit Route on Nash Road, a public elementary school, a neighbourhood park, and the Courtice Main Street. The proposed development is consistent with the Provincial Policy Statement. 4.2 Provincial Growth Plan 4.2.1 The Provincial Growth Plan encourages municipalities to manage growth by directing population growth to settlement areas such as the Courtice Urban Area. Municipalities are encouraged to create complete communities that offer a mix of land uses, employment and housing options, high quality open space, and access to stores and services. In particular: r • Growth is to be accommodated in transit-supportive communities to reduce dependence on the automobile through the development of mixed use, pedestrian- friendly environments. I. • Growth shall also be directed to areas that offer municipal water and wastewater systems. �> • Municipalities should establish an urban open space system within built up areas. it 8-5 I Municipality of Clarington Report PSD-019-15 Page 6 • The Municipality must accommodate 32% of its residential development occurring annually in the built-up area. 4.2.2The subject lands are inside the built-up area for Courtice. The proposed development is generally consistent with the Growth Plan. 5. Official Plans 5.1 Durham Regional Official Plan The Durham Regional Official Plan designates the subject lands as Living Area. Lands designated as Living Area permit the development of communities with defined boundaries, incorporating the widest possible variety of housing types, sizes and tenure to provide living accommodations that address various socio-economic factors. The proposed development is permitted within the Living Area designation. 5.2 Clarington Official Plan 5.2.1 The Clarington Official Plan designates the subject lands are designated as Urban Residential with a separate elementary school and medium density symbol in the vicinity of the site. The lands are within the Worden Neighbourhood, which has a population allocation of 3900 and a housing unit target of 1300 including 85 medium density units and 50 units for intensification. 5.2.2 The Low Density designation allows a density of 10 to 30 units per net hectare and the predominant form of housing is single and semi-detached units. This does not preclude other housing types. 5.2.3 The Worden East Neighbourhood Design Plan was approved in 2002. An amendment to the Neighbourhood Design Plan is required to remove the separate elementary school site, the extension of Cloverfield Street, the single detached dwellings on the south side of Cloverfield Street and replace with one block for the proposed development (see Attachment 1). 5.2.4The subject site would have two accesses on Tooley Rod, which is designated a Collector Road. The site is in close proximity to Nash Road which is a Type 'C' Arterial. 6. Zoning By-Law 6.1 Zoning By-law 84-63 zones the subject lands "(Holding) Urban Residential Type One" and Urban Residential Type One (R1) Zone. An application for rezoning is required to permit the proposed development. 8-6 i i Municipality of Clarington Report PSD-019-15 Page 7 7. Public Notice and Submissions 7.1 The Public Notice was given by mail to landowners within 120 metres of the subject site ! and Public Notice signs were placed on Tooley Road, Nash Road and the end of Cloverfield Street in accordance with the Planning Act. The notice also advised of a Public Information Centre on March 10th, 2015 at Faith United Church in Courtice. 7.2 As of writing this report, Staff received three inquiries. Two individuals who live on Centrefield Drive and Nash Road expressed concerns with development in rear of their properties. One resident on Tooley Road, abutting the subject site, inquired about the timing of the development, installation of sanitary sewer, sidewalks and privacy fencing. 7.3 Public Information Centre The applicant hosted a Public Information Centre on Tuesday March 10, 2015 at Faith United Church on Nash Road in Courtice. The applicant and the consultants attended the meeting as well as staff from the Planning Services Department and two members of Council. Fourty-one area residents attended the meeting. The comments are summarized below: • Concern with increased traffic on Tooley Road; • Concern with appearance of units backing onto Tooley Road; • Fencing along existing residential lots; • Residents on Centrefield Drive do not want vehicular access through Cloverfield Street; • Residents on Tooley Road want a secondary access to the site from other than Tooley Road; and • The bungalow style condominium development is desirable for "empty nesters". 8. Agency Comments I 8.1 Comments are outstanding from the Regional Municipality of Durham, Central Lake Ontario Conservation, Separate and Public School Boards, and Hydro One. i 9. Departmental Comments 9.1 Engineerinq Services 9.1.1 The Engineering Services Department is reviewing all aspects of proposal. The Traffic Impact Study in support of this application indicates that no road improvements or modifications will be required to the road network to accommodate the anticipated volume of traffic. The study is currently under review. 8-7 r Municipality of Clarington Report PSD-019-15 Page 8 9.1.2 The rehabilitation of Tooley Road by the Municipality is anticipated in the near future. The timing for the actual development of the subject lands may be affected by the anticipated road rehabilitation. 9.1.3 Should the development be approved as proposed, the short stub of Cloverfield Street between Centrefield Road and the proposed development must be legally closed by Council by-law. The applicant must remove all above ground and below ground infrastructure prior to development proceeding. 9.1.4 The applicant has proposed a new sidewalk connection from the site to Centrefield Drive. The internal sidewalk and the external sidewalk from the site to Centrefield Drive will be maintained by the condominium corporation in perpetuity. The applicant will be required to install a sidewalk on the west side of Tooley Road from Nash Road to the north property boundary. 9.1.5 The proposed private stormwater management pond depicts an unusual design. Staff will be reviewing this with the applicant. 9.1.6 The applicant will be required to pay the appropriate cash in lieu of parkland dedication. 9.2 Emergency and Fire Services Emergency and Fire Services have no objections. 1.0. Discussion 10.1 Detailed Proposal 80 bungalow style units are proposed on internal private streets. A loft will be offered as an option. Each unit will have a private amenity area in the rear. There are two common amenity areas internal to the site. There appears to be sufficient parking spaces on site. Each unit will having either one or two car garages plus space in the driveway. (See Figure 4) Visitor parking spaces are internal to the site, reducing the need for parking on Varcoe Road. A private stormwater management pond is also shown which is being reviewed by the Engineering Services Department. Figure 4: Three Unit Townhouse Block 1 1. ©o FPW a—VATION {FRQ.?MWATIOV I FROW[WATICN BID LHT-TYFE H INT LMT-REV 8 O W T-TYPc 0-REV, 8-8 i i Municipality of Clarington Report PSD-019-15 Page 9 10.2 Proposed Changes to the Neighbourhood Desiqn Plan The approved Neighbourhood Design Plan shows Cloverfield Street being extended from Centrefield Drive to Tooley Road. A separate elementary school site is identified on north side of Cloverfield Street, and residential lots on the south side (see Attachment 1). In 2007, the Peterborough Victoria Northumberland and Clarington Catholic District School Board advised staff that it did not have any interest in acquiring this site for an elementary school. The applicant is proposing to eliminate the school site, Cloverfield Street and the lots in favour of one block for the proposed development (see Attachment 2). A portion of Cloverfield Street is constructed from Centrefield Drive with homes flanking to the north and south. The applicant is proposing to legally close Cloverfield Street and add a pedestrian connection to Centrefield Drive. This would eliminate a street connection between Centrefield Drive and Tooley Road and an alternative access to ! Nash Road. The proposed pedestrian access to Centrefield provides future residents walking connections to Worden Public School, the neighbourhood park, and the Courtice Main Street. The proposed changes to the Neighbourhood Design Plan show the site as a Medium Density Block, which is incorrect given the current application for 80 units. 10.3 Townhouses in Low Density Format The Clarington Official Plan provides density ranges for Low, Medium and High Density and also specifies the "predominant" housing types for each category. The proposed development has a density of 21 units per hectare, which is low density. The townhouse units are either 10 m or 8.53 m in width, in comparison to the 6 m width multi-storey traditional townhouse. The mixture of townhouses and semi-detached units and the provision of on-site stormwater pond, amenity areas and 3 m buffer area on the perimeter provides for a lower density than might be anticipated. 10.4 Residential Concerns The concerns and comments that were raised in the Public Information Centre and in the Public Meeting will be considered as staff reviews the various supporting reports and through deliberation of the applications. 11. Conclusion 11.1 The purpose of this report is to provide background information on the proposed development submitted by H&H Properties Inc. for the Public Meeting under the Planning Act. Staff will continue processing the application including the preparation of a subsequent report upon further review and resolution of the identified issues. 8-9 Municipality of Clarington Report PSD-019-15 Page 10 12. Strategic Plan Application 12.1 Not applicable C-C Submitted by: Reviewed by: Davi Jrome, MCIP, RPP Franklin Wu, Director of Planning Services Chief Administrative Officer Staff Contact: Cynthia Strike, Principal Planner, 905-623-3379 ext. 2410 or cstrike@clarington.net Attachments: Attachment 1: Approved Worden East Neighbourhood Design Plan Attachment 2: Proposed Amendment to Worden East Neighbourhood Design Plan The following is a list of the interested parties to be notified of Council's decision: Chris O'Brien Gerrit Olthof Terech Family Kristan Salter Muzik Family David Gainey Carmen Baragar Louis and Elizabeth Horvath Hans Sanders Patty Layng Jack Sanders Sharon Paille Wm. C. Marchand Dawna Murray Janet and Ken Hosking John Van Seters Steve Canonico Dave and Helen Tonkin Carlo Thompson L. Aitcheson Gord and Jeannie Dinning Sharon and Ken Ferguson Mike Levesque Paige Roberts, Dawn Clark and Ken Clark Victor Humphreys Kristina and Peter Vizza Tracey Cameron Lynn and Glen Bartlett Robert Manuel Halina Workman and Justin Kennedy Hannu Halminen Teresa and Bill Peeters D.G. Biddle & Associates Attn. Michael Fry DJC/CP/CS/SN/df/jp 8-10 laimm �Wll PAR �////��/,////////e%/ sT o __ 1 L Attachment 2 to Municipality of Clarington Report PSD-019-15 Proposed Amendment to Worden East Neighbourhood Design Plan LEGEND �� r //�! •�. ��I� ,CJ'`�// //� .// ENVIRONMENTAL PROTECTION AREA �1 �/ ✓�J� � '//////J //'•%% .7 EXISTING RESIDENTIAL AREAS RESIDENTIAL DEVELOPMENT AREAS f RESIDENRAL iu INITLPPORTUNRIES • *!4 �i/�//%%!/ //�///f./� � _o J irc soar-sr o"ry +wL Ov�mn imn `•� 'l !y. /� /!j/�j/ !// FOP] MEDIUM DENSITY SITE O Q❑ SURIECT TO ENVIRONMENTAL. ©y a��X,>, / �IMPACT STIIOY Q ••.• ❑;r V' Q \[��RECENT UPDATEDAREA NATURAL HERBAGE AREA ADELAIDE AVENUE EXTENSION f y ❑ ! FUTURE STUDY AREA Q F,'�y l .Y ❑ o uni�:K.w�c w°z"wweocm rwr _I ❑ �•y!�f STS2 v v v a ---_—EXISTING SIDEWALK ❑ P I ❑ SIDEWALK .! . ............ LOCAL ROAD ❑ —COLLECTOR ROAD ❑O f yy,,- s- v v LI I! �❑ — ARTERIAL ROM Az �1 I ❑ - ( / NEIGHBOURHOOD UNIT COUNT ❑ q i LJ LOW T-I 6DENS"1 T O NORDi EXISIINO UNITS 96 FlELD 4:..r \ _ ❑ INFILL OPPIXOVNI116 10 [�a PROPOSED DEVEIAPMEM 76 RSInED MEDIUM 66 o 1 I ❑ TOTAL 267 °o v ul ❑ f s . --1 ❑ 0.46FLA Cl .I I ❑ - '`I APPROVED I ❑ � I � � .anvm ia.�nmua a w.w w rFwmv rm. 13 1 I ❑ � \: �«v nn..a uo maona�r aw.n.on i — -I El I I � I ,; o.¢cla a weuc nm mvmwrt ❑ O xD oas I.,. joy ❑ (j ? \e.o.®mel.sq..o=le pronumte.a 13 __--I000000 Q❑QIf) ❑ L.r m 11 I MUNIGPNIIY OF OMINCTON •e WORDEN EAST NOGHBOURHOOD PLAN -- _ - •_— PROPOSED ftENSION TO HASH f — x" LAND USE PLAN _I. P 4 I NASH� ROM .wrsou _ • I 1 I---i _--�—a----.1 -----! ----- ! 113021 ^DWG.NO. 3 8- 12 Clarftwn 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. i Report To: General Purpose and Administration Committee Date of Meeting: March 30, 2015 Report Number: PSD-020-15 Resolution: File Number: COPA 2003-012 Ey-law Number: Report Subject: An Application by CAPREIT Limited Partnerships (Rice Development Corporation) for an Official Plan Amendment to expand the Newcastle Village Urban Area to accommodate the future expansion i of the Wilmot Creek Lifestyle Community Recommendations: 1. That Report PSD-020-15 be received; 2. That staff consider the public comments received in the further processing of the application to amend the Clarington Official Plan, submitted by the CAPREIT Limited j Partnerships, to include the subject lands within the urban area in order to permit the expansion of the Wilmot Creek Adult Lifestyle Community; and 3. That all interested parties listed in Report PSD-020-15 and any delegations be advised of Council's decision. C I 1 f I. I' I' �i 8-13 Municipality of Clarington Report PSD-020-15 Page 2 Report Overview The Municipality is seeking public comments on an application it has received. The owners (CAPREIT Limited Partnership) of the Wilmot Creek Adult Lifestyle Community have proposed to expand the Newcastle Village Urban Area in order to accommodate an expansion on the west side of their existing adult community. The purpose of this report is to receive public comments. 1 . Application Details 1.1 Owner: CAPREIT Limited Partnership 1.2 Agent: Rice Development Corp 1.3 Proposal: To amend the Official Plan, by expanding the Newcastle Village Urban Area, to include the subject lands (see Figure 1). 1.4 Area: 28.4 hectares 1.5 Location: Lots 2, 3 and 4, Broken Front Concession, Darlington 1.6 Within Built Boundary: No Figure 1: Subject lands proposed to be added to the urban area Subject Lands _ NA1lONA1- RAIL Ay 6ANAD�AN I. Extsttng'Wilmot Creek Comm_ unity t - yF �� Loke Ontario - rwazaaa-orz 8-14 Municipality of Clarington Report PSD-020-15 Page 3 2. Background 2.1 Previous Application In 2002, a Durham Regional Official Plan Amendment application was submitted to incorporate the subject lands into the Newcastle Village Urban Area in order to develop the next phase of the Wilmot Creek Lifestyle Community, In October 2003, a corresponding application was submitted to amend the Clarington Official Plan to incorporate the subject lands into the Newcastle Village Urban.Area. Since a local (Clarington) Official Plan Amendment cannot proceed ahead of an upper-tier (Region of Durham) Official Plan Amendment the Clarington application was put on hold. r Following the introduction of the Provincial Growth Plan in 2005, and the beginning of the Region of Durham's Official Plan Review, further consideration of the Regional Official Plan Amendment application was put on hold. In June of 2009, Regional Official Plan Amendment 128, adopted changes to the Durham Regional Official Plan which incorporated the subject lands into the Newcastle Village Urban Area (see Figure 2). Amendment 128 was subsequently approved by the Ontario Municipal Board in January of 2013. Given that the proposed urban area expansion was incorporated into the Durham Regional Official Plan, it was unnecessary for the applicant j to continue to pursue their privately initiated Amendment. That application was I` subsequently closed by the Region of Durham. I 2.2 Current Application As noted, the Durham Regional Official Plan expansion of the Newcastle Village Urban Area came into effect in January of 2013. Following the resolution of the Durham Regional Official Plan process it is now appropriate to complete the processing of the j Clarington Official Plan Amendment which was received in 2003. Following a Pre- consultation Meeting held in September of 2014, a request was submitted in December of 2014 to reactivate the 2003 Clarington Official Plan Amendment application. j The Official Plan Amendment application is to expand the Newcastle Village Urban Area to include a 28 hectare parcel of land on the west side of the Wilmot Creek Community. Part of the amendment process would involve redesignating these lands from "Prime Agricultural" to "Urban Residential". The applicant proposes to use these lands as the (` next phase of development for this community. The proposed concept envisions approximately 560 residential units and approximately 1,900 square metres (20,000 I square feet) of commercial floor space. 1 8-15 E t I Municipality of Clarington Report PSD-020-15 Page 5 C Future development of the subject lands, through a Secondary Plan process, will be required to implement the Provincial Policy Statement by: c • Constructing at higher densities; • Creating a more sustainable community through a mix of land uses; • Limiting impacts on the natural environment; and • Offering a variety of housing choices. 4.2 Growth Plan for the Greater Golden Horseshoe (Growth Plan) The Durham Regional Official Plan, which is deemed to be in conformity with the Growth I' Plan, has now included the subject lands within the Newcastle Village Urban Area. The I future development of the site, requires the preparation of a Secondary Plan to implement the policies of the Growth Plan.'This is expected to be achieved by incorporating a mix of land uses and housing types in a compact but well-designed setting. The expansion of the Wilmot Creek Community will continue to serve the growing demographic of older adults thereby contributing to providing a full range of housing. 5. Official Plana 5.1 Durham Regional Official Plan The Durham Regional Official Plan designates the subject lands "Living Areas". The Durham Regional Official Plan states that"Living Areas" are intended to be used predominantly for housing purposes. However, limited retailing and services, are also appropriate when they are incorporated in a manner that is compatible with their surroundings. I' F i Section 7.3.13 of the Durham Regional Official Plan states that development of greenfield sites', that are designated "Living Areas" and are greater than 20 hectares in size, shall I; only proceed in accordance with an approved secondary plan. This urban area expansion will bring the Clarington Official Plan into conformity with the Durham Regional Official Plan. j i 5.2 Clarington Official Plan The Clarington Official Plan designates the subject lands "Prime Agricultural Area". This application is seeking to expand the urban area to include the subject lands and accommodate the proposed residential and commercial uses. In order to do so, it has been requested that the Official Plan designation be changed from "Prime Agricultural ` Area" to "Urban Residential'. The portion of the Wilmot Creek Community that is already developed is designated "Special Policy Area B" and "Waterfront Greenway". The "Special Policy Area B" designation identifies this area as a distinct residential community catering to seniors and Greenfield sites means undeveloped lands within a designated Urban Area that are not located within the Provincial built-up area. 8-17 Municipality of Clariington Report PSD-020-16 Page 6 retired residents. In addition, the designation recognizes that the existing area is a private leasehold community. Infrastructure and services such as roads, garbage pickup, recreation facilities, etc. are provided privately by the owners. 6. Summary of Background Studies The Owner's consultant submitted a Planning Rationale Report in support of this application. The report concludes that the proposed Official Plan amendment will: • Bring the Clarington Official Plan into conformity with the Durham Regional Official Plan; and • That it conforms with all relevant Provincial land use policies. More detailed studies for the proposed development will be submitted as part of the subsequent Secondary Plan development and implementing Zoning By-law applications. The Secondary Plan will be prepared by the Municipality. 7. Public Notice and Submissions The Public Meeting Notice was mailed to all landowners within 120 metres of the subject property. The Notice of Official Plan Amendment and Public Meeting Notice signs were installed at two locations on the subject property. The applicant has advised that information regarding the Public Meeting was also advertised on Wilmot Creek TV and the notice was posted in the recreation clubhouse. As of the date of writing this report, Staff has received a telephone inquiry of concern regarding the proximity of the proposed residential uses to existing industrial development on Bennett Road. Staff has also received a telephone inquiry, and met with three members of the Wilmot Creek Homeowner's association, regarding their concerns with the proposed expansion. Although not in objection to the expansion of the Wilmot Creek Community eventually, their concerns stem from the upkeep of the.current community (roads in disrepair, snow removal, promised building upgrades and at capacity recreation facilities etc.). They would like the existing Wilmot Creek Community to be maintained appropriately, before new residential areas are added. 6. Concurrence Not Applicable 9. Comments 9.1 The Region of Durham expanded both the Courtice and Newcastle urban boundaries through their Official Plan review process. Through the Official Plan Review, the Municipality will include these urban boundary expansions into the Official Plan. However 8-18 Municipality of Clarington Report PSD-020-15 Page 4 Figure 2: Durham Regional Official Plan — Schedule 'A' Map A5 excerpt . :;.................... a ................... 18 tI Cy!!Is 26 c ho.T ' i din:u ILar •- sea e - - _ 401 2Di a v --y —" 95 i/Ai14[[CNIIf►gFNt 97 �OliR11AlY)3�TiSTION ' Subject Lands 3. Land Characteristics and Surrounding Uses The subject lands are currently being used for the main driveway into the Wilmot Creek Community, the gatehouse, the sales centre and the community's model homes. The main entrance into the Wilmot Creek Community is located just south of the eastbound Highway 401 on-ramp. The surrounding uses are as follows: North - Highway 401 South - Lake Ontario waterfront East - Wilmot Creek Lifestyle Community West - Industrial land (Detox Environmental Ltd.) 4. Provincial Policy 4.1 Provincial Policy Statement The primary purpose of the Provincial Policy Statement is to provide for the planning of strong, sustainable and resilient communities for people of all ages, a clean and healthy environment, and a strong and competitive economy. 8-16 Municipality of Clarington Report PSD-020-15 Page 7 the applicant has chosen to reactivate their 2003 Official Plan Amendment application parallel to the Official Plan review process. Although the Municipality will expand the urban boundary to be in conformity to the Region of Durham Official Plan, staff concurs with the processing of this application independently because they were already in process. This application is for amendment to extend to the Urban Boundary and designate the lands as Residential. A draft concept pan (Attachment 1) has been prepared outlining how the 560 additional residential units and commercial floorspace could be allocated. 10. Conclusion The purpose of report PSD-020-15 is to provide background information for a Public Meeting under the Planning Act. Staff will continue processing the application, and subject to public comments and Council's direction will prepare a recommendation report ahead of the Official Plan Review. 11 . Strategic Plan Application Not Applicable Submitted by: Reviewed by: David rome, MCIP, RPP Franklin Wu, Director of Planning Services Chief Administrative Officer Staff Contact: Lisa Backus, Senior Planner, Community Planning & Design 905-623-3379 ext. 2413 or Ibackus(a)clarington.net Attachments: Attachment 1 — Concept Plan The following is a list of the interested parties to be notified of Council's decision: Roger Howard Bryce Jordan Bryan Ritchie James Russell Byron Faretis DJC/COS/LB/SN/df Attachment 1 to Municipality of Clarington Report PSD-020-15 C O 4t $V�i:U O C u� O Ll • U `I 4i ( j :� r l li4 Elm WN 4 _ u i • va\ == f EI.Nr_TT ROAD 8-20 Clarbgton Planning Services 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: March 30, 2015 Report Number: PSD-021-15 Resolution: File Number: PLN 38.12 By-law Number: Report Subject: Release of the Proposed Changes to the Clarington Official Plan Recommendations: 1. That Report PSD-021-15 be received for information. i r I' i i` 8-21 Municipality of Clarington Report PSD-021-15 Page 2 Report Overview The Proposed Changes to the Clarington Official Plan is released today for public review and comment. It is provided under separate cover. The Clarington Official Plan is the Municipality's key planning policy document designed to manage growth and development decisions today and into the future. This report provides an update on Clarington's Official Plan Review process and introduces the proposed changes to Clarington's Official Plan. 1. Official Plan Review Process and Community Consultation The Planning Act of Ontario, requires that an Official Plan be reviewed every five years to ensure that it conforms to, or does not conflict with, Provincial Plans and policies. In addition to the Planning Act, the Province has implemented several Provincial Plans to provide more guidance for development in the Greater Toronto Area and beyond. The provincial Growth Plan for the Greater Golden Horseshoe provides a framework on how municipalities are to plan for their forecasted growth up to the year 2031. The provincial Greenbelt and the Oak Ridges Moraine Conservation Plan provide the framework for the protection of agricultural lands and our natural heritage system. The policies in these Plans are applicable to Clarington and the proposed changes presented in Clarington's Official Plan will bring the current Clarington Official Plan into conformity with the Planning Act and the respective Provincial Plans. It should be noted that the Clarington Official Plan is already in conformity with the Oak Ridges Moraine Conservation Plan. 1.1 Summary of Official Plan Review Process 1.2 The proposed changes to the Clarington Official Plan were developed through a process that combines Provincial and Regional policy direction with local community input and technical expertise. Throughout the process there were several community consultation sessions and 9 Discussion Papers. The diagram below gives an overview of the Clarington Official Plan Review process. 1.3 Summary of Public Consultation The public consultation began with defining the main issues of importance to the community through two separate surveys, one for the residents and one for the business community. Stakeholder meetings were also held to discuss some of the main issues. Staff has presented 9 discussion papers, 16 Council reports, and two Official Plan Amendments to the public and Council. 460 people and businesses participated in the process through community surveys, and over 600 people attended workshops, public information centres, and statutory public meetings. 8-22 Municipality of Clarington Report PSD-021-15 Page 3 Series of Launch Discussion Papers Official Plan Adoption of Appeal Period to released and Public Review numerous Public '"�`2fe faere Information Official Plan the Ontario Workshops held Centres by Clarington Municipal Board Council ubtic participation Release of Proposed Official Final Official Identify issues Proposed Plan Amendment Approval Plan in effect and Trends Changes to to Council and By Official Plan Public Meeting Region of Durham Discussion papers were developed for each theme identified in the public consultation process. The discussion papers were intended to highlight key challenges and opportunities in Clarington. A number of public sessions were held after the release of each discussion paper to discuss the findings and recommendations and to answer any questions and obtain feedback from the public. The discussion papers released since the start of the Official Plan review process are summarized in Attachment 3. Staff also designed a website specifically for the Official Plan review. www.clarington.net/ourplan/. All information related to the Official Plan Review has been posted on this website. Thousands of visits have been recorded for the website since the launch of the site in 2010. 2. Changes to the Clarington Official Plan During the Official Plan Review process, Staff also prepared two Official Plan Amendments which were adopted by Council and approved by the Region of Durham. The policies of these Amendments are now in effect: • Official Plan Amendment 77, incorporated the requirements and permissions afforded to the Municipality as a result of Bill 51 (provincial amendments to the Planning Act); and • Official Plan Amendment 89, implemented the policies for the Courtice Main Street Secondary Plan. Part of this study included a background discussion paper and Master Development Plan report. 8-23 Municipality of Clarington Report PSD-021-15 Page 4 Planning Staff have now completed the remaining changes to the Official Plan necessary to be in conformity with the Region of Durham Official Plan. A"redline" version of the Official Plan containing the proposed changes is being released for public review and comment. The proposed policies are grouped in the following five themes and are summarized in the attached companion guide. 1. Protect the Environment and Climate Change Adaptation 2. Build Compact and Efficient Communities 3. Build the Local Economy 4. Design and Build Complete and Vibrant Communities 5. Moving People and Goods 2.1 Protect the Environment and Climate Change Adaptation Residents have stated many times, most recently in the 2015-2018 Strategic Plan surveys, the importance of the natural environment. The natural heritage of Clarington'is the foundation for designing healthy communities. The proposed changes to the policies will further protect the natural environment and resource areas (including agriculture and aggregates) by enhancing the natural connections (or corridors) between the heritage areas to promote the movement of wildlife between their habitats. They will also maintain the buffers around these areas in an attempt to mitigate any adverse impacts that may occur from development. The natural heritage features and systems have always been protected through the policies of the Clarington Official Plan. This system has been updated with the most recent information from the Conservation Authorities. This has now been reflected in the proposed maps to the Official Plan. In addition to the benefits that we can observe today,these policies will be critical to improving our ability to withstand climate change impacts and natural hazards in the future. 2.2 Build Compact and Efficient Communities I` Creating compact communities starts with defining the urban boundaries and containing urban development within it. The Region of Durham has approved two new expansion areas to Clarington's Urban Boundaries in their Official Plan; one in Courtice, the other in Newcastle. The Municipality is able to accommodate its urban growth targets assigned by the Region of Durham within the newly expanded urban boundaries. In fact, growth in Clarington has been lower than forecast and demonstrates the need for a prudent, cautious approach to managing growth. No further expansion to the urban boundaries are needed within the life of this Plan. ' Further growth will be achieved by creating more compact communities at higher densities in designated locations. It allows for a more efficient use of land and infrastructure and optimizes the use of public transportation plus continues to protect agricultural lands. The four main areas for concentrating development at increased densities are the Urban and Village Centres, Regional and Local Corridors, and the "built up" areas of Bowmanville, Courtice and Newcastle. New urban growth will be phased through Secondary Plans to promote orderly development. For the rural areas, the proposed policies of the Official Plan allow for some rounding out of the Hamlet Boundaries. 8-24 F Municipality of Clarington Report PSD-021-15 Page 5 2.3 Build the Local Economy Creating a complete community, through a balance of jobs and residents, is key to a strong local economy. The proposed changes will continue to support the long-term viability of designated employment areas by protecting industrial land from conversion to other uses, such as residential and commercial. The proposed changes to the policies will also further emphasize and .support the protection of prime agricultural farmland from conversion to non-farm uses to ensure the long term sustainability of the agricultural sector. 2.4 Desiqn and Build Complete and Vibrant Communities Complete and vibrant communities are a place where people can work, and access services in close proximity to where they live. The policies proposed will provide for a diverse range of housing types, a variety of land uses, the creation of employment opportunities, and an urban form that fosters healthy lifestyles. These policies are intended to facilitate active transportation choices where people have the choice to rely less on their car. The proposed changes to the Official Plan policies will also promote land use patterns that improve the ability to withstand climate change impacts and reduce energy use by building a compact urban form that supports transit, walking and cycling with an emphasis on infill and redevelopment, higher densities, and having trails that connect to nature. Using green building practices to reduce energy use and thinking about site design to reduce impacts on the environment are all part of being sustainable. The policies proposed encourage the development of programs and/or incentives to j implement green development standards. 2.5 Moving People and Goods Having an efficient and cost-effective transportation system that supports a variety of transportation modes can move people and goods productively and reduce resident's reliance on a private motor vehicle. This is the key to the success of maximizing investment in infrastructure and minimizing environmental impacts. The proposed policies encourage a compact built form in an effort to make public transportation viable and incorporate active transportation infrastructure such as trails, bike lanes and pedestrian j connections. The proposed changes to the Official Plan introduce a shift in transportation planning by focusing on future transportation priorities such as public transit and active transportation. Clarington residents will need a well-connected network of roads, public transit, bike lanes, sidewalks and pedestrian pathways in order to address the congestion challenges that face Municipality. i` r 8-25 Municipality of Clarington Report PSD-021-15 Page 6 3. Current Provincial initiatives 3.1 Bill 73 — Proposed Smart Growth for Our Communities Act The Ontario Government recently introduced Bill 73, proposing an amendment to the Development Charges Act and the Planning Act through Bill 73. The proposed changes to the Planning Act are intended to give the public more opportunities to provide their input into how their community will grow, set out clearer rules for land use planning and give municipalities more independence to make local decisions and resolve disputes. Should the Bill be enacted, some minor procedural changes may be incorporated into the Official Plan. 3.2 2015 Coordinated Review for the Four Provincial Plans Over the years, the province has produced four Provincial Plans, The.Growth Plan for the Greater Golden Horseshoe, The Greenbelt Plan, The Oak Ridges Moraine Conservation Plan, and the Niagara Escarpment Plan. These four Plans guide municipalities on how to accommodate growth in a smart, sustainable way that uses land more efficiently and protects resources, while distinguishing between urban and rural areas. These Plans work together to set the long-term planning framework for the Greater Toronto Area and beyond. Although the four Plans were developed at different times, the review of the four Plans jointly as a coordinated review, acknowledges the need to balance competing interests and reinforce common policy and goals. Clarington's Official Plan will eventually need to be brought into conformity with the changes to these four Plans, however it will not be completed during this Official Plan Review timeframe. Once the provincial review is complete the Regional Official Plan will need to be revised first to provide policy direction to local municipalities. 4. Next Steps: Circulation and Public Consultation 4.1 Public Information Centres The next step in the Clarington Official Plan Review process is to circulate the proposed changes to the Official Plan to agencies for their review and comments and undertake a public consultation program. Four Public Information Centres are scheduled to allow the public an opportunity to learn more about the proposed policies and speak with staff about the changes. The information centres will be held in late May to early June 2015. We anticipate having several of the Secondary Plans updated in time for these sessions. 4.2 Preparation of Draft Official Plan Amendment The redline revision of the proposed Official Plan shows the entire Official Plan for discussion purposes. The next step involves preparing for formal amendment to the Official Plan. 4.3 Statutory Public Meeting After the feedback from the public and development industry has been received, staff will 8-26 prepare the proposed Official Plan Amendment to be presented at a statutory Public Municipality of Clarington Report PSD-021-15 Page 7 i Meeting. The Public Meeting provides a formal opportunity for residents and business owners to inform Council of their comments on the proposed Official Plan Amendment. 4.4 Recommended Official Plan Amendment i After the statutory public meeting and consideration of the comments received, the final Official Plan Amendment will be brought back to Council for adopting. Planning Staff will report back to the General Purpose and Administration Committee with a comprehensive recommendation report and Official Plan Amendment. 4.5 Regional Review and Approval Our Council adopts the Official Plan Amendment. It will then be forwarded to the Region I of Durham for approval. It is anticipated that the review will take approximately 6 months. Following Regional approval, a 20 day appeal period will commence. If there are no appeals, the Clarington Official Plan will be in effect. 5. Conclusion Over the years we have undertaken a number of significant updates to the Official Plan. These included the Environmental and Aggregates Policy Review (2001), the Oak Ridges E Moraine Conformity Amendment (2003), the Commercial Policy Review (2006) and the earlier phases of this Official Plan review. The proposed changes to the Official Plan are the first comprehensive rethinking of the Municipality's planning framework. They incorporate the vision and guiding principles required to conform to Provincial Policy and issues that emerged from the public consultation process. These policies will guide Clarington as it transitions towards a more mature urban environment while still maintaining and enhancing our community's unique identity and character and protecting natural heritage systems and agricultural lands. F Submitted by: Reviewed by: DaAd Crome, MCIP, RPP Franklin Wu, Director of Planning Services Chief Administrative Officer Staff Contact: Carlos Salazar, Manager of Community Planning & Design 905-623-3379 ext. i 2409 or csalazarC7a.clarington.net Attachments: Attachment 1 — Proposed Changes to the Official Plan (under separate cover) Attachment 2 — Companion Guide to the Proposed Changes to the Official Plan (under separate cover) Attachment 3 — Discussion Papers and Reports List of interested parties to be notified of Council's decision is on file in the Planning Services Department. I DJC/NG/sn 8-27 Attachment 3 to Municipality of Clarington Report PSD-021-15 Discussion Papers and Reports The following discussion papers have been released since the start of the Official Plan Review proce ss: _.. ..........- ...... ..__..__..._..__...........................__.._..........__..._.__.._....._.... _ .... ---.._...._.....---..._......._..........-----..........__.._.............._......__..-...... -- -..._.__.._..------...._........._.... I Discussion Papers and Description [ Reports to Council t An Introductory This discussion paper provided a summary of the Discussion Paper major issues and trends that will be examined through !__ _.. the Official Plan review process. __..........__ Let's have a This discussion paper contained two major sections - Discussion...Improving Planning Tools and Policy and Planning j our Built Environment and Administration. The Planning Tools and Policy section the Planning Process examined the tools that have been provided to f municipalities to create better communities while the Planning Administration section focused on the .... ... _ administrative changes such as complete applications. Courtice Main Street The Courtice Main_Street Study was a special project of the Clarington Official Plan Review to shape the i policies of a new Secondary Plan area. The study f examined the Highway 2 corridor in Courtice to replace the Courtice West Shopping District Secondary Plan. There were two papers released as part of this study 1) Courtice Main Street Study Issues Review Paper, 2) Master Development Plan Report. The purpose was to develop a new vision for redevelopment and intensification in light of recent planning goals towards more compact development. This study resulted in a 3 final Secondary Plan and will be further implemented zonin _.........._.__......_.....__._..._...._. _throu h__a_._.._..___..._. ...b.__Ylaw for this area .-............__..---.--..__._..........._.........__.._.......---.-----...._.._.__....._.__.____.-_..__._.. Economic Base and This discussion paper provided background Employment Lands information to address economic development issues. Discussion Paper (2010) Information and analysis included Clarington's role in the context of the GTA economy, including its share of and employment in the Region. It highlighted Clarington's `Economic Base and employment sector growth, projected employment. Employment Lands levels, available employment lands;-and policy issues Analysis' update report that need to be addressed to maximize economic 2014 development potential. Intensification Discussion This paper discussed opportunities and constraints in ( Paper Clarington for residential intensification. It assisted in _.._..__._......___.....__-----...__..____--------......_....__....._.....____.._.....__........developing a strategy for intensification and policies. __..-.._.. 8-28 i F ---- - _-_ .._._..........-.... i Discussion Papers and Description Reports to Council Growth Management In order to plan for Clarington's growth effectively, this Discussion Paper discussion paper presented and evaluated three j different growth scenarios to illustrate the potential implications forgrowth. Natural Heritage This discussion paper provided educational Discussion Paper background information regarding Clarington's natural heritage areas and recommended how to update the r existing natural heritage system policies and the associated ma in Parks, Open Space and The Parks, Open Space and Trails Discussion Paper Trails Discussion Paper updated the"1992 Recreation and Leisure Services Master Plan which informed the current Municipality of Clarington Official Plan (1996) in regard to parks, open space and trails. The Parks, Open Space and Trails Discussion Paper identified areas where.existing policy could be improved or further developed, evaluated existing and forecasted parkland supply, and discussed current trends and concepts derived from Provincial policy. _._..-----.------- — -- _ _ ------ ---...------ -- Countryside Discussion This paper examined Clarington's Countryside, i Paper providing an evaluation of the effectiveness of rural and agricultural policies in achieving the goals and !? objectives of the Official Plan. It also addressed how to modify policies to address provincial policy including the Greenbelt Plan. 3 Growth Management and This report presented a draft residential land budget Draft Land Budget Report analysis for Clarington's three main urban areas. It examined the residential land capacity and demand in Clarington and evaluated the Municipality's ability to E meet the Provincial and Regional population and household targets. _ .__......._..._......_..—._..__....----..._...-._-.-.--._ - ----- --._...-- . .........._........--____—-----------___--..... - Clarington Community Hemson Consulting was retained by the Municipality to Forecast Population and prepare the growth forecasts for Clarington. The Employment Projections forecast focused on population, households and r' (2010) employment to 2031 and examined each of these components at a community level for Bowmanville, !` and Courtice, Newcastle, and the rural areas within Clarington. Updated Clarington Community Population E and Household Forecast (2013 ... __—_—_----- - -------— 8-29 ..... . .. ..... ..... _.... . . Discussion Papers and Description Re orts to Council Commercial Market This report conducted a market study analysis to Analysis, Municipality of evaluate the appropriateness of the existing retail and Clarington service floor space thresholds in the Clarington Official j Plan and assess whether there is sufficient commercial land designated in each of the urban areas to accommodate demand until 2031. 8-30 Clarrington Planning 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: March 30, 2015 Report Number: PSD-022-15 Resolution Number: File Number: ZBA2015-0003 By-law Number: Report Subject: An Application by Jeffery Homes Inc. to rezone lands in a Draft Approved Plan of Subdivision Recommendations: 1. That Report PSD-022-15 be received; 2. That the Zoning By-law amendment application submitted by Jeffery Homes Inc. be approved as contained in Attachment 1 to Report PSD-022-15; t 3. That should the Owner require a minor variance for a rear yard setback for lots 16 or 18 in the future, that the applicable municipal fee for a minor variance be waived; 4. That once all .conditions contained in the Official Plan and Zoning By-law with respect to j the removal of the (H) Holding Symbol are satisfied, the By-law authorizing the removal of the (H) Holding Symbol be approved; r 5. That the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-022-15 and Council's decision; and L 6. That all interested parties listed in Report PSD-022-15 and any delegations be advised of Council's decision. I' s i 8-31 Municipality of Clarington Report PSD-022-15 Page 2 Report Overview A rezoning application submitted by Jeffery Homes Inc. proposing to rezone lands in a draft approved plan of subdivision (S-C-2003-001)to allow increased lot coverage for bungalow dwelling units with a loft; allowing all dwelling units to have a two car garage; reducing the rear yard setback for six units; and reducing the setback to a property line created by a sight triangle is recommended for partial approval. 1. Application Details 1.1 Applicant: Jeffery Homes Inc. 1.2 Agent: D.G. Biddle & Associates Ltd. 1.3 Proposal: To rezone the lands by: • Increasing lot coverage from 40% to 50% for bungalows with loft space; • Decreasing rear yard setbacks on some lots from 7.5 metres to 6 metres; • Increasing garage width to 55% of the width of the lot; • Allowing a minimum yard setback of 1.2 metres to a sight triangle; and • Removing the (H) Holding symbol from the lands after the draft plan is registered. 1.4 Area: 11.45 hectares 1.5 Location: Lands north of Centerfield Drive, east of Old Varcoe Road being located in Part of Lot 34, Concession 3, former Township of Darlington (see Figure 1). 1.6 Within Built Boundary: No 2. Background 2.1 Applications for Draft Plan Approval and Zoning By-law Amendment were approved in May 2010 to allow 55 single-detached dwellings. In October 2011, after Jeffery Homes Inc. purchased the lands, Draft Approved Plan was amended by reducing the number of units to 51 single-detached dwellings. The two residential zones originally approved were not changed at that time. An application for extension to draft approval was granted on July 10, 2014. The applicant has entered into a subdivision agreement with the Municipality of Clarington and the draft plan is expected to be registered by the end of April. 8-32 i Municipality of Clarington Report PSD-022-15 Page 3 2.2 The application was submitted to allow: i • increased lot coverage from 40% to 50% for bungalows with loft space; • lots to have dwellings with attached two-car garages up to a width of 55% of the width of the lot in the R2-71 zone; • a garage projection of up to 0.7 metres in front of the dwelling or attached porch; • Allowing an exterior sideyard setback minimum of 1.2 metres from the lot line formed by a sight triangle; and • Removing the (H) Holding symbol from the lands after the draft plan is registered. In support of the application the following documents were received: • Proposed Zoning By-law Amendment Schedule 'A'; • Copies of the Draft Plan of Subdivision; and p � , • A planning justification letter. 2.3 A public meeting was held on March 9, 2015 for the purpose of providing information and j seeking input on the application from the public. At the meeting five nearby residents stated concerns regarding the subdivision and nearby lands, however, no objections to the subject rezoning application were made. The Agent for the Applicant made a presentation clarifying the proposal and responded-to questions from members of Council. The comments are addressed in Section 7 of this report. 2.4 Since the public meeting was held, the Applicant has refined the proposal and no longer seeks approval for a garage projection. In addition, the garage width request has been reduced to a garage width of 53% of the lot rather than the originally proposed 55%. As the minimum lot frontage in the subdivision is 11.3 metres wide, a two car garage is i? consistent with approvals elsewhere in both Bowmanville and Courtice. 3. Land Characteristics and Surrounding Uses The subject site is located north of Centrefield Drive and east of Old Varcoe Road in the f; Worden Neighbourhood in Courtice and is currently vacant, j r I' C ' I k i 8-33 Municipality of Clarington Report PSD-022-15 Page 4 Figure 2: Site Location � Limps of Drof t Approved Plan of Subdivision Fume r Open Space Block :� Subject Site 1� • 7-- IELb The surrounding uses are as follows: North: Two single-detached dwellings and farm field with dwelling and accessory buildings South: Low density residential dwellings West: Harmony Creek and associated valley lands; existing single-detached dwellings on Old Varcoe Road and Lawson Road East: Provincially Significant Wetland (PSW); existing single-detached dwellings on Tooley Road 4. Provincial Policy The applications are proposing variations to the setbacks and other regulations for a previously draft approved plan of subdivision that met Provincial Policy. 5. Official Plans 5.1 Durham Regional Official Plan The Durham Regional Official Plan designates the lands as "Living Areas", which shall be used predominately for housing purposes. The proposed rezoning application is to allow 8-34 r i N Municipality of Clarington Report PSD-022-15. Page 5 for an alteration in dwelling design elements for residential lots in a draft approved plan of subdivision. This proposal conforms with the Durham Regional Official Plan. 5.2 Clarington Official Plan The Clarington Official Plan designates the subject lands Urban Residential — Low Density. Low Density residential uses shall be developed between 10-30 units per net residential hectare. The predominant housing form shall be single detached, semi- detached/link and duplex to a maximum height of 2.5 storeys. This application conforms to the Clarington Official Plan. 6. Zoning By-law 6.1 Zoning By-law 84-63, zones the lands "Holding Urban Residential Type One Exception . ((H) R2-71)" and "Holding Urban Residential Type Two Exception ((H) R2-72)". The zones were originally established to allow lots having 10 metre and 12 metre frontages respectively. The applicant is seeking to rezone the subject lands to increase lot F coverage for bungalows with lofts, decrease rear yard setbacks for specific lots, increase garage widths, and allow for reduced yard setback to the property line created by the site triangle. 6.2 The applicant has also requested that the Holding (H) symbol be removed through this application. 7. Public Submissions i 7.1 Staff have received two inquiries prior to the public meeting. Both inquiries related to the nature of the rezoning and whether the proposal to change the zone provisions would apply to the wider neighbourhood or only to the subject lands and if additional lots would be added to the plan of subdivision. No objections were stated. 7.2 At the public meeting on March 9, 2015, five nearby residents spoke. Two residents had questions regarding the timing'of the future Adelaide Avenue extension, advising that they were led to believe that Adelaide Avenue was to be built before any development I' occurred in the subdivision. A concern was also expressed regarding potential impact to neighbouring wells to the north of the subdivision as a result of the development. 7.3 Another resident who owns property on Springfield Lane stated that he was advised by surveyors who were tagging trees in the Open Space Block (see figure 1) that they were looking at the feasibility of adding a road in this area and asked Council if there were any plans to this effect. Another resident who owns property on Tooley Road was concerned with the ownership of the Open Space Block and if there were plans to build on this land. A resident also expressed his satisfaction with the development, however, it was stated that all houses should have room for two cars on driveways. i` 8-35 i Municipality of Clarington Report PSD-022-15 Page 6 8. Agency Comments 8.1 Region of Durham The Region of Durham Planning and Economic Development department have no objections to the proposed rezoning. 8.2 Central Lake Ontario Conservation Authority Conservation Authority staff originally indicated that additional supporting information be provided with respect to lot coverage and increase of impervious area over the development. After reviewing the additional information Conservation Authority staff were satisfied there would be minimal impacts on stormwater management pertaining to the proposed zoning by-law amendment, and consequently have no objections to the approval of the application. 9. Departmental Comments 9.1 Engineering Services The Engineering Services Department also originally indicated that additional supporting information was required. The engineering drawings for this development have already been approved and the underground services have already been constructed. As requested, the applicant submitted a Stormwater Management Brief which demonstrated that each component of the overall stormwater management design and infrastructure (storm sewers, ponds, swales, overland flow routes, infiltration trenches etc.) has adequate capacity to accommodate the increased stormwater flow rates that will result from the proposed zoning changes. In addition, Engineering staff reiterated that the approved Master Grading Plan must be adhered to if this application is approved. 9.2 Building Services Division The Clarington Building Division has no concerns with this application. 10. Discussion 10.1 Multiple residents had concerns regarding the status and timing of the proposed future Adelaide Avenue extension at the public meeting. Staff contacted Regional Works Department staff to obtain an updated timeline on the project. Regional staff have stated that the Regional funding forecasts indicate that design for the Adelaide Avenue extension is expected to be included in the 2022 forecast; property acquisition is scheduled for 2023 forecast; utility relocation in 2024 forecast; and construction is anticipated just beyond the 10 year forecast period. 10.2 The issue of well interference was considered as a condition of draft approval of the subdivision. The owner has entered into a subdivision agreement with the Municipality of Clarington. The agreement requires the developer to implement the recommendations of the Hydrogeologic Report submitted in support of the subdivision. Underground services 8-36 were installed in the Fall of 2014. Typically, this is when any interference may be noticed. j' Municipality of Clarington Report PSD-022-15 Page 7 However, should there be an impact on any existing nearby wells the developer is required to connect the affected party to the municipal water supply system. 10.3 The Owner has entered into a subdivision agreement that provides for the Open Space Blocks on either side of the proposed lots to be conveyed to the Municipality of Clarington as natural features to be protected. i 10.4 One resident at the public meeting wanted to ensure that two parking spaces were provided for each house. The Zoning By-law requires that two outdoor parking spots per residential dwelling be provided. This is in addition to the parking area provided within the garage. The rezoning would allow two-car garages on each dwelling. is 10.5 The R2-71 and R2-72 zones permit 50% maximum lot coverage for single storey dwellings and 40% maximum lot coverage for all dwellings above a single storey. The bungalow model with loft space ("bungaloft") is considered, by definition, in the Zoning By-law as having a second storey due to the loft space within the roof area of the model. The applicant is seeking to adjust the lot coverage provision to treat the bungaloft as a single story dwelling and has indicated that there is no increase in ground floor area for bungalofts from the single storey models proposed for this subdivision. The height of the bungaloft is equivalent to that of the bungalow and is less than the height of a two-storey model. As a result, the proposed increase to lot coverage will avoid problems of massing where the dwelling appears too large relative to the parcel on which it is sited. An increase in lot coverage to 50% for bungalofts will allow the applicant to build a dwelling I that is similar in scale to a single-storey dwelling on some of the lots in the plan of j subdivision. The Engineering Services Department has reviewed an updated Stormwater Management Brief and have determined that this increase in lot coverage will not affect the overall stormwater management plan for the development. 10.6 The applicant is proposing to allow for decreased rear yard setbacks from a minimum of 7.5 metres to 6 metres on lots 16 to 18 and from 7.5 metres to 7.1 metres on lots 19 to 21 in order to accommodate proposed house.models on these lots (see Figure 2). The six lots in question are on average 3 metres shallower than typical lot depths of 30 metres. The proposed decrease to the rear yard setback will reduce backyard amenity space on these lots. The applicant maintains that this'is a'minor reduction in amenity space and is confident that there is a market of buyers willing to buy homes with a smaller backyard. i r I' r i r 8-37 Municipality of Clarington Report PSD-022-15 Page 8 Figure 2: Lots for proposed reduced rear yard setback fete Adelaide AveNe s -y s J i L a Q U ~ O � 0 m o W ° J� 0 ry Q 0 �FNrFRF,E�o 0 R�VF 28A 2015.0007_ The information submitted in support of the rear yard setback reduction indicated that the applicant has three models that will generally fit on the subject lots. Of the three only one model will not comply with the rear yard requirements on two of the lots. The requested rezoning would provide greater flexibility for the builder in marketing these lots. However, as the lots and models are not sold at this time, and there are models that will comply, staff are not supportive of a blanket rezoning to reduce the rear yard setback for the six lots. It is recommended that should a rear yard variance be required for lot 16 or 18, that given the circumstance, the applicant should request a minor variance at that time. In that situation, the application fees could be waived. 10.7 The applicant's original submission requested that all lots zoned R2-71 within the plan of subdivision be zoned to permit a garage width that is 55% of the width of the lots, to allow greater siting flexibility for house models with two car garages. The proposal has since been refined to a garage width of 53% of the width of the lots in said zone as the applicant has determined that this percentage will provide sufficient variety of house model/lot siting combinations to present to buyers. The 53% garage width provision requested is consistent with other developments in Clarington over the last number of years where the minimum lot size for a lot with an attached two car garage is 11.3 metre wide. 10.8 The Municipality's Architectural Guidelines permits two car garages on lots with a minimum frontage of 11.3 metres in order to achieve a proportional balance between the habitable portion of the dwelling and the garage, and to minimize the dominance of the 8_38 garage on the streetscape. An amendment to the draft approved plan of subdivision Municipality of Clarington Report PSD-022-15 Page 9 increased the frontages of the smaller lots in the R2-71 zone resulting in all lots in the plan of subdivision having a minimum frontage of 11.3 metres. Since all lots now have a minimum 11.3 metre frontage, they meet the minimum'frontage criteria for two car garages in the Architectural Guidelines. However, there are currently 18 lots in the R2-71 zone which limits garage width to 45% of the lot frontage in order to prevent two car garages on lots with smaller frontages that are permitted in this zone. This restriction would prevent two car garages even though all lot frontages meet the minimum frontage requirement of 11.3 metres for two car garages. Staff support the request for 53% maximum garage width of the lot. 10.9The applicant is proposing a minimum yard setback of 1.2 metres for porches only to the property line created by the site triangle (see Figure 3). This provision would apply to Lots 1, 7, 26 and 51. These lots have a larger than typical site triangle because they directly abut either Varcoe Road, a designated collector road, or the future Adelaide Avenue, a designated Type `C' Arterial Road. The proposed setback distance of 1.2 metres is between the porch of the proposed dwelling and site triangle on these lots. No part of the dwelling would encroach in the required site triangle and therefore no impediments to visibility of drivers would be introduced by this proposal and the dwelling would comply with other front and side yard setback provisions. Figure 3: Lot 1 showing proposed porch setback from site triangle l LOT 1 M Cd 0..52 r -2 i N� �I -- 8-39 Municipality of Clarington Report PSD-022-15 Page 10 11. Concurrence Not Applicable 12. Conclusion In consideration of all agency, staff and public comments, it is respectfully recommended that the proposed zoning by-law be approved. 13. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. i' Submitted by: Reviewed by: David I Crome, MCIP, RPP Franklin Wu, .Director of Planning Services Chief Administrative Officer i Staff Contact: Dave Addington, Planner 1, 905-623-3379 ext. 2419 or daddington@clarington.net Attachments: .Attachment 1: Zoning By-law Amendment The following is a list of interested parties to be notified of Council's decision: D.G. Biddle & Associates Ltd. c/o Michael Fry Jeffery Homes Inc. c/o Scott Jeffery Kevin Gray Harry Gannon John Strank Giuseppe Sacco George Downey Pauline Bryan DJC/DA/df k 8-40 Attachment 1 to Municipality of Clarington Report PSD-022-15 Corporation of the Municipality of Clarington By-law 2015- being a By-law to amend By-law 84-63,the Comprehensive Zoning By-law for the Corporation of the former Town of Newcastle Whereas the Council of the Corporation of the Municipality of Clarington deems it advisable to amend By-law 84-63, as amended, of the Corporation of the Municipality of Clarington for ZBA2015-0003; Now Therefore Be It Resolved That,the Council of the Corporation of the.Municipality of Clarington enacts as follows: 1. Section 2 DEFINITIONS is hereby amended by adding thereto,the following definition: I. "DWELLING, BUNGALOFT: shall mean a one storey dwelling with a partial second storey that is not more than 50%of the ground floor area of the dwelling (excluding the garage);the habitable area of the second storey shall be contained within the. roof area and may have dormers on the front or rear elevations, not more than 33% I' I of the width of the wall of the dwelling,directly below, including garage". I! 2. Section 13.4 SPECIAL EXCEPTIONS—URBAN RESIDENTIAL TYPE TWO (R2) ZONE is hereby amended by adding thereto,the following new Special Exception zone 13.4.81 as follows: "13.4.81 URBAN RESIDENTIAL EXCEPTION (R2-81)ZONE l Notwithstanding Sections 13.2 a), b), c)i), ii), III), e)and h)on those lands zoned R2-81 as shown on the Schedules to this By-law shall be subject to the following uses and regulations: a. Lot Area (minimum) 330 square metres b. Lot Frontage(minimum) i) Interior 11.3 metres ii) Exterior 12.0 metres E c. Yard Requirements (minimum) I) Front Yard 6.0 metres to private garage or carport; 4.0 metres to dwelling; 2.0 metres to porch ii) Exterior Side Yard 6.0 metres to private garage or carport; 4.0 metres to dwelling; 2.0 metres to porch i 8-41 iii)Portion of exterior side yard formed by Site Triangle 1.2 metres to porch; 2.0 metres to dwelling; iv) Interior Side Yard With private garage or carport 1.2 metres on one side; 0.6 metres on the other side; Without private garage or carport 3.0 metres on one side, 0.6 metres on the other side d. Lot Coverage(maximum) i) 1 storey Bungaloft a. Dwelling 50 percent b.Total of all buildings and structures 55 percent iii) All other residential units a. Dwelling 40 percent b.Total for all buildings and structures 45 percent iv) Notwithstanding the above lot coverage provision, a covered and unenclosed porch/balcony having no habitable floor space above it, shall be permitted subject to the following: a. In the case of an interior lot, an unenclosed porch/balcony up to a maximum lot area of 12.0 square metres shall be permitted provided it is located in the front yard of the lot and shall be calculated as lot coverage. b. In the case of an exterior lot, an unenclosed porch/balcony up to a maximum area of 20 square metres shall be permitted provided it is located in the front and/or exterior side yard of the lot and shall not be calculated as lot coverage. e. Height of floor deck of unenclosed porch above finished grade(maximum) 1.0 metre f. Garage Requirements I) All garage doors shall not be located any closer to the street line than the dwelling front wall or exterior side wall or covered porch projection. ii) The outside width of the garage shall be a maximum of 53%of the width of the lot. 2. Schedule'A'attached hereto shall form part of this By-law. 3. This By-law shall come into effect on the date of the passing hereof, subject to the provisions of Section 34 of the Planning Act. . By-Law passed in open session this day of 12015 Adrian Foster, Mayor C.Anne Greentree, Municipal Clerk 8-42 This is Schedule "A" to By-law 2015- passed this day Of , 2015 A.D. oL LLI po 0 a J O CENTFRF�ECppRIV v� LANE o Cr w - U 01 HARTSFIELD DRIVE • i Zoning Change From"(H)R2-71"To"(H)R2-81" i Zoning Change From"(H)R2-72"To"(H)R2-81" i; e' Adrian Foster,Mayor C.Anne Greentree,Municipal Clerk i N s n �OUI$�C2 o ZBA2015-0003 SCHEDULE4 8-43 i Clarington I' Engineering Services g g 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 I Date of Meeting: March 30, 2015 I Report Number: EGD-006-15 Resolution: File Number: Department File# Here By-law Number: j Report Subject: Potential Commuter Lots in Courtice and Bowmanville Recommendations: 1. That Report EGD-006-15 be received; 2. That Council endorse the recommendations contained within this report, and r 3.. That Staff be authorized to charge any set-up costs, which are expected to be approximately $1,500, to account 100-32-130-00000-7516, Works Associated with Development, and 4. That all interested parties listed in Report EGD-006-15 and any delegations be advised of Council's decision. k. j> I t- I; 9-1 1 Municipality of Clarington Report EGD-006-15 Page 2 Report Overview At the January 26, 2015 Council meeting Resolution #GPA-043-15 was approved, directing Staff to report back on the potential for commuter lots in Courtice and Bowmanville using municipally owned property. Sustainable modes of transportation are a priority within Clarington and are an important component within our Transportation Master Plan. In support of and in partnership with the Smart Commute Durham initiative and in collaboration with the Community Services Department and the Operations Department, Staff have reviewed the potential in detail and are prepared now to present both a short term and long term plan for carpool lots using municipally owned property. Staff will also begin actively working with other government agencies, as well as the private sector to identify further opportunities for carpooling and other forms of sustainable transportation. 1. Background 1.1. Commuter Lots and Clarington's Transportation Master Plan As Council will be aware Clarington's Transportation Master Plan recognizes that "communities which are successfully improving the sustainability of their transportation networks are doing so as part of a wider program of creating more vibrant, livable and sustainable cities". Vibrant, livable and sustainable communities rely upon our ability to "identify current transportation issues and opportunities to developing a multi-modal transportation vision". At Council's recommendation Staff reached out to Smart Commute Durham, as well as the Community Services Department, the Operations Department, and Durham Region Transit, to look at the opportunity for carpool lots in Courtice and Bowmanville using municipally owned infrastructure. It quickly became clear that indeed Clarington is in a position to pursue these opportunities and that by partnering with other government agencies as well as private organizations a multi-phased proactive plan can be developed to help reduce drive alone vehicle trips and help provide our residents with important travel options. 2. Proposal 2.1. Carpooling as a Concept Carpooling offers many benefits to a community in that it offers transportation options that do not require costly infrastructure investments but instead, make full use of existing municipal resources. Transportation growth management relies on a creative approach to traffic congestion problems and carbon emissions but it is quality of life for our residents and opportunity of choice that further motivates Clarington and partner agencies such as Smart Commute Durham, Durham Region Transit, Metrolinx (GO), the Ministry of Transportation and others, to collaborate on researching and presenting the options for improvements. 9-2 I i Municipality of Clarington Report EGD-006-15 Page 3 I 2.2 Smart Commute Durham j Smart Commute Durham, which is funded in part by the Region of Durham and Metrolinx, is a program which seeks to provide meaningful trip planning support across the Region. Smart Commute has created a carpool convergence program to make use of existing infrastructure and promotes these opportunities through a ride matching website called explore.smartcommute.ca. Smart Commute staff are transportation demand experts with experience in rating potential infrastructure for carpool lot suitability and also for promoting those locations once lots have been established. For this reason their support was invaluable and we turned to them first. We offer grateful recognition for the invaluable support of Sandra McEleney, Transportation Planning Analyst at the Region of Durham's, Smart Commute program, her expertise was a very important resource in the preparation of our recommended carpool program. Once our program is in place, we will rely upon Smart Commute again to make use of their marketing tools and techniques to promote travel behaviour change and commuter awareness. r 2.3 Potential Municipally Owned Carpool Locations within Clarington i r Council's direction was to report back to the General Purpose and Administration Committee on potential carpool lots, from municipally owned property in Courtice and in Bowmanville. A quick survey of existing infrastructure identified four possible locations as being ideal carpool lots: The Garnet B. Rickard Recreation Complex, the Courtice Community Complex, the South Courtice Arena and the Bowmanville Indoor Soccer facility. Each of these locations shared the following features: Large parking facilities that offer off-peak parking potential with minimal impact to peak hour service users. • Little to no capital outlay required as infrastructure is existing. Proximity to key transportation routes, such as a major highway or arterial road. • Proximity to other modes of transportation such as GO Transit or Durham Region Transit. i • Accessible by people who choose to walk or ride their bikes to the location. j i • Locations have lighting. • Support features such as bicycle racks, etc., can be provided on-site. These four locations are summarized on Attachment 1 as well as in Table #1 below. i f f 9-3 Municipality of Clarington Report EGD-006-15 Page 4 The following is a table detailing the facilities we are considering and the amenities and parking spaces available at each site. Table #1 Facility Location Total Recommended Type of Parking Bike Sidewalk Accessible Parking Designated Facility Lot Racks? Access? to Transit? Spaces Carpool Spaces Lighting? Bowmanville Bowmanville 324 5 Sports Yes No Yes Yes Indoor Soccer Field/Indoor Field/ Lacrosse Bowl Garnet B. Bowmanville 480 10 Arenas/ Yes Yes Yes Yes Rickard Banquet Recreation Facility/ Complex Sports Fields Courtice Courtice 192 10 Pool/Library/ Yes Yes Yes Yes Community Meeting Centre Rooms/Gym South Courtice Courtice 301 10 Arena/Gym/ Yes Yes Yes Yes Arena Outdoor Fields/ Meeting Rooms 2.4 Cost Impacts and Parking Lot Levels of Service One of the most significant benefits in using existing municipal infrastructure for the provision of commuter parking spaces is that it is expected that there will be minimal impact on either our capital or operating budgets. Using existing levels of service for such things as snow clearing at the four recommended municipal facilities, we recommend, commuters are offered an important resource or option without additional capital outlay and with little impact to current operating costs. The only cost that will be required initially is the installation cost of the signs that will be provided by Smart Commute (see Attachment 2), and the cost of any additional signage we choose to add, such as time of use tabs and liability waiver signage. It is estimated that this cost will be less than $1,500 total for all four locations and will be charged to account 100-32-130- 00000-7516 Works Associated with Development. 2.5 Designated Carpool Spaces The locations of the designated spaces are provided in Attachments 3, 4, 5, and 6. As noted in Table #1, all locations will initially have 10 spaces designated for carpooling With the exception of the Bowmanville Indoor Soccer Facility, which has 5 spaces recommended, due to the smaller size of the lot and the number of recreational uses served by the lot. The west lot was not considered at this time at the Bowmanville Indoor Soccer Facility as it is currently not maintained in the winter and the objective was to deliver this pilot project with no additional operating costs. 9-4 i Municipality of Clarington Report EGD-006-15 Page 5 The signage that will be provided by Smart Commute Durham will need to be installed by the Municipality and we may post signage to address any liability concerns and times of use. The number of spaces initially provided was an estimate based on other similar initiatives in smaller communities in Durham. If the initiative is successful and a few additional spaces are required these facilities can accommodate a small increase. If the program is very successful and there is a large demand for commuter parking facilities the Municipality will need to work with the Region of Durham and the Province of Ontario to look at standalone commuter lots that will not impact the operation of our facilities. j 2.6 Who Can Use Commuter Parkinq Spaces? i Anyone can use Clarington's designated commuter parking spaces and no registration i or permit will be required. It must be understood however, that these spaces are courtesy spaces and not priority spots. Users of the recreational facilities at which the commuter spaces have been designated will take first priority. In order to ensure that facility patrons are aware that they can still park in the commuter lot spaces it is recommended that a time period tab be provided with the carpool signage. For example, 5:00 a.m. to 6:00 p.m. This will not mean that vehicles parked in the designated spaces will be towed after 6:00 p.m. but rather, they signify to the facility j users that they are entitled to park there if the spaces are free. Furthermore, the Municipality will not be liable for any loss, injury or damage caused to persons using commuter parking spaces or to vehicles or their contents or any other property. This is consistent with the current situation at all of our facilities for those who choose to park there for any reason. Signage stating that user's park at their own risk, will be posted in the area in which the spaces have been designated and also on the Smart Commute web page, the Municipality's web page and as part of any promotional materials we circulate. This report has been reviewed by Joseph Caruana, Director of Community Services, and Fred Horvath, Director of Operations who concur with the recommendations. I 3. Conclusion It is respectfully recommended that the four locations identified in this report for use as commuter lots at existing Municipality of Clarington facilities be supported by Council and that staff be directed to work with Smart Commute Durham to implement this program as soon as possible. The funding of the estimated $1,500 signage costs is to come from account 100-32-130-00000-7516 Works Associated with Development. i i 9-5 Municipality of Clarington Report EGD-006-15 Page 6 4. Strategic Plan Application . The recommendations contained in this report conform to the Strategic Plan. Submitted by: E� ' Reviewed by. Anthony S. Cannella, C.E.T. Franklin Wu, Director of Engineering Services Chief Administrative Officer Staff Contact: Ron Albright, Assistant Director, Engineering Services, 905-623-3379 ext. 2305 or ralbright@clarington.net Attachments: Attachment 1 — Summary Map of Proposed Locations Attachment 2 — Smart Commute Signage Attachment 3 — Map of Courtice Community Complex Parking Attachment 4 — Map of South Courtice Arena Parking Attachment 5 — Map of Parking at Garnet B. Rickard Recreation Complex Parking Attachment 6 — Map of Parking at Clarington Fields The following is a list of the interested parties to be notified of Council's decision: Sandra McEleney, Transportation Planning Analyst, Planning & Economic Development Department, the Region of Durham Christopher Norris, Director of Technical Services, Durham Region Transit ASC/ra/jb 9-6 i i i Attachment'1 to j Municipality of Clarington Report EGD-006-15 ,I m i M Tyrone. m � �I I � WILLIAh1 �� .- I � ¢ I i MILL ROAD f p s a 4 Y ( & o e rsplina —_�B CONCESSION 4 a z J Hampton .e-L-� m ��yy a REGIONAL ROAD4 - �_ ; (TAUNTON ROAD) Mitchell Corners o p � e N' o PEBBLESTONE ROAD I CONCE M ROAD CONCESSION 1 �CR ERY K OLE ELSE :CRAIG CRT ��; wi I MAR LEAH TAUNUS �{ CRT T I 9 AND LWOCRT UD66 LL NASH ROAD ¢ 2 '1 CANCESSI ROAD3 i. w LL 7— 1101ir rc rc la. o & Maple Grove o I = C NCE3SION STREET 1 Courtice a::•:�. _k. ,Bowmanville z - 8 £ oI ' BASF-LINEN ROAD rc SOUiH SERVICE AD �. I O N S Lake Ontario DRAWN BY: E.L. DATE: March 23, 2015 FILE NAME: REPORT EGD-006-015 ATTACHMENT No. 1 J:Wtlachments\Attachments Post ESRI Upgrade\Car Pool overall.mxd 1 g_7 i I. Attachment 2 to Municipality of Clarington Report EGD-006-15 lk]3;3 Smart Commu e DURHAM 9-8 Attachment 3 Municipality of Clarington Report EGD-006-15 SIDEWALKS FOR PEOPLE J ■ SUGGESTED LOCATION WHO WALK ! ■ FOR COMMUTER PARKING SPACES y �` � � ■ i (10) .. ■ �t -� b N BIKE RACKS "$ ■ FOR PEOPLE WHO OQ RIDE y J JL_ t t=. ■ j ■ fly K TRANSIT ROUTE :. r HIGHWAY;No y : w w ■ ■ ws + - — goo "■ wba + w �w+r ■ ■ r. j ■ CH p 5T n ST < NEVON OA`/ CEG! M `1 - D / CT R:CHf IELD Y W o DE`iOv !Wu 2 -%VENUE MMEAV )� 11OS5t�4 E OVARE O L Q Q W ufl[L� r DR p BL G o cH r ALOERBR LYALDERTHOAROT• qAT[ l OB ��—~ �HEWfODJ l _ D %E5TAAO ST 1` �� N Iv15H RoAO / -� NAS ROAD } av _ a ���o.j COURTICE s f° F `� "COMMUNITY �` D 9E y DRAWN BY: o COMPLEX r� U C 1 U ;� WRlIAAI N_�tlRViYi .�� V� 0 E.L. F14V0.AV snauNeAv w i s � i�'�` —`' -`�.. -�� DATE: SfMTNALLEN UR a AVOhDACE ` March 23, 2015 oSTEPHEN o _ W OALEClIE AY z m•t• B� o ��rA g rnz COURTICE FILE NAME: REPORT EGD-006-015 5 Da m .,A SUGE A5 ER KEY MAP AYfMIE ATTACHMENT No. 3 J:\Attachments\Attachments Post ESRI Upgrade\CCC Car Pool Lot.mxd 9-9 Attachment 4 to Municipality of Clarington Report EGD-006-15 • • TRANSIT ROUTE ♦ x • ♦ � >i< $OUTHFI'-- ELD ♦ ' '- rAVENUE� • z •/ BIKE RACKS FOR PEOPLE WHO RIDE I 1' 1 SUGGESTED LOCATION FOR COMMUTER PARKING SPACES a Its (10) d O Lu - a Z ,ts SIDEWALKS FOR PEOPLE Lu WHO WALK SlIM64ERLCA "'� A.�p RDA T RNDERRY DR Cq eFC ri FQi OSA =-r;�_� �_�.� KAAP VP l�• "f CAIEAVLNVE ' BLOOR STREET �, �Az �' ►� �C SiREET BLDDR STREET Az GDRD VINSONAVENVE DEYfE l � AVE1A/E FRAKA 1YAFlLFR gESCENi zF ) S �ry K AIQYTAGUE AV jDATMDn1E `\\?}J Y N �2 AYLES'NORiR AV yCRF.SGF:Vr w�c:�D 9a DRAWN 8Y: USDUTHFIEtD AVENUE STAVLESAV KERSE SOUTH E.L. i ,x DDRMSNDR DRF9f:ENi • COURTICE DATE: D D':CHNd ARENA t r March 23, 2015 cougr COURTICE FILE NAME: KEY MAP REPORT EGD-006-015 ATTACHMENT No. 4 J:WttachmentslAttachments Post ESRI UpgradelSouth Courlice Car Pool Lot.mxd 9-10 Attachment 5 to Municipality of Clarington Report EGD-006-15 STEVENS ROAD �I -- Z _ uj I p ■ x�9 i BIKE RACKS FOR PEOPLE WHO ■ p RIDE ! ■ TRANSIT ROUTE SIDEWALKS FOR PEOPLE / SUGGESTED LOCATION WHO WALK / FOR COMMUTER - i PARKING SPACES ■ r (1p) also a / ■ ■ ■HGHWAYjNo.•2 ra.al ■ ■ ■ a W / �_• N AV T1. stu Garnet Rickard ¢ Recreation Complex S f UM'',VNAVF `++^ DRAWN BY: -.�cGnyAY�_�"`:-r uT„«' E.L. DATE: c < c� � � SEE AVENUE s akF^° March 23, 2015 rams wcunr. o[xAFvnNo A 0 3 � FILE NAME: r,ENLANE - REPORT EGD-006-015 BOWMANVILLE KEY MAP ATTACHMENT No. 5 J:WtachmentsWttachments Post ESRI UpgradelRickard Car Pool Lot.mxd 9-11 Attachment 6 to Municipality of Clarington Report EGD-006-15 w BASELINE ROAD i TRANSIT ROUTE SIDEWALKS FOR PEOPLE WHO WALK z w L w C7 t - SUGGESTED LOCATION FOR COMMUTER PARKING SPACES S UWVt ¢ R03ER tR SPRY I(Illa_E AV ROTTRRL Ar WA WL AV� OF ST SZ iRES GAik x� G>� � GV u g a at Lo o — rosR P3� flOSER CR so � l BASEI.1.YE ROAD ( V O L CLARINGTON S FIELDS So�aRE DRAWN BY: E.L. o DA-TE: } March 23, 2015 FILE NAME: -� REPORT EGD-006-015 BOWMANVILLE KEY MAP ATTACHMENT No. 6 JAAttachments\Attachments Post ESRI Upgrade\Clarington Fields Car Pool Lot.mxd 9-12 i r Cladyngton Operations Department Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. i' Report To: General Purpose and Administration Committee Date of Meeting: March 30, 2015 Report Number: OPD-003-15 Resolution: File Number: By-law Number: f, Report Subject: Sports Field User Fees and Guide Recommendations: r 1. That Report OPD-003-15 be received; and j 2. That Council approve the recommended sports field fees. i I i, t I` i 4: 10-1 Municipality of Clarington Report OP®-003-15 Page 2 Report Overview A review of fees charged for the use of sports fields for the current term of Council. `i . Background In 2011 Council approved a multi year fee schedule for sports field within Clarington. That schedule is now up for review. The new fee schedule will again be multi year and run for this term of Council — 2015 thru 2018. In 2014, 13,750.30 hours were permitted to various groups for fields and outdoor facilities throughout the municipality. 2. Proposed Fee Schedule 2.1. Sports Fields: The following chart provides a breakdown of recommended sports field fees for the period of March 1, 2015 to October 31, 2018. — - -....- - -- — - — -- _----T -- 1 Outdoor and Baseball Fields 2015 2016 2017 2018 Youth $7 per/hr $7.50 per/hr $8 per/hr $8.50 per/hr Adult $21 per/hr $22 per/hr $23 per/hr $24 per/hr $35 per/hr or $36 per/hr or $37 per/hr or $38 per/hr or Lights $75 $75 $75 $80 per/evening per/evening per/evening per/evening Baseball $150 + light $150 + light $150 + light $150 + light Tournaments fee if required fee if required fee if required fee if required Special $30 per/hr $30 per/hr $30 per/hr $30 per/hr Events - Tournament fees apply to adult tournaments only Tournament fees will apply to only adult play. Youth tournaments will be set at the per hour youth rate. Tournament fees will include the use of the diamond from 8 am to 11 pm and 2 field drags. 10-2 Municipality of Clarington Report OPD-003-15 Page 3 Staff recognizes the tax-based contribution provided by residents toward the development and operation of recreation and sports fields and acknowledges that residents will always receive priority over non-residents in the allocation of outdoor facility. Staff recommend the following fee structure for non-resident rentals: Non-Residential 2015 2016 2017 2018 Non-Resident $40 per/hr $41 per/hr $42 per/hr $43 per/hr Non-Resident $300 $300 $300 $300 Tournament per/field/per per/field/per per/field/per per/field/per day+ lights day+ lights day+ lights day+ lights In June of 2014 the Artificial Turf field located at the South Courtice Arena opened for use. Artificial Turf Field 2015 2016 2017 2018 Youth $80 per/hr $81 per/hr $82 per/hr $83 per/hr Adult $115 per/hr $116 per/hr $117 per/hr $118 per/hr $35 per/hr or $36 per/hr or $37 per/hr or $38 per/hr or Lights $75 $75 $75 $80 per/evening per/evening per/evening per/evening Non-Residential Non-Resident $150 per/hr $155 per/hr $160 per/hr $165 per/hr Rates for the artificial turf field are comparable to Oshawa where currently field rates for adults start at $117.83 per hour 3. Outdoor Facility User Guide Staff has completed a comprehensive review and update of our Sports Field User Guide. This review includes an update of facilities available and includes a new procedure for special events held on outdoor municipal property. 10-3 Municipality of Clavington Report OPD-003-15 Page 4 . Orono Park Realignment Due to the natural contour of the area and the naturalization of the property Orono Park required a realignment for areas that are permitted out. z_. A a� A L. I I S' ® Area A - accommodates approximately 40 people and will include the shelter Area B - accommodates approximately 40 people Area C — accommodates approximately 15 people Area D - accommodates approximately 100 people The day use area will be open and not reservable The baseball diamond is available for booking as previous. 10-4 Municipality of Clarington Report OPD-003-15 Page 5 5. Concurrence Not Applicable 6. Conclusion It is respectfully recommended that the recommended fee structure for sports field and outdoor facilities be approved. 7. Strategic Plan Application Not applicable. 4 Submitted by: Reviewed by:.n -kMt_, Fred�E ricA/J. Horvath Franklin Wu, B.A.,"R,D.M.R., R.R.F.A Chief Administrative Officer Director of Operations Staff Contact: Robert Genosko, 905-263-2291 ext. 531 Attachments: Attachment 1 —Outdoor Facility User Guide 2015 There are no interested parties to be notified of Council's decision. 10-5 • TO OPD-003-15 Outdoor Facility User Guid e 2015 guide Municipalitythe of • • I 1 I 10-6 ���U� m� �������� . "�w�nn� ~*n �~»*".��..�� Table of Contents ---------------------------------------- 1 Outdoor Facility User Guide.........................................................................................................2 ParkEtiquette............................................................................................................................2 Purpose....................................................................................................................................2 Allocation..................................................................................................................................3 GeneralPolicies...........................................................................................................................4 BaseballFields ............................................................................................................................6 ' SportsFields................................................................................................................................7 SkateboardPark..........................................................................................................................8 Gazebo's......................................................................................................................................Q \8/a8hrOoDlS------------------------------------------' 11 P8ddOg--------------------------------------------- 11 Fees........................................................................................................................................... 12 Field Lights: ------------------------------------------. 13 Payments, Cancellations and Refunds....................................................................................... 14 FullSeason Use..................................................................................................................... 14 C)Cc8SiOO@| Use ...................................................................................................................... 14 Tournaments .......................................................................................................................... 15 HowTOApply.................................................................................................................... .... 15 FACILITY PERMIT APPLICATION........................................................................................ 18 FieldClosures............................................................................................................................ 10 Artificial Turf Field .................................................................................................................. .... 19 Rulesand Regulations ............................................................................................................ 10 SpecialEVent9...........................................................................................................................21 Inflatables............................................. .................................................................................21 MobileStage..............................................................................................................................25 Mobile Stage Policies ----------------'-------------------..20 Mobile Stage Rental Application ................................................................................................3O Park Amenities Chart—...—...--.'......'.---.'—.......'--.''.--...'.'.—............31 11Page 1O-7 � � Outdoor Fanfflty Users Guide The Municipality of Clarington currently has over 106 hectares (262 acres) of developed parkland as well as an expanding trail network in the Sowmanville Creek Valley, the Soper Creek Valley and along the waterfront. Open space areas such as the Sydney S. Rutherford Woods Walk, the Sowmanville Creek Valley and the Samuel Wilmot Nature Area, provide excellent passive recreational opportunities. The Municipal parks system is comprised of district parks, community parks, neighbourhood parks, and hamlet parks. District parks are intended to serve the entire Municipality. They provide a variety of activities and specialized facilities. Park Etiquette We encourage you to respect and protect these lands at all times by following some basic tips. © Obey all signs posted in the park • Stay on designated trails and respect all trail users • Put litter in its place in the containers provided. • Do not put household trash in park garbage cans • Keep dogs on leashes (unless you are in the leash free park) and do not let pets roam free • Pick up your dog's waste - take it home and put it in your trash • Leave wildlife alone - the Ministry of Natural Resources has more information on living with wildlife • Do not disturb, remove or plant vegetation © Remember, encroachment on public property is prohibited Your co-operation will help us to reduce maintenance costs and maintain the integrity of our greenspaces now and for future generations. Purpose The Municipality of Clarington schedules the use of various municipally owned or operated outdoor facilities by issuing "facility permits". The purpose of a facility permit is as follows: ® Approves use of a specific facility for a defined purpose. ® Ensures exclusive use of a specific facility by the permit holder on certain dates and times. ® Assures that the facility will be prepared for the permit date and time. ® Is an agreement, which binds the permit holder to certain conditions in return for the above provisions. 2 1 P a g e 10-8 Allocation The Municipality of Clarington acknowledges the tax-based contribution provided by its .residents toward the development and operation of recreation and sports fields and recognizes that residents will always receive priority over non-residents in the allocation of outdoor facilities. Applications will be processed according to the following priority levels: 1. Full Season youth league games 2. Full season adult league games 3. Youth league tournaments 4. Adult league tournaments 5. Single game requests 6. Adult invitation tournaments 7. Youth practices 8. Adult practices 31 Page 10-9 General Policies Smoking In January of 2015 the government of Ontario amended the Smoke Free Ontario Act to include the following amendments to the legislation: "Starting January 1, 2015, smoking is no longer allowed at publicly-owned outdoor sporting areas, spectator areas, sporting areas and public areas within 20 metres of any point of the edge of the sporting or spectator areas." This applies to spaces: • Owned by the province, a municipality, colleges and universities; • Used primarily for sports such as soccer, football, basketball, baseball, beach volleyball or skateboarding; • Open to the pubic whether or not a fee is charged to enter. "Starting January 1, 2015, smoking is no longer permitted on children's playgrounds or in public spaces within 20 metres of a playground ("smoke-free area)." A children's playground is: • An area primarily used for children's recreation and equipped with children's play equipment such as: ■ Slides ■ Swings ■ Climbing apparatuses ■ Splash pads ■ Wading pools or ■ Sandboxes • An area that is open to the public at no cost or for a fee It is the responsibility of the owner, operator or the person in charge to ensure that smoking laws are followed. They are required to: • Give notice to the public that smoking is prohibited in the smoke-free area; • Post "no smoking" signs at entrances and exits to the smoke-free area, in appropriate locations and in sufficient numbers, to ensure the public is aware that smoking is not permitted. • Ensure that persons do not smoke in the smoke-free area. • Ensure that a person who refuses to comply with the prohibition of smoking does not remain in the smoke-free area. You, as the permit holder, are considered the "person in charge" during your permitted date/time. 41 Page 10-10 Liquor Alcohol is not allowed at any outdoor Municipal facility unless authorized by the Alcohol and Gaming Commission of Ontario. Proof of licence will be required prior to the issuing of any permits. All Municipal policies regarding the sale and consumption of alcohol on municipal property must be adhered to. 5 Page 10-11 gsss afl Fields There are currently 27 baseball fields within the Municipality of Clarington. The following list shows the appropriate age classification for each diamond. Park Division Age Courtice West Park Pee Wee 13 and under Highland Park Mosquito 11 and under Penfound Park Adult Roswell Park Mosquito 11 and under Stuart Park Mosquito 11 and under Argent Park Adult Bowmanville Memorial N Mosquito 11 and under Bowmanville Memorial S* Adult Burketon Park Adult Clarington Fields* 4 Adult diamonds Elephant Hill Park E/W Mosquito/Pee Wee 13 and under Garnet B. Rickard 2 Adult diamonds Complex* Longworth Park Adult Lord Elgin Park ENV Mosquito 11 and under Optimist Park Mosquito 11 and under Rhonda Park Mosquito/Pee Wee 13 and under Soper Creek Park* Adult Edward Street Park Mosquito 11 and under Harvey Jackson Memorial 2 adult Orono Park Pee Wee 13 and under Tyrone Park Adult Burketon Park Adult "denotes lights available 61 Page 10-12 Sports Fields There are currently 41 sport and soccer fields within the Municipality of Clarington. The following list shows the appropriate age classification for each field. Field Size Courtice Memorial Park 1 mini Courtice Community Complex 1 mini Courtice South Arena* 1 adult & 1 artificial turf Darlington Hydro Fields * 3 adult & 2 mini Highland Park 1 mini Penfound Park 1 mini Roswell Park 1 mini Zion Park (Mitchells Corners) 1 mini & 1 adult Baseline Park 1 mini Baxter Park 1 mini Burketon Park (Burketon) 1adult & 1 mini Clarington Fields * 1 multi, 2 adult & 2 mini Darlington Sports Centre (Hampton) 1 adult Elliott Memorial Park (Hampton) 1 adult Green Park 1 adult Guildwood Park 1 adult Optimist Park (Waverley Rd) 2 mini & 1 adult Westside Drive Park 1 adult Newcastle Memorial Park 1 mini Pearce Farm Park 1 adult Walbridge Park 1 adult Solina Park 2 adult Tyrone Park 1 mini & 2 adult Burketon Park 1 adult & 1 mini 'denotes lights available 7Page 10-13 Skateboard Park There are four dedicated skateboard parks within the Municipality of Clarington: Rob Piontek Skatepark located at the Courtice Community Complex (Courtice) ® Carson Elliott Memorial Skatepark located at the Garnet B. Rickard Recreation Complex (Bowmanville) ® Darlington Sports Complex (Hampton) ® Orono Park (Orono) The skateboard parks are unsupervised. All boarders should be aware that they are using the park's facilities at their own risk. The Municipality of Clarington is not responsible for any losses, damages or injuries resulting from use of the skate parks. ® Come dressed with the proper safety equipment. ® Take turns and be courteous. ® Place garbage in the containers provided. ® Only use the park during posted hours of operations. ® Dry surfaces are safer. Avoid skateboarding on wet or icy surfaces. 8 Page 10-14 Gazebo's There are several locations throughout Clarington that have gazebos available for your next special event or private function. Rotary Park Located in the heart of Bowmanville the gazebo at Rotary Park is ideally located for special events. 192 Queen Street, Bowmanville � � 1 fi Tooley's Mill Park, Courtice Located in the river valley off Old Kingston Road, just south of Hwy. 2 and west of Prestonvale Road, the park was originally the site of a mill built in 1874. 71 Old Kingston Road, Courtice oo .Z. t J` - -' 91 Page 10-15 Orono Library Located on the grounds adjacent to the i Orono Library at 39 Pine Street, Orono ' t�. k Ina Brown Parkette, Newtonville Newtonville Mill Street, Newtonville, ON Ilia � �LIIl111i1 111f1�' i Rln�� nnu1111! i,1,13l11; Newcastle Village Community Hall - Located adjacent to the Newcastle Hall , at 20 King Avenue, Newcastle 10Page 10-16 Washrooms All users should be aware in advance of facilities where washrooms are available. All groups are asked to inform their members and especially visiting team members of the washroom status of the facility. Washrooms are available at the following locations: Courtice Community Complex* Bowmanville Memorial Park South Courtice Arena* Rotary Park Garnet B. Rickard Recreation Orono Park Complex* Solina Park *-washroom availability subject to building operational hours Port-o-Potties are available at the following locations (seasonal): Harvey Jackson Memorial Park Darlington Hydro Fields Soper Creek Park Clarington Fields Garnet B. Rickard Recreation Elephant Hill Park Complex Parking Facility users should be aware that parking space is limited in some locations. In recognition of this, all groups are asked to observe the following parking guidelines: 1. Obey all `NO PARKING" signs; 2. Do not park on or block private property; 3. Consider forming car pools where possible; and 4. Make use of any available nearby off-street parking. 11Page 10-17 Fees 2015 2016 2017 2018 Youth $7 per/hr $7.50 per/hr $8 per/hr $8.50 per/hr Adult $21 per/hr $22 per/hr $23 per/hr $24 per/hr $35 per/hr or $36 per/hr or $37 per/hr or $38 per/hr or Lights $75 $75 $75 $80 per/evening per/evening per/evening per/evening Baseball $150 + light $150 + light $150 +light $150 +light Tournaments fee if required fee if required fee if required fee if required Special $30 per/hr $30 per/hr $30 per/hr $30 per/hr Events- Tournament fees apply to adult tournaments only Non-Residential Non- $40 per/hr $41 per/hr $42 per/hr $43 per/hr Resident Non- $300 $300 $300 $300 Resident per/field/per per/field/per per/field/per per/field/per Tournament day+ lights day+ lights day+lights day+lights Artificial Turf Field 2015 2016 2017 2018 Youth $80 per/hr $81 per/hr $82 per/hr $83 per/hr Adult $115 per/hr $116 per/hr $117 per/hr $118 per/hr $35 per/hr or $36 per/hr or $37 per/hr or $38 per/hr or Lights $75 $75 $75 $80 per/evening per/evening per/evening per/evening Non-Residential Non- $150 per/hr $155 per/hr $160 per/hr $165 per/hr Resident Tournament fees will include use of the field from 8 am to 11 pm plus 2 field drags. 12Page 10-18 Field Lights: Use of lights on diamonds is accessed through a key lock/push button system. Leagues with scheduled games will be able to push the "on" button to activate the lights. If mechanical light failure or inclement weather conditions render the diamond unsuitable for use, contact the Operations Department at 905-263-2291 by the next business day. Groups not following this process will be charged for lights. Lights are available at the following field locations: • Garnet B. Rickard Recreation Complex (2) diamonds • Soper Creek (1) diamond • Memorial Park South (1) diamond • Clarington Fields (5) = 1 sports field, 4 diamonds • Orono Park (1) diamond • Kendal Community Park (1) diamond • Hydro Fields (2) soccer • South Courtice Arena 2 = (1) soccer (1) Artificial Turf Field Effective January 1,2015 lights will be charged on the following schedule: On Off May 7:30 PM 11:00 PM June & July 8:30 PM 11:00 PM August 7:30 PM 11:00 PM September & October 6:30 PM 11:00 PM Lights at Soper Creek will be turned off by 10:30 pm Light times and fees will automatically be added to permit requests on the above noted schedule. 131 Page 10-19 Payments, Cancellations and Refunds Full Season Use 1. Payments may be made in cash, cheque or debit card. Cheques are to be made payable to the Municipality of Clarington. Payment can be made at Municipality of Clarington Administrative Centre, Finance Department, 40 Temperance Street, Bowmanville or at the Operations Depot 2320 Taunton Road, Hampton. Municipality of Clarington Leagues will be invoiced monthly if payment is not received prior to use. 2. Any request for a refund or usage fees arising from cancellation by the permit holder must be made in writing and received by the Operations Department a minimum of five (5) business days in advance of any date affected. Refunds will be issued after the final permit date. 3. The fee for all services, lights and fields, will be indicated on the permit at the start of the season. 4. PERMITS WILL NOT BE MAILED OR E-MAILED. If a permit is not signed for your league or group you will not have permission to use the facilities. Unauthorized use of permitted parks may result in loss of existing permit or By-Law Enforcement fines. 5. You will be advised on the availability and when to pick up your permits. Our office hours are Monday to Friday 8 am to 3:30 pm — 7:30 am to 3:00 pm during July and August. Our telephone number is 905-263-2291 or fax 905-263-4433; our e-mail address is operationsCcD-clarington.net. 6. Schedules including playoffs shall be submitted to the Operations Department no later than May 1. 7. Permits not signed by May 15 will be re-allocated. To cancel this permit or a day on the permit the Operations Department must receive written notification no less than 5 business days prior to the date stated on the permit. Occasional Use 1. Payments may be made by cash, cheque or debit card at the Municipality of Clarington Administrative Centre, Finance Department, 40 Temperance Street, Bowmanville or at the Operations Depot 2320 Taunton Road, Hampton. 2. Any request for a refund or usage fees arising from cancellation by the permit holder must be made in writing and received by the Operations Department a minimum of five (5) business days in advance of any date affected. Refunds will be issued after the final permit date. 3. The fee for all services, lights and fields will be indicated on the permit. 141 Page 10-20 4. PERMITS WILL NOT BE MAILED OR E-MAILED. If a permit is not signed for your league or group you will not have permission to use the facilities. Unauthorized use of permitted parks may result in loss of existing permit or By-Law Enforcement fines. 5. You will be advised on the availability when to pick up your permit. 6. Permits not signed and paid for 5 business days prior to date of use will be re-allocated. Tournaments 1. Tournament fees must be paid a minimum of 10 business days prior to the event date and are due in full or the event will be cancelled. A schedule of games is also required at this time. 2. In the event that inclement weather forces alteration and/or cancellation of your tournament, you are required to give full details of your schedule revisions in writing, to the Operations Department within 48 hours. This will allow for appropriate fee adjustments to be made. If written notice is not received by the deadline tournament fees will not be refunded. How To Apply You must be 18 years of age or older to apply for a permit. To apply for the use of an outdoor facility you are required to complete a permit application form. The deadline for submitting applications for occasional usage, picnics, tournament and special event usage is one month in advance. The deadline for submitting full season usage is the first Friday in April. Applications received on or before the established deadline will be reviewed according to the criteria outlined on page 2. Applications for OCCASIONAL USAGE (other than tournaments and special events) must be submitted a minimum of five (5) working days prior to the date(s) being requested. When completing the permit application, the following must be indicated clearly and accurately: a) The number of ball diamonds/soccer fields, etc. required at each facility requested; b) The date and time(s) required at each facility; c) Whether or not you require the use of floodlights, where available; and d) Contact, name, address and telephone number. NOTE: INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED. 151 Page 10-21 • OPERATIONS DEPARTMENT (Leading the Way FACILITY PERMIT APPLICATION MAIL TO: Operations Department Operations Department Municipality of Clarington 2320 Taunton Road 40 Temperance Street Hampton, ON LOB 1J0 FAX I3owmanville, ON LIC 3A6 905-263-4433 PURPOSE OF USE: FACILITY DATE(S) TIME(S) RENTAL RATE ACCOMMODATION, SPECIAL EQUIPMENT & PRIVILEGES: GROUP NAME: CONTACT PERSON: (MUST BE 18 YEARS OR OVER) MAILING ADDRESS: PHONE NUMBER: ALTERNATE CONTACT: ESTIMATED ATTENDANCE: The permit holder agrees to be responsible for payment of any applicable rental charge that becomes due to the Municipality of Clarington under this permit. Payment in advance with post dated cheques due before permit date. The permit for facility and rental dates is valid only when an authorized representative of the Operations Department signs the application. SIGNATURE OF PERSON IN CHARGE: DATE: OPERATIONS DEPARTMENT AUTHORIZATION: DATE ISSUED: 161 Page 10-22 Municipality of Clarington Terms and Conditions By signing this contract,the undersigned has read, understands and agrees to each of the terms and conditions listed below: 1. To comply with the regulations hereof and enforce such regulations. 2. To obtain and maintain in full force and effect, a commercial general liability insurance policy in the amount of at least TWO MILLION ($2,000,000) DOLLARS naming the Municipality of Clarington as an additional insured thereon. A certificate of insurance shall be provided to the Municipality of Clarington evidencing such coverage upon execution of the permit. 3. To indemnify and save harmless the Municipality of Clarington and its staff and agendas from any and all suits, demands, torts and actions of any kind which may be brought against its staff or agents, which may arise as a result of the Permit Holder's use under this rental agreement. 4. To comply with all Federal, Provincial and Municipal laws and regulations at all times. 5. To provide competent supervision of the facility and section to which this contract applies. 6. To be responsible for all loss and/or damage arising out of the use of this facility or section. 7. That the keeping, use or sale of alcoholic beverages within the facility or section, except when specifically authorized by the Alcohol Gaming commission (formerly LLBO) and Municipality of Clarington is prohibited. NOTE: As we all know, drinking in public parks without a license from the Alcohol Gaming Commission (formerly LLBO) is illegal. We ask that you and your organization promote a zero tolerance from alcohol at your events. In the event of alcohol being consumed during your permitted event the permit will be suspended for that night for the remainder of the season. 8. To comply with any orders and direction of the Operations Department Staff. Rowdiness, verbal or otherwise, will not be tolerated. 9. That no person shall use the facility except for the purpose specified herein. NO time,function, event or use shall be substituted without prior approval by the Operations Department. 10.To pay all associated charges relating to this permit. 11.That vehicles shall be parked in the designated spaces. 12.That this permit is not transferable. 13.That the Operations Department reserves the right to cancel any permit temporarily or permanently. 14.That this permit is not valid unless signed by the appropriate Director or authorized representative of the Operations Department. 15.To cancel this permit, the Operations Department must receive written notification no less than fifteen (15) business days prior to the date stated on the permit or all charges continue to apply. 16.To comply with and adhere to the Municipality of Clarington's By-law 2006-126 dealing with the use, regulation, protection and governing of parks in the Municipality of Clarington. Signature: Print Name: Staff 171 Page 10-23 Field Closures The field closure policy has been put in place to enhance the health and safety for users and to protect the conditions of the sports fields. Sports fields in the Municipality of Clarington will be considered unplayable if one of the following conditions exists: • Pooling of water on the surface of the field/diamond • Water sponging up around your feet when walking on the field/diamond • Weather conditions • Any health and safety issue If one of these conditions occurs, the sports field or diamond will be considered unplayable and the field will be closed. The Municipality continues to have exclusive rights to cancel any games booked due to any reason deemed acceptable by the Municipality. Should teams arrive at a field and one of these conditions exist or develop during the course of play they are asked not to play on the sports field/diamond. Several factors should be considered, including the safety of the participants, the liability through accidents or injuries and the expense of sports field/diamond repairs and maintenance. If the permit holder ignores the unplayble conditions: 1. The permit holder may be required to pay for all damages to the sport field/diamond arising from the abuse to the facility; 2. The permit holder will be held liable and responsible for accidents or injuries incurred because of conditions; and 3. The permit holder may have their permit suspended or revoked for any future use of sports fields/diamonds. In the event of field closure the Operations Department will make the determination not later than 2:30 pm. An e-mail notification will be sent to all user group representatives and individuals holding valid permits for that date and notification will be posted to www.clarington.net. Users should contact the Operations Department to make arrangements to reschedule cancelled dates on the next business day. In the event that rescheduling is not feasible, a credit for the date(s) affected will be issued. If any game(s) are cancelled due to weather conditions after 3 pm or during non-business hours users must notify the Operations Department within 48 hours of the required cancellation. Rescheduling or credits will be arranged. 181 Page 10-24 Artificial Turf Field To protect the field surface and to maximize the life of the field, every team official, player, spectator, and parent should be aware of the following rules and regulations for use of the artificial.turf field. Coaches are responsible for the conduct and behaviour of players and spectators on the field. Rules and Regulations General: • The facility is available to rent for approved uses only (ie: soccer, field lacrosse, football, rugby and ultimate Frisbee). No casual use is allowed. • Facility users must not enter the field prior to their permitted time and should leave the field five minutes before their end time to allow transition between groups. • Only players, officials and coaches are permitted on the turf.. • Animals are prohibited on the turf. • Staff must be immediately alerted to any instance of blood or vomit on the field. Please call Clarington Operations at 905-263-2291. In case of after-hours emergency please call 905-623-5126. Food and Beverage: • Only water in non-breakable containers is permitted on the turf. • No food is permitted on the turf, including gum, sunflower seeds and nuts. Turf Care: • Staking of sharp objects (including flags, shade structures and tents) into the turf is prohibited. • Marking, painting or taping on any surface is strictly prohibited. • Substances that may stain the turf, such as ointments or sunscreen must be kept at player benches or outside the fenced area. • Footwear on artificial turf fields must be moulded rubber cleats, turf shoes or running shoes. Metal cleats and screw-in plastic cleats are forbidden. The Artificial Turf Sport Field Rules & Regulations are in effect at all times and apply to everyone using the field. Permit holders will be liable for suspension of field privileges if the rules are not followed. 191 Page 10-25 Inclement Weather: The artificial turf fields are open rain or shine. Artificial turf fields will only close in an instance of thunder and/or lightning. • In the event that thunder and/or lightning occurs prior to the contract start time, Operations staff will disallow play on the artificial turf. Groups will be required to wait for a period of 30 minutes without thunder. ® In the event that thunder & lightning occurs after the permitted game has started, game officials will follow established protocol from the individual sport governing body. 201 Page 10-26 Special Events A "special event" means a cultural, recreational, educational or similar event including fairs, festivals and carnivals A special event is defined as a one-time, annual or infrequently occurring event on Municipality of Clarington property that is reserved for exclusive use and whose scope may include the following: • Celebration of a specific theme • Has a pre-determined opening and closing date/time ® Is available to the community at large • Fundraising events designed to generate revenue for non-profit organizations Note: activities not meeting these criteria may still be permitted to occur as private rental functions and may still be subject to some or all of the policies, procedures and requirements outlined. Inflatables Amusement devises such as bouncy castles, zipline rides and revolving rides are just some examples of amusement devices covered by the Technical Standards & Safety Authority (TSSA) in Ontario. As an event organizer it is your responsibility to ensure that the company providing your amusement devise can provide the following safety documents. These documents will be required prior to the issuance of your permit. • TSSA Amusement Device licence issued to the owner for the current year that acknowledges the owner's understanding to operate a device per Ontario Safety Laws and Regulations; • TSSA Amusement Device Permit (one per device) which displays a TSSA inspector's identification, date and signature and confirms the devise has been inspected by TSSA for the current operation season; • Amusement Device Permit Number for Each Device physically attached to each ride or device; • Certified Amusement Device Mechanic on staff, who is in compliance with the requirements of Ontario Regulation 187/03 for the Certification of Mechanics; • Proof of$2,000,000 Liability Insurance specific to the operation of amusement rides. This is in addition to the Certificate of Insurance required to obtain a facility permit. All devices or rides must be inspected when first installed and prior to being operated in Ontario. A site inspection will be conducted by the Director of Operations or his designate on the day of set up prior to the opening of the event. All documentation will be required prior to completion of inspection. Failure to provide required documentation may result in no permit being issued. 211 Page 10-27 SPECIAL EVENTS PERMIT APPLICATION Pre-consultation service and assistance in completing this form is available by contacting the Municipality of Clarington Operations Department at 905-263-2291 or e-mail operation s(a-cla rinQton.net Event Information: Event name: Event location: Description of Event (provide as much detail as possible) Expected Attendance: Annual Event YES NO Proposed Dates: Hours of Operation: Set up date: Set up time: Tear down date: Tear down time: Applicant Information: Name of Organization: Mailing Address Phone: Fax: Applicant must have signing authority for Organization Applicant: e-mail Phone Event Contact (if different from applicant) Primary Contact Cell: Secondary Contact Cell: The undersigned has read and hereby warrants and represents that he/she has sufficient power, authority and capacity to bind the applicant with his/her signature. Applicant Signature: Date of Application: 221 Page 10-28 Please indicate what is involved in your event— Be as complete as possible with your answers A. Applicant Information: Organization please answer the following: 1. is your group a Charitable Organization? Yes No If yes, does it have a Charitable Donation Number? Yes 2. Is your group a Non-Profit Organization? Yes No If yes please provide proof B. Will you be requesting use of the Mobile Stage Yes No If yes, please complete and submit Mobile Stage Rental Application Form C. Will you require Road Closure? Yes No Please be advised you are required to complete a separate Special Events permit obtained from the Engineering Services Department. D. Food, Alcohol and Goods/Merchandise 1. Will goods and/or merchandise be sold? Yes No 2. Will goods and/or merchandise be given away? Yes No 3. Will there be food and non-alcoholic beverages at your event Yes No 4. Will there be food and alcoholic beverages at your event Yes No Please note: You are required to obtain Durham Regional Health Department approval if your event is serving/selling food and non-alcoholic beverages. Events including alcohol are required to obtain a valid permit for liquor sales and must adhere to all Municipal Alcohol policies. E. Site Plan Please provide a detailed site plan drawing for your event F. Installation of Tents/Structures (ie inflatables, tents etc) 1. Do you plan to erect any tents or other structures during your event? Yes No 23Page 10-29 If yes, please specify for what purpose. Note that tents over 60M2 require Building Department approval. Each amusement ride/inflatable requires a TSSA certificate. G. Washroom Facilities Will you be installing portable facilities? Yes No H. Will you be selling tickets to your event? Yes No I. Do you require vehicle access to site? Yes No J. Do you require access to electrical power? Yes No K. Please provide details of waste management plan. 24Page 10-30 Mobile Stage Rental Allocation Priorities: Applications will be processed according the following allocation list and the judgment of the Operations Department: ➢ Municipal Events (MOC Events, BIA's) ➢ Partner Members: Rotary Club, Visual Arts Centre and the Orono Fair ➢ Not for profit organizations ➢ Private organization Rental will include: ➢ Delivery and pick up of Portable stage by Municipal Staff; ➢ Set up and take down of Portable stage by Municipal Staff; ➢ Municipal Staff will remain on site for duration of rental as operator of Portable stage. .ti.t NNW l y 1 1 I " S _.. Ile 25Page 10-31 Municipality of Clarington Operations Department Mobile Stage Policies Rules and Regulations: Municipal Staff is required for: • All set up and tear down • Transport of the stage to and from the site • Any necessary electrical connections • Stage hydraulics, breaker boxes and any other stage mechanicals and controls will be operated by Operations Department Staff only Renter represents to the Municipality that: i. Renter has the necessary power and authority to enter into this Rental Agreement; ii. the person(s) signing this Rental Agreement has (have) been duly authorized to do so on Lessee's behalf; iii. by entering into this Rental Agreement, renter will not violate any law or other agreement to which it is a party; and iv. Renter is not aware of anything that will have a material negative effect on his/her ability to satisfy its obligations under this Agreement. Renter shall, at its own expense, place and maintain with insurers acceptable to the Municipality of Clarington: a. comprehensive all risks insurance on the Equipment for its full replacement value, such insurance to include: (i) the Municipality of Clarington as additional insured (ii) a loss payable clause in favour of the Municipality of Clarington as first payee; and (iii) a waiver of subrogation in favour of the Municipality of Clarington; and b. general public liability and property damage insurance with limits of liability equal to at least two million dollars ($2,000,000.00) per occurrence (or such greater amount as the Municipality may require from time to time), and such insurance shall: (i) extend to all liabilities of Renter arising out of its use or possession of the Equipment (ii) name the Municipality of Clarington as additional insured; and (iii) include a cross-liability which insures each person insured there under in the same manner and to the same extent as if a separate policy had been issued to each. (iv) 26IPage 10-32 All insurance policies shall contain endorsements providing that: i. thirty (30) days' written notice shall be given to the Municipality of Clarington before a policy lapses or is materially altered or cancelled ii. coverage shall be primary and not contributor iii. the Municipality of Clarington's interest as additional insured shall not be invalidated or otherwise affected by any act or omission, deliberate, negligent or otherwise of Renter or its agents, servants or employees iv. the Municipality of Clarington shall not be responsible for payment of any premium; and v. the Municipality may elect to have all proceeds of loss payable only to itself. One (1) week prior to the Delivery Date, Renter shall supply the Municipality of Clarington with certified copies of all insurance policies or other evidence satisfactory to the Municipality of Clarington of these insurance provisions. No alterations may be made to the stage. Decorations or banners may be attached only through the holes in the canopy ends or the truss beneath the stage deck by string or rope only. The renter is responsible for the clean-up of the stage at the end of the rental period and prior to stage removal by Operations Staff. Clean up is to include sweeping the stage floor, mopping and removing all spills with water and mild cleaner only and removal of all decorations, trash, etc. Renter is responsible for providing cleaning materials. Any cleaning performed by Operations Department Staff will be charged to the renter at the applicable rate. Renters must provide proof of all relevant and required additional permits prior to issuance of stage permit. Renter shall use the Equipment in a careful and prudent manner and in accordance with the Municipality or the manufacturer's specifications and not for any unlawful purpose and shall, at their own expense, comply with and conform to all federal, provincial, municipal and other laws, ordinances and regulations in any way relating to the possession, use or maintenance of the Equipment. Renter shall use the Equipment for its own use. Renter shall not sublet or part with possession or control of the Equipment or permit its use by any person other than Renter or employees or agents of Renter who are qualified and competent to use the Equipment. The use of any tobacco products, alcoholic beverages or other intoxicating substances is not permitted on the stage. Equipment must be carried or rolled, not slid across the Stage floor. Risers and other heavy equipment must be placed on approved protective cushioning provided by the renter. Covering stage graphics is prohibited. If rental requires the stage to be on location outdoors overnight, stage must be closed by Operations Department staff only. The stage will be re-opened the following day by Operations Department staff. 271 Page 10-33 Renter is responsible to ensure that all activities are properly controlled and supervised to prevent damage to the stage. In the event that the stage malfunctions or fails to operate, or is lost, stolen, damaged in any way or for any other reason is not available or suitable for return, Renter shall promptly notify the municipality of such event. Renter shall promptly notify the Municipality of Clarington of any accident or incident which is or can be a basis of a claim by or against the Municipality. These provisions in no way affect or replace any notice that Lessee is or may be required to give to its insurer or any other person. Delivery and Set Up The Director of Operations or his delegate must approve the physical site and access prior to setting up the stage. The stage will be delivered and setup on the day of its use and removed at the end of the rental period by Operations Department staff only. The renter must be present at the site at the time the unit is scheduled to arrive to assist with orientation of the stage, accept delivery and inspect the stage with Operations Department staff for cleanliness and existing damage. Stage delivery and pick up take approximately 1 hour each. Setup of the stage requires workers 45-60 minutes after the unit has been positioned. Once placed and set up, the stage will remain in place for the duration of the event unless weather becomes a factor at which time the renter will notify Operations Department staff to remove or secure the stage. Renter will be held liable and assume all risk from the time of delivery and setup until pick up by Operations Department staff. Renter agrees to turn over the stage in the same condition as on delivery. Weather Related Policies: The stage will not be opened in winds over 25 km The Director of Operations or his delegate has the authority to close the stage during unfavorable weather conditions. In the event weather poses a risk of damage to the stage (rain, wind or lightning) the stage will be closed by Operations Department staff until such time Operations Department staff determines that conditions are safe for stage opening. Cancellation Policy: Cancellation by the renter must be made no later than twenty (20) business days prior to the rental (the date the stage is requested) in order to receive a full refund. 281 Page 10-34 Liability Policy: In renting the stage the Municipality of Clarington assumes no responsibility: • For loss of, or damage to, any property placed on the premises by the renter • For the loss or damage to any property or personal effects, including motor vehicles and their contents, of the renter, agents, employees participants, guest or attendees. • For any physical injuries sustained by an individual or group of individuals, during the duration of the rental period. • For malfunction of any electrical or mechanical equipment provided for the renter and the applicant waives any claim thereof. The renting party shall indemnify, save and hold harmless the Municipality of Clarington and its officers, agents and employees from all suits, actions, losses, damages, claims or liability of any character, type or description, including without limiting the generality of the foregoing, all expenses of litigation, court costs, and attorney's fees for injury or death to any person on injury to any property, received or sustained by any person or persons or property, arising out of, or occasioned by, the acts of the renting party or his or her agents or employees, in the rental of the sage. Renter will assume responsibility and liability for all persons in attendance. Renter assumes all responsibility for any damage to the sage and/or Municipal equipment during the rental period. Mobile Stage Rental Fee: For information on rental fees for the mobile stage please contact the Operations Department at 905-263-2291 or e-mail operations@clarington.net 291 Page 10-35 Municipality of Clarington Mobile Stage Rental Application (Please print all information) Applicant Name: Address: City Postal Code Phone: (W) (H) ( C) Organization Name: Address: City Postal Code Requested Date(s) of use: Name of Event or Function: Brief description: Function/Event time: Begins: Ends Delivery time: Removal time: Exact location stage is to be placed: I have been given a copy of and agree to abide by the Mobile Stage Policies as set out by the Municipality of Clarington. I further agree to indemnify, save and hold harmless the Municipality of Clarington and it's officers, agents and employees from all suits, actions. Losses, damages, claims or liability of any character, type or description, including without limiting the generality of the foregoing, all expenses of litigation, court costs and attorney's fees for injury or death to any person or injury to any property received or sustained by any person or persons or property arising out of or occasioned by the acts of renting party or his or her agents or employees in the rental of the stage. I agree to assume all responsibility for any damage to the stage and/or Municipal equipment during the rental period and further agree that part or all the clean up and damage deposit will be retained in order to cover expenses to repair damage. I also agree that I will be billed accordingly if damages exceeds amount of deposit. The undersigned has read and hereby warrants and represents that he/she has sufficient power, authority and capacity to bind the applicant with his/her signature. 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Q ` N CO _ f0 N C -0O ~ O O W W CO v O t �' E c O U O > O U . ; O C7 (n I J U) (A U) fn > 10-45 i' Clarington 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: March 30, 2015 i Report (dumber: OPD-004-1.5 Resolution: File Number: By-law (dumber: i; Report Subject: Pitch In Week C Recommendations: 1. That Report OPD:004-15 be received for information. k r j' I i I F i F i 10-46 Municipality of Clarington Report OPD-004-15 Page 2 Report Overview PITCH-IN CANADA works with all Canadians interested to maintain a clean, green and beautiful country. Pitch In Canada involves millions of volunteers in various programs from cleaning up and beautifying streams, wilderness, and urban areas to initiating recycling and composting programs. Pitch In Week activities in Clarington for 2015 are detailed in this report. 1. Background Pitch In Canada is a national non-profit organization founded in 1967 by several volunteers concerned about the proliferation of packaging and its effects on the land and marine environment. They recognized that personal action with assistance from but not dependent on governments and other stakeholders is needed to conserve, enhance and protect the environment and to reduce and reuse waste. From its modest beginnings, PITCH-IN CANADA is now leading a multi-faceted approach to "litter" and overall proper waste management practices. These practices include: the 4 R's, REFUSE - REUSE - REDUCE - RECYCLE, personal responsibility, r� community sustainability and beautification. �[ 2. 2015 Pitch In Week Events This year Pitch In Week will run April 19th to May 2. The following details events currently planned within TM Clarington. 2.1 Super Clean Up: The Rotary "4th Annual Earth Day Super Clean Up" will take place Friday, April 24tH Operations Department will again partner with the Rotary Club of Bowmanville to facilitate this year's Earth Day Clean Up activities. The Rotary Club of Bowmanville and the Rotary Club of Courtice have worked together to create an event that will help foster environmental responsibility and civic pride in area youth. 10-47 Municipality of Clarington Report OPD-004-15 Page 3 Students will participate by doing a "Clean Swee ► of the areas surrounding their . . school and community during the morning afterward they will gather at the Garnet B Rickard Arena. st Y Rotary has arranged for educational displays "'" ►C_ __ a from various local groups and businesses0 • that will provide educational information for le participants. A BBQ will be set up at the r = entrance and participants will be offered burgers courtesy of local business. The Municipality will supply gloves, safety vests, garbage and recycle bags for the event. Staff will work closely with Rotary representatives to ensure that safety is a priority for all locations 2.2 Compost Day Saturday, April 18th Operations Depot 42 will be the site of the Durham Region's annual Free Compost Event from 8 am to noon. Clarington East Food Bank will be on site and residents are encouraged to "trade" a non-perishable donation for free = compost. In 2014, 500 vehicles attended the compost event. This event will be located at the Operations Depot 42, 178 Darlington/Clarke Townline Road in Bowmanville. Those wishing to - participate should bring containers s - about the size of a blue box maximum 3 and a shovel. Participants will be required to fill h t eir owni conta vers with the fresh compost. Durham Region staff will be on hand to facilitate the exchange of damaged blue boxes and green bins for a new one. 2.3 Pitch In Week Individuals and groups are encouraged to register their Pitch In Week activities by contacting the Operations Department. They will be asked when and where they plan to take action or staff can provide suggestions for locations that require clean up. Although 10-48 Municipality of Clarington Report OPD-004-15 Page 4 Pitch In Week is April 19th to May 2, activities are not limited to this time. Participants are encouraged to register and "pitch-in" throughout the year. Garbage and recycle bags will be available to participants before their stated day of Clean- Up. Arrangements will be made to pick up bags of trash/recyclables once they are collected by area residents and community groups. 2.4 Battery Recycling Program __ The week of April 20 to 24, 2015 Durham Region will hold a Curbside Battery Collection. Residents are deadp), requested to use sealable transparent bags toEieGy l0 [nStead! participate in the curbside battery collection program. Orange labels with instructions on how to participate in the program are included in the annual waste management calendar. Residents can also download and print the label before inserting it inside their sealable °,� a MammWh die" transparent bag for collection. The bag should then be If this information is required in an accessible format,please contact put out with your blue box recycling. the number above. In September 2013 the Region of Durham adopted this waste diversion program and made it permanent. The program consists of curb side battery pick up for residents in the Region. 2.5 Hazardous Household Waste (HHW) and E-Waste Event Saturday, October 3 from 8 am to noon, Clarington will again play host to Durham Region as they sponsor a joint HHW and E-Waste event at Depot 42. Residents will be invited to drop off their HHW and E-Waste free of charge. The waste collected at this event will be recycled or disposed of in an environmentally safe and responsible way. All unwanted electronic equipment is classified as electronic waste (e-waste). Many electronic products contain materials such as lead, mercury and other hazardous materials that pose environmental impacts when disposed of improperly. 2.6 Clarington has been participating in the waste events for a number of years with good response from our residents. The chart below provides results from these events for the last five years. 10-49 - - i Municipality of Clarington Report OPD-004-15 Page 5 Municipality of Clarington Event Review Event Type 2010 2011 2012 2013 2014 E-Waste Collection Collected Tonnage 16.83 tonnes 10.61tonnes 9.95 tonnes 4.09 tonnes 2.23 tonnes Participants 351 179 204 111 130 Event Date Oct-30 Oct-29 Oct-27 Oct-05 Oct-04 G' HHW Collection Collected Tonnage 5.83 tonnes 6.56 tonnes 10.94 tonnes 2.68 tonnes 4.88 tonnes Participants 139 180 312 67 130 Event Date Oct-02 Oct-01 Oct-27 Oct-26 Oct-04 i Compost Give-Aways #Trailer Loads 3 3 3 4 5 Participants 500 241 500 371 500 Event Date Apr-23 Apr-30 Apr-21 Apr-20 Apr-26 I' i 3. COMMENTS Locations for clean up are determined from several sources. Staff report areas that contain large amounts of litter. Volunteer groups without a particular preference area are given these identified areas to clean up. Schools usually clean up areas in and around their home school. Lastly through advertising and inquiries other groups or individuals come forward and let us know which area requires cleaning and volunteer to do these identified areas. 4. Concurrence Not Applicable 5. Conclusion Pitch-In Week is a chance for whole communities to work towards a common goal to help C i beautify and sustain our environment. Participation in Pitch-In events is open, and encouraged, for everyone. If we want to improve our neighbourhoods, community and natural environment we have to start by showing that we care and are willing to get our hands dirty to prove it. i' I r- 10-50 Municipality of Clarington Report OPD-004-15 Page 6 6. Strategic Plan Application Not applicable. Submitted Y by: ;,,.�f i€ Reviewed b :o'-Z�-� Fredeic'K J. Horvath Franklin Wu, Directt of Operations Chief Administrative Officer Staff Contact: Susan Hajnik, 905-263-2291 ext. 527 or shajnik@clarington.net There are no interested parties to be notified of Council's decision. FJH/sh 10-51 Cla Ld i wn i Community 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: March 30, 2015 Report Number: CSD-002-15 Resolution: File Number: N/A By-law Number: Report Subject: Public Access Defibrillator Program — Lakeridge Health Agreement j Renewal I Recommendations: 1. That Report CSD-002-15 be received; 2. That Council authorize the Mayor and Clerk to sign the Agreement provided by the Central East Prehospital Care Program (CEPCP), on behalf of Lakeridge Health; and I' 3. That Central East Prehospital Care Program be advised of action taken. i I i I` j. 12-1 E' i Municipality of Clarington Report CSD-002-15 Page 2 Report Overview This report recommends approval of the renewal agreement with Central East Prehospital Care Program for the Public Access Defibrillator program in municipal facilities and buildings. 1 . Background 1.1 The Municipality has been involved with the Cardiac Safe Community Public Access Defibrillator Program, coordinated by the Central East Prehospital Care Program (CEPCP) since 2005. The program began with the installation of our first automatic external defibrillator (AED) unit at Courtice Community Complex that year. 1.2 At the November 5, 2012 meeting, Council authorized the Mayor and Clerk to sign program agreements for the ten (10) AED units in place at municipal facilities and buildings. These locations included all Community Services indoor recreation facilities in addition to Orono Arena, Newcastle Memorial Arena and Newcastle Community Hall. 1.3 At the same meeting, Council ratified a resolution directing staff"to report back to the November 12, 2012 General Purpose and Administration Committee meeting on providing defibrillator service at all the hall boards." 1.4 On November 19, 2012, Council approved the expansion of the defibrillator program to be offered to all hall boards and other non-municipally operated buildings such as the Bowmanville Museum, Clarington Beech Centre and Visual Arts Centre. As directed, the funding for the additional AED units and program support was included in the 2013 Operating Budget. This expanded program was to be administered by the Operations Department. 2. Proposal 2.1 By continuing to work with CEPCP under this agreement it is ensured that the Municipality and the Public Access Defibrillator (PAD) responders are working under the oversight of the CEPCP of Lakeridge Health when providing defibrillation to a victim of sudden cardiac arrest. 2.2 The components of the agreement includes medical oversight; annual certification training; biomedical servicing of all AED units; and ongoing staff support of the program. 2.3 The agreement (Attachment 1) has been set-up to include all AED locations. The Operations Department will continue to administer the AED units located in board operated community halls and buildings. The Community Services Department will 12-2 i Municipality of Clarington Report CSD-002-15 Page 3 continue to administer the AED units located in municipally operated indoor recreation facilities. i 2.4 The term of this agreement is for three years, effective April 1, 2015 and expiring on March 31, 2018. 3. Financial Considerations 3.1 The Program Fees listed in the attached agreements are consistent with the previous agreements with no increase in fees. The required funds for the applicable fees have been budgeted for in the appropriate department's operating budgets. 4. Concurrence 4.1 This report has been reviewed by Fred Horvath, Director of Operations who concurs with the recommendations. E 5. Conclusion r 5.1 It is respectfully recommended that Council approve the renewal of these agreements and the Municipality continues to partner with CEPCP for the provision of medically appropriate care for our citizens and our visitors. 6. Strategic Plan Application r Not applicable. i i Submitted by: - -- s' �i:v _ Reviewed by. Joseph P. Caruana, Franklin Wu, I D'i'rector of Community Services Chief Administrative Officer Staff Contact: George Acorn, Manager of Facilities, 905-623-3379 ext. 2503 or gacorn@clarington.net C' Attachments: I' r Attachment 1 — Semi Automatic External Defibrillation Agreement 12-3 Municipality of Clarington Report CSD-002-15 Page 4 List of interested parties to be notified of Council's decision is on file in the Community Services Department. JPC/GA/WG 12-4 i Attachment 1 to CSD-002-15 Semi Automatic External Defibrillation Agreement For the Cardiac Safe Community Public Access Defibrillation Program for Durham Region BETWEEN Lakeridge Health ("The Hospital") i and The Municipality of Clarington ("MOC") E c Agreement i LH/MOC Agreement April 2015 - March 201.8 Page 1 of 12 12-5 i Principle Statement This agreement between the above parties will ensure that the The Municipality of Clarington and Public Access Defibrillation (PAD) responders are working under the oversight of the Central East Prehospital Care Program (CEPCP) of Lakeridge Health when providing semi automated external defibrillation (SAED) to a victim of sudden cardiac arrest (SCA). It also provides for the provision of medically current training services in SAED & CPR to those PAD Responders by and under the direction of the CEPCP Medical Advisory Board Physicians. These conjoint efforts are focused on the provision of medically appropriate care for the citizens in our community. THEREFORE in consideration of the mutual covenants contained herein and subject to the terms and conditions hereinafter set forth the parties hereto agree to participate in the Central East Prehospital Care Program Cardiac Safe Community PAD Program in accordance with the terms outlined in the Agreement. L Program Components and Recommendations (a) The following items will be components of program maintenance: ■ Provision of medical oversight by the Central East Prehospital Care Program (CEPCP) for the Cardiac Safe Community Program for Durham Region. ■ Provision of initial certification training and evaluation for SAED for PAD responders. ■ Provision of recertification evaluation for SAED. ■ Provision of C.P.R. recertification evaluation and training of the PAD responder employees as required. ■ Development and provision of in-house reviews of SAED. ■ Provision of Biomedical Engineering by the Lakeridge Health Biomedical Engineering Program, once per year or after each use, to ensure that the SAEDs are maintained according to the manufacturer's standards, including biomedical direction for the replacement of batteries and pads when mandated by the manufacturer or the Biomedical Department. ■ Method design for the collection of patient care outcome data by the CEPCP to provide the basis for ongoing patient care quality assurance programs. ■ A Site Coordinator's Meeting will be organized by CEPCP on an annual basis to review the program's goals, outcomes, and patient care protocols. Additional meetings between MOC and the CEPCP will be held at the request of either party. ■ Availability of the CEPCP staff and physician to consult on and.review issues and procedures as required. ■ Dedication of a designated CEPCP PAD Coordinator as a prime contact for the PAD site. LH/MOC Agreement April 2015 March 2018 Page 2 of 12 12-6 t I G ■ CEPCP medical and logistical support for the development of Conjoint Public Access Defibrillation Programs in our Community. ■ The CEPCP will provide instructors (Paramedics and Firefighters) to deliver SAED training, using the principles of Adult Learning. The scope of this.training will include, but is not limited to the content of the Canadian Heart and Stroke Foundations CPR & SAED recommendations. All curriculum content and instructor training and qualifications will be approved by the Central East Prehospital Care Program Medical Advisory Board Physicians. 4 t ■ To identify placement of such SAED throughout the site to ensure time to defibrillation can j be achieved in 3-5 minutes or less from time of recognition of cardiac arrest; (b) The following items are recommendations of program maintenance: i ■ To recommend the SAED be placed in an Emergency Response Case that will audibly and visually(flashing red light) alert staff that the emergency response case door has been opened. When the SAED is removed from the Emergency Response Case, a call is automatically made to the alarm company who in turn will notify 911 to activate emergency services (Fire Service and Emergency Medical Service). • I i ■ To establish an action plan in the case of an emergency and AED'use. I i ■ To maintain quality assurance by establishing a collaborative environment between the rescuers, CEPCP, Fire Service, and Emergency Medical Services (EMS) Paramedics through training, feed-back, group sharing of knowledge and learning from experience, and to establish a follow-up support system for rescuers post-SAED use (ie. critical incident stress intervention). H. Agreement Criteria for PAD Program It is clearly understood and agreed to by both parties that medical consultation to the PAD Responder for the purpose of SAED is provided under the following conditions: A. Consultation with respect to the Cardiac Safe Community PAD program is provided under the auspices of the CEPCP Medical Advisory Board Physicians. B. Consultation is available when the PAD responder is acting in the best interest of a SCA E victim. This may include the utilization of a SAED in another PAD site. Anyone who has been taught PAD under our program can assist citizen responders in.the use of a PAD response. The audio and text prompts from the SAED must be followed exactly. C. Non-trained responders who use the SAED in good faith and voluntarily are protected from, liability by the Chase McEachern Act(Heart Defibrillator Civil Liability), 2007, S.O. 2007, c. 10, Sch. N (Appendix B) and the Good Samaritan Act, 2001 S.O. 2001, CHAPTER 2 (Appendix C). Ill. Training Development Academic Goals and Standards A. All training materials and lesson plans in the initial and on-going program E development process will be scrutinized by qualified adult educators. "Qualified Adult Educators"for the purpose of this agreement are prehospital care professionals with f t LH/MOC Agreement April 2015 - March 2018 Page 3 of 12 12-7 i practice qualifications of at least the Advanced Care Paramedic Level and with formal certification in adult education from a recognized community college or university. B. All learning objectives and learning outcomes for this program will be approved by a physician who is qualified as a specialist in Emergency Medicine and has experience providing medical direction in the field of out-of-hospital Emergency Care. IV. Aqreement Term This Agreement is for a term of three years, effective April 1, 2015, and expiring on March 31St 2018, or as terminated pursuant to Section VII: Dispute Resolution. V. Proqram Fees and Services Provided A. Fees: 1. Initial Site setup, including site assessment, signage, and initial Biomed visit and PAD awareness session is a onetime fee of$600.00. 2. Annual training and certification of providers is at a fee of$750.00 for a class size between 7— 12 participants. Class duration will be 6 'h—7 hours which includes all breaks. Classes must be cancelled no less than 2 business days prior to the scheduled session, otherwise the usual charge applies. 3. Program Support is an annual fee of$1,000.00 for the initial unit at a site. Additional units at the same location require an annual fee of$450.00 per unit. HST is not included in the above fees. Program fees will be subject to review and increase on renewal of this contract. For PAD Responders requiring remedial continuing education from the CEPCP PAD Coordinator or the CEPCP Physician over and above the instruction detailed the CEPCP and Oshawa will negotiate a fee for that service at that time. C. Services: 1. Emergency Action Plan Development: - site assessment to determine the number of SAED's required - direct best placement for access to SAED - medical emergency response plan implementation (site specific) 2. CPR Education Review(Canadian Heart & Stroke Foundation Guidelines): - placing 911 call (role of police, fire, and ambulance) - risk factors of heart disease - recognition of heart attack - choking emergencies - patient assessment - one and two person adult CPR 3. Defibrillation Training: - SAED shock& nonshockable protocols - scenarios (based on Emergency Action Plan) LH/MOC Agreement April 2015 - March 2018 Page 4 of 12 12_8 i I t - trouble shooting - SAED weekly, monthly, and after use checks - communication/documentation j 4. PAD awareness session for Non-targeted Responders - concept of rapid defibrillation/medical direction of defibrillation - medical legal liabilities and issues - questions and concerns 5. Physician/Physician Review and Oversight of: - program design - operational critique for every event 6. Newsletter for Targeted Responder (continuing educational topics for medical emergencies) 7. Quality Assurance and Risk Management: identify and provide ongoing training for site coordinators daily, monthly, and after use checks Emergency Action Plan Audit Begin development of local on-site coordinators to enhance initial certification process for new employees i 8. Six month reviews (site visits) to: - Ensure weekly and monthly checks are being completed - Ensure adequate signage is placed to direct persons to the AED j - continue development of local on-site coordinators 9. Office Administration: - maintenance of certification records - updates of protocol changes - clinical co-ordinator dedicated to Targeted Responder Program - Program representative on call 24/7 to respond to any issues/concerns or post- SCA events 10.Critical Incident Stress management services. demobilization education is provided for the Site Co=ordinator and staff that will be called in to talk with PAD responders following a SCA when Targeted Responder personnel are involved in an event, the Cardiac Safe Community Program will ensure incident debriefings are facilitated j the Cardiac Safe Community Program is affiliated with and supports the Durham Region Critical Incident Stress Management Team Services 11.Biomedical Engineering Support and Operational Risk Management - check SAED once a year - change SAED battery as required - change SAED pads as required - ensure SAED meets operational needs - certification of machine safety and operation 4 LH/MOC Agreement April 2015 - March 2018 Page 5 of 12 12-9 I VI. Mutual Indemnification.Clause The Hospital agrees to indemnify and save the The Municipality of Clarington harmless from all loss, cost, expense,judgment or damage on account of injury to persons including death or damage to property, in any way caused by the negligence of the hospital, its servants, agents or employees related to or arising out of programs or other matters to which this agreement pertains, together with all legal expenses and costs incurred by the The Municipality of Clarington in defending any legal action pertaining to the above. The The Municipality of Clarington agrees to indemnify and save the Hospital harmless from all loss, cost, expense,judgment or damage on account of injury to persons including death or damage to property, in any way caused by the negligence of the The Municipality of Clarington, its servants, agents, or employees related to or arising out of programs or other matters to which this agreement pertains, together with all legal expenses and costs incurred by the Hospital in defending any legal action pertaining to the above. Vll. Dispute Resolution- If either party is dissatisfied with the performance of the other party, the dissatisfied party may give written notice of the dissatisfaction to the other party and shall provide the other party with thirty (30) days within which to rectify the matter of dissatisfaction. Where the matter is not corrected to the satisfaction of,the party giving notice within the thirty (30) day period, the dissatisfied party may terminate this Agreement by giving the other party ninety (90) days written notice of the party's intention to terminate the Agreement. The ninety (90) day period of notice shall commence five (5) business days after the notice has been mailed.to the other party or twenty-four(24) hours following delivery of the notice by hand or by facsimile transmission. LH/MOC Agreement April 2015 - March 2018 Page 6 of 12 12-10 Vlll. Review of Agreement The parties mutually agree that this Agreement will be reviewed, prior to the end of its term, by Lakeridge Health and the The Municipality of Clarington. Any such renewal shall be based upon such terms and conditions,,including any or all of the provisions of this Agreement, as may be mutually agreed to by the parties. t The parties have caused this Agreement to be executed by their authorized representatives. The Municipality of Clarington Print Date Representative i Lakeridge Health Print Date Vice President Finance and Information Management I, I i LH/MOC Agreement April 2015 - March 2018 Page 7 of 12 12-11 Appendix A to Semi Automatic External Defibrillation Agreement between Lakeridge Health and The Municipality of Clarington April 1; 2015 to March 31, 2018 This appendix maintains a complete list of all sites covered under this Agreement and will be updated when sites become active or are deactivated. Date of current Appendix A: April 1, 2015 Replaces dates of previous-Appendix A: April 1, 2012 Municpality of Clarington Site Locations Site Locations Number of Activation De-activation SAEDs on Site Date of Site Date of Site (dd/mm/ ) (dd/mm/ ) Municipal Administrative Centre 1 Sarah Jane Williams Heritage Centre 1 Clarington Community Resource Centre 1 Visual Arts Centre, 143.Simpson Ave 1 Bowmanville Bowmanville Memorial Park Clubhouse 1 Newcastle Memorial Arena, 103 Caroline st, 1 Newcastle Community Hall, 20 King Ave 1 Newtonville Hall, 21 Church Lane 1 Parks Depot 42, 178 Darlington/Clarke Townline 1 Road Orono Operations Centre, 3585 Taunton road 1 Hampton Operations Centre, 2920 Taunton road, 1 Haydon Community Centre, 2503 Concession 8, 1 Solina Community Centre, 1964 Concession 6 1 Tyrone Community Centre, 2716 Concession 7, 1 Orono Arena, 2 Princess Street 1 Orono Town Hall, 5315 Main Street 1 Clarington Beech Centre, 26 Beech Ave, -Bowmanville 2 Kendal Community Centre, 6742 Reg Rd 17 1 LH/MOC Agreement April 2015 - March 2018 Page 8 of 12 12-12 Site Locations Number of Activation De-activation SAEDs on Site Date of Site Date of Site dd/mm/ dd/mm/ Garnet Rickard Rec. Centre South Courtice Arena Bowmanville Indoor Soccer Facility Darlington Sport Centre Clarington Fitness Centre Newcastle & District Rec. Centre Courtice Community Complex I i r r • j r F LH/MOC Agreement April 2015 - March 2018 Page 9 of 12 12-13 Appendix B Chase McEachern Act(Heart Defibrillator Civil Liability), 2007, S.O. 2007, c. 10, Sch. N Citation: Chase McEachern Act(Heart Defibrillator Civil Liability), 2007, S.O. 2007, c. 10, Sch. N Information about this Consolidation: No Amendments. text: URL: http://www.canlii.org/on/laws/sta/2007c.10sch.n/20070717/whole.h tml Version downloaded by CanLll on 2007-07-17 Chase McEachern Act(Heart Defibrillator Civil Liability), 2007 S.O. 2007, CHAPTER 10 Schedule N Definitions 1.. In this Act, "defibrillator" means an automated external medical heart monitor and defibrillator that is capable of, (a) recognizing the presence or absence of ventricular fibrillation or rapid ventricular tachycardia, (b) determining, without intervention by an operator, whether defibrillation should be performed, (c) automatically charging and requesting delivery of an electrical impulse to an individual's heart as medically required, and (d) satisfying any other criteria that may be prescribed by regulation; ("defibrillateur") "emergency" means a situation during which the behaviour of an individual reasonably leads another individual to believe that the first individual is experiencing a life-threatening event that requires the provision of immediate care to assist the heart or other cardiopulmonary functioning of that person; ("situation d'urgence") "health care professional" means, (a) a member of a College of a health profession set out in Schedule 1 to the Regulated Health Professions Act, 1991, (b) such other persons or classes of persons as may be prescribed. ("professionnel de la sante") 2007, c. 10, Sched. N, s. 1. Protection from civil liability, user of defibrillator 2. (1) Despite the rules of common law, a person described in subsection (2)who, in good faith, voluntarily and without reasonable expectation of compensation or reward uses a defibrillator on a person experiencing an emergency is not liable for damages that result from the person's negligence in acting or failing to act while using the defibrillator, unless it is established that the damages were caused by the gross negligence of the person. 2007, c. 10, Sched. N, s. 2 (1). LH/MOC Agreement April 2015 - March 2018 Page 10 of 12 12-14 i i - I i Persons covered (2) Subsection (1) applies to, (a) a health care professional, if the health care professional does not use the defibrillator at a hospital or other place having appropriate health care facilities and equipment for the purpose of defibrillation; and (b) an individual, other than a health care professional described.in clause (a), who uses a defibrillator at the immediate scene of an emergency. 2007, c. 10, Sched. N, s. 2 (2)• Reimbursement of expenses i (3) Reasonable reimbursement that a person receives for expenses that the person reasonably incurs in using a defibrillator shall be deemed not to be compensation or reward for the purpose of subsection (1). 2007, c..10, Sched. N, s. 2 (3). Protection from civil liability, owner or operator of premises 3. (1) Despite the Occupiers'Liability Act and the rules of common law, any person who owns or occupies premises where a defibrillator is made available for use and who acts in good faith with respect to the availability or use of the defibrillator is exempt from civil liability for any harm or damage that may occur from the use of the defibrillator. 2007, c. 10, Sched. N, s. 3 (1). Exception (2) Subsection (1) does not exempt the person who owns or occupies the premises where a defibrillator is made available for use from civil liability if, f (a) that person acts with gross negligence with respect to making the defibrillator available; j (b) that person fails to properly maintain the defibrillator; or (c) the premises where the defibrillator is made available for use is a hospital or other premises used primarily for the purpose of providing health care to individuals. 2007, c. 10, Sched. N, s. 3 (2). Regulations 4. The Lieutenant Governor in Council may make regulations, (a) prescribing criteria for the purpose of the definition of"defibrillator" in section 1; (b) prescribing persons or classes of persons for the purposes of the definition of"health care professional" in section 1; (c) governing standards for the proper maintenance of defibrillators; (d) respecting any matter necessary or advisable to carry out effectively the purposes of I this Act. 2007, c. 10, Sched. N, s. 4. Applies to the Crown 5. This Act applies to the Crown and any agency of the Crown. 2007, c. 10, Sched. N, s. 5. 6. Omitted (provides for coming into force of provisions of this Act). 2007, c. 10, Sched. N, s. 6. 7. Omitted (enacts short title of this Act). 2007, c. 10, Sched. N, s. 7. Reference: i LH/MOC Agreement j April 2015 - March 2018 Page 11 of 12 12-15 Chase McEachern Act(Heart Defibrillator Civil Liability), 2007, S.O. 2007, c. 10, Sch. N; hftp://www.canlii.org/on/laws/sta/2007c.1 Osch.n/20070717/whole.html. Appendix C Good Samaritan Act 2001 S.O. 2001 CHAPTER 2 No amendments. Definition 1. In this Act, "health care professional" means a member of a College of a health profession set out in Schedule 1 to the Regulated Health Professions Act, 9999. 2001, c. 2, s. 1.Protection from liability 2. (1) Despite the rules of common law, a person described in subsection (2) who voluntarily and without reasonable expectation of compensation or reward provides the services described in that subsection is not liable for damages that result from the person's negligence in acting or failing to act while providing the services, unless it is established that the damages were caused by the gross negligence of the person. 2001, c. 2, s. 2 (1). Persons covered (2) Subsection (1) applies to, a. a health care professional who provides emergency health care services or first aid assistance to a person who is ill, injured or unconscious as a result of an accident or other emergency, if the health care professional does not provide the services or assistance at a hospital or other place having appropriate health care facilities and equipment for that purpose; and b. an individual, other than a health care professional described in clause (a), who provides emergency first aid assistance to a person who is ill, injured or unconscious as a result of an accident or other emergency, if the individual provides the assistance at the immediate scene of the accident or emergency. 2001, c. 2, s. 2 (2). Reimbursement of expenses (3) Reasonable reimbursement that a person receives for expenses that the person reasonably incurs in providing the services described in subsection (2) shall be deemed not to be compensation or reward for the purpose of subsection (1). 2001, c. 2, s. 2 (3). 3. Omitted (provides for coming into force of provisions of this Act). 2001, c. 2, s. 3. 4. Omitted (enacts short title of this Act). 2001, c. 2, s. 4. Reference: Good Samaritan Act, 2001, S.O. 2001, CHAPTER 2 LH/MOC Agreement April 2015 - March 2018 Page 12 of 12 12-16 Clarhwn Community Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. i Report To: General Purpose and Administration Committee Date of Meeting: March 30, 2015 Report Number: CSD-003-15 Resolution: File Number: N/A By-law Number: Report Subject: Clarington Older Adult Strategy Recommendations: 1. That Report CSD-003-15 be received; 2. That the Clarington Older Adult Strategy (Attachment 1) be approved in principle; 3. That the Clarington Older Adult Centre Board provide detailed information and appropriate documents both confidential and otherwise as requested by the Community Services Department in order to allow for full impact analysis for Council consideration; j r 4. That staff report back on an implementation plan, timeline and the financial impact of transferring the responsibility of the provision of older adult recreation services to the Community Services Department; I 5. That staff report back with a recommended Terms of Reference for a Clarington Older Adult Committee; 6. That the Older Adult Steering Committee members be thanked for their contributions to the process; and r 7. That all interested parties listed in Report CSD-003-15 and any delegations be advised of Council's decision. i i I I I 12-17 Municipality of Clarington Report CSD-003-15 Page 2 Report Overview This report is to present the Clarington Older Adult Strategy (Attachment 1) as prepared by the Consultants in consultation with the Older Adult Steering Committee. 1. Background At the February 3, 2014 General Purpose &Administration Meeting Council received Report CSD-002-14 which proposed the development of a Clarington Older Adult Strategy be included as a part of the 2014 budget. This Report also outlined a Terms of Reference that identified future facility development, staffing/volunteer resources and programming as key factors for the development of the strategy. Subsequently, the funds necessary to complete the Older Adult Strategy were approved in the 2014 Operating Budget. In March 2014 RFP 2014-3 was issued and closed on April 10, 2014, On June 16, 2014 Council meeting Resolution #GPA-396-14 was ratified: "THAT COD-008-14 be received; THAT the proposal received from Monteith Brown Planning Consultants, London, Ontario being the highest ranked proponent meeting all terms, conditions and specifications of Request of Proposal RFP 2014-3 be awarded the contract for the provision of Consulting Services for the Clarington Older Adult Strategy with a bid amount of$53,792.88 (net of H.S.T. Rebate); THAT the funds required in the amount of$53,792.88 (net of H.S.T. Rebate) be drawn from the Community Services Department Consulting Account 100-42-130-10085- 7160." To facilitate the project a Project Steering Committee was developed and included: Community Services Department Staff (3) Joseph Caruana, Director of Community Services Sharon Meredith, Recreation Services Manager Erica Mittag, Community Development Coordinator Clarington Older Adult Centre Board (3) Cathie Ward, President 12-18 k k I k I Municipality of Clarington Report CSD-003-15 Page 3 Steve Coles, Past President I Angie Darlison, Executive Director Region of Durham (1) Audrey Andrews, Manager Diversity and Immigration Community Representatives (2) k G John Coffey Julie Michalejko-Earle j An initial meeting was held on June 25th where John Coffey was appointed the Chair of the Steering Committee. Strategy development took place between July 2014 and February 2015. 2. Process The development of the Clarington Older Adult Strategy was a comprehensive process occurring over an eight month period. The plan was developed with input from the Steering Committee as well as broad community consultation. Community consultation included four public meetings held at locations across the Municipality (Courtice, Bowmanville, Newcastle and Orono) as well as a paper and on-line survey. This consultation was in addition to key informant interviews that were held with Council, staff (municipal and Clarington Older Adult Association (COAA)) and older adult service providers. The study was completed taking a comprehensive approach to understanding future growth, service delivery and facility needs as well as the best use of staff and volunteers. The Steering Committee worked with the Consultants to ensure the planning process was thorough and that the recommendations are practical, achievable and measurable. The capacity to implement this plan will be dependent on a number of factors, including approval of the necessary capital and operating budget requests and available human resources. The plan breaks down goals and associated recommendations into four main categories: f r k F I" 12-19 Municipality of Clarington Report CSD-003-15 Page 4 Category Goals Service Delivery A) To offer a broad range of recreational opportunities for all older adults in Clarington in a seamless fashion through partnerships B) To ensure that the older adult recreation service providers have the resources to respond to a growing and changing community Staffing C) To increase the number of older adults participating in quality and diverse recreational pursuits in Clarington through organizational efficiencies, including diverse populations and persons with disabilities, better coordination with the collective of providers, and more robust promotional efforts Governance D) To re-align the work of volunteer governance in Clarington to provide strategic advice on recreation program and service provision for all older adults throughout the community. A focus should be placed on greater penetration of the older adult market, partnerships, and inclusion of under-represented and diverse populations Facility E) To maintain a primary hub for older adult recreational Provision activities in the Municipality F) To enhance convenience to all older adults through programs and activities at satellite facilities and other program locations throughout the Municipality Once approved in principle, the Consultants and Steering Committee will host a public open house to share the findings of this strategy with interested individuals and organizations. A copy of the Clarington Older Adult Strategy will be available on the municipal website. 3. Moving Forward As the Clarington Older Adult Strategy contains many recommendations, financial impact information is not available at this time. As staff advance to implement the 12-20 t Municipality of Clarington Report CSD-003-15 Page 5 f strategy subsequent reports on the specific recommendations will be prepared which will include any related financial considerations. I 4. Concurrence Not Applicable 5. Conclusion It is respectfully recommended that the Clarington Older Adult Strategy be approved in principle and that Council authorize staff to advance the strategy through preparation of a further report that identifies costs to re-direct responsibility for older adult programming to the Community Services Department. In addition, staff will develop and recommend a revised structure and mandate for a new Clarington Older Adult Committee, j t 6. Strategic Plan Application The recommendations contained in this report conform to the Corporate Strategic Plan. J Y rl✓� �i ('� Submitted by: Reviewed by. Joseph P. Caruana, Franklin Wu, j Director of Community Services Chief Administrative Officer Staff Contact: Sharon Meredith, Recreation Services Manager, 905-623-3379 ext. 2504 or smeredith@clarington.net Attachments: I Attachment 1 — Clarington Older Adult Strategy The following is a list of the interested parties to be notified of Council's decision: Cathie Ward, President, Clarington Older Adult Centre Board Steve Coles, Past President, Clarington Older Adult Centre Board !' t: C' Angie Darlison, Executive Director, Clarington Older Adult Association John Coffey, Community Representative i i r u I` 12-21 Municipality of Clarington Report CSD-003-15 Page 6 Julie Michalejko-Earle, Community Representative Audrey Andrews, Manager of Diversity and Immigration, Region of Durham JPC/SM/WG 12-22 Clarington alder Adult Strategy March 2015 fta '•' r ■ 1� d iw _Y E mi kv AL a TUCKER-REID A. Monteith•Brown &ASSOCIATES planning consultants r-: Clar• igton Municipality of Clarington Older Adult Strategy March 2015 Monteith+Brown planning consultants Tucker-Reid & Associates 12-24 Clarington Older Adult Strategy Acknowledgements We would like to thank all of those who contributed to the development of the Municipality of Clarington Older Adult Strategy. This document is a product of the vision of the many Clarington residents and volunteers who provided valuable input to the project. We are also thankful for the dedication and thoughtful feedback of the Project Steering Committee, Municipal Council, and local organizations. The future of older adult recreation opportunities in Clarington is most certainly in good hands! Municipality of Clarington — Members of Council (2011-2014) Adrian Foster, Mayor Mary Novak, Regional Councillor (Wards 1 & 2) Willie Woo, Regional Councillor (Wards 3 & 4) Joe Neal, Councillor (Ward 1) Ron Hooper, Councillor (Ward 2) Corinna Traill, Councillor (Ward 3) Wendy Partner, Councillor (Ward 4) Municipality of Clarington — Members of Council (2015-2018) Adrian Foster, Mayor Joe Neal, Regional Councillor (Wards 1 & 2) Willie Woo, Regional Councillor (Wards 3 & 4) Steven Cooke, Councillor (Ward 1) Ron Hooper, Councillor (Ward 2) Corinna Traill, Councillor (Ward 3) Wendy Partner, Councillor (Ward 4) Project Steering Committee John Coffey, Community Representative (Chair) Joseph Caruana, Municipality of Clarington, Director of Community Services Sharon Meredith, Municipality of Clarington, Recreation Services Manager Erica Mittag, Municipality of Clarington, Community Development Co-ordinator Angie Darlison, Clarington Older Adult Association, Executive Director Cathie Ward, Clarington Older Adult Centre Board, President Steve Coles, Clarington Older Adult Centre Board, Past President Audrey Andrews, Region of Durham, Manager of Diversity and Immigration Julie Michalejko-Earle, Community Representative Project Consultants Monteith Brown Planning Consultants Tucker-Reid & Associates March 2015 Page i 12-25 Clarington Older Adult Strategy Table of Contents Page Section Acknowledgements i Table of Contents ii Executive Summary iv Section 1: Introduction 1 1.1 Overview 1 1.2 Goals & Objectives 1 1.3 Approach 3 Section 2: Planning Context 4 2.1 Community Profile 4 2.2 Trends and Best Practices 11 2.3 Key Plans and Studies 15 Section 3: Existing Programs & Resources 18 3.1 Current Roles and Responsibilities 18 3.2 Facility & Program Inventory 19 3.3 Participation Levels 21 Section 4: Public & Stakeholder Input 25 4.1 Community Survey 25 4.2 Stakeholder Interviews 39 4.3 COAA Open House 39 4.4 Public Input Meetings 39 4.5 Public Open House 42 Section 5: Recreation Service Delivery 43 5.1 The Role of Local Government 43 5.2 Current Service Delivery Model 44 5.3 Vision for the Provision of Older Adult Recreation Services 47 5.4 Proposed Service Delivery Model 48 March 2015 Page ii 12-26 Claringtoii Older Adult Strategy Section 6: Staffing & Governance— Form Follows Function 53 6.1 Current Situation 54 6.2 Key Observations and Drivers from a Staffing and Governance Perspective _56 6.3 Proposed Staffing Model 58 6.4 Proposed Governance Model 61 Section 7: Recreation Facilities for Older Adults 64 7.1 Current Facility Provision Model 64 7.2 Considerations for the Future 67 7.3 Summary of Inputs and Recommendations on Facility Provision 69 Section 8: Implementation Strategy 72 8.1 Implementation Plan 72 8.2 Measuring Performance 79 APPENDIX A— Listing of Stakeholder Interviews A-1 APPENDIX B — Listing of Older Adult Service Providers B-1 I March 2015 Page iii 12-27 Garington_ Older Adult Strategy Executive Summary Study Purpose The older adult population in the Municipality of Clarington is growing and will continue to do so over the next 15 years. It is timely that the municipality in concert with the Clarington Older Adult Centre Board of Directors is undertaking an Older Adult Strategy to plan for future growth from a recreation provision perspective. A number of specific objectives were identified for this Strategy relating to facilities, staffing, volunteer resources, and programming. Key objectives include: Facilities • assess existing facilities with a focus on accessibility, safety, practicality, and sustainability; this includes but is not limited to facilities that house the Clarington Older Adult Centre Board and its programs • examine short- and long-term options for meeting the needs of Clarington's older adult community Staffinq and Volunteer Resources • review the Clarington Older Adult Centre Board's existing staffing and volunteer model • make recommendations for aligning human resources with the proposed program model, including the creation of a proposed staffing structure and volunteer initiatives Programming • create an inventory of older adult recreation programs and opportunities currently available within Clarington and identify potential programming gaps and partnership possibilities • conduct a review of existing older adult recreation programming and consider short- and long-term options for addressing current challenges and future growth • identify and assess different program delivery models March 2015 Page iv 12-28 Ciaringtoii Older Adult Strateqv Study Methodology The Older Adult Study was completed taking a comprehensive approach to understanding future growth, service and facility needs as well as the best use of staff and volunteers. The study methodology included: • A determination of the demographics and future growth of the older adult population in Clarington • A review of background materials, statistics and previous studies • Feedback from the public input sessions and key opinion leader interviews • An analysis of over 603 completed surveys • Trends within other municipally owned older adult centres within Ontario • A review of the use of the various programs and services • A determination as to who is being well served and who is not currently included in the provision of programs and services • A look to where there is duplication in the administration processes and ways of eliminating duplication • The development of a summary of all older adult recreation service providers in the Municipality of Clarington • A determination of the skills and competencies that are needed to serve older adults in the future • The development and weighing of options in terms of staffing and governance • The development of recommendations and an implementation plan Key Findings Demographics The older adult population will increase by approximately 15,000 residents by the year 2031. Current Penetration Rates The COAA has captured 10% of the older adult population within its current membership. The full capture rate of all providers is not known at this time. A likely target of 25 -30% of the older adult population engaged in recreational pursuits would be a reasonable target in the future. Groups need to work better together to achieve greater penetration of the older adult market. Need to Serve all Residents More effort needs to be undertaken to reach out and serve persons with disabilities, diverse and underrepresented populations. March 2015 Page v 12 -29 Clarbgton Older Adult Strateav Greater Collaboration with Other Providers The most efficient and effective way to build capacity in Clarington is to assist self - determining groups form and promote opportunities to all older adults in Clarington. Focus on Needed Skills and Competencies Needed staff skills and competencies include working with diverse populations, partnership and sponsorship development, community development, recreation for persons with disabilities, increasing volunteerism, including underrepresented groups. Current Practises in Staffing and Governance Few, if any, older adult centre boards in municipally owned centres within Ontario employ staff at this point in time and are responsible for operations and compliance with over 50 legislative acts. Typically, staff are employed by the municipality and report to advisory committees on service delivery. One Stop Shopping — Seamless Delivery One central information source of all recreational opportunities for all residents is needed. Real time promotions and communications will be critical to increase casual and drop in opportunities. Duplication of Efforts to Free Up Staff Time 1.6 full-time equivalents can freed up due to duplication of efforts. This time is better spent addressing growth, collaboration, promotion and inclusion needs. Skill and Competency Based Boards of Directors and Advisory Committees In order to address the increase in the number of older adults, a broader responsibility to the older adult population regarding recreation service delivery is needed through working collectively with other providers. Enhancing the Clarington Beech Centre as the Older Adult Hub The Clarington Beech Centre, which is operated by the COACB, is the primary hub for local older adult services, particularly those that emphasize social connections and healthy living and that cater to an older demographic. The concept of a senior centre is much more than just a physical facility — it is defined by how it promotes social interaction, personal growth, and health and wellness. By maintaining the Clarington Beech Centre as the hub for older adult activities, the Municipality will continue to have a venue that can adequately accommodate community -wide programs particularly for those that are currently age 70+ (traditional seniors). March 2015 Page vi 12-30 Clarington Older Adult Strategy Expandina Phvsical Space to Satellite Facilities Stand-alone older adult centres often have a challenge attracting baby boomers to their facility due to the lack of components such as fitness centres, pools, and gymnasiums. Expanding upon the Clarington Beech Centre as the hub, the recreational needs of the burgeoning Boomer population can be addressed through expanded, integrated, specialized, and value-added program offerings at satellite locations (such as existing and future community centres); these will also be complemented by current and future partnerships, self -determining groups, and private sector services. More specifically, the Courtice Community Complex has the potential for reallocating and dedicating to the COACB approximately 3,000 square feet. In addition, the Newcastle & District Recreation Complex, as the major community focal point in the eastern portion of Clarington, should provide a similar approach to that noted above for Courtice by creating some (more limited) dedicated older adult space either through internal re- organization/re-allocation of existing space or an expansion to this recreation complex. Summary of Recommendations The following is a summary of the recommendations associated with the Older Adult Strategy for the Municipality of Clarington: Service Delivery — Recommendations Demographics and Growth 1. Develop an outreach program in partnership with social service agencies to ensure that older adults with the greatest need can enjoy recreational pursuits. Common Age Definition 2. Implement a common age minimum for older adults; investigate the impacts of setting the age minimum at 60 years. Access and Diversity 3. Introduce a "Diversity Lens" that prompts the program/service provider to reach out to diverse populations in the development and delivery of programs. 4. Monitor demographics with respect to older adult growth, diversity, accessibility, and those living at or below the poverty line as statistics become available. 5. Have annual focus groups with marginalized residents to ensure that programs and services are accessible. 6. Work to ensure that staff, volunteers, and Clarington Older Adult Committee members reflect the diversity of the community they serve over time. March 2015 Page vii 12-31 Garbgton Older Adult Strategy Working Better Together — Partnerships 7. The Municipality should coordinate regular meetings of all older adult recreation service providers to jointly address the priorities in the older adult strategy and share the leadership in delivering on the Older Adult Strategy. 8. Develop a service provider working group to develop a more coordinated approach to older adult service delivery and determine overall capacity and penetration. Support for Self -Determining Groups 9. Develop a portal on the Municipal, Region of Durham, and all applicable websites that lists all groups, opportunities and supports available for older adults in Clarington. Make the link available to all service providers and partners. 10. Provide updates of research and promising practices in other jurisdictions to providers of older adult recreation services. Communications and Promotion of Opportunities 11. Look to available software (i.e. Meet -Up Durham) to promote casual opportunities available on a weekly basis to invite residents to join in on the opportunities. Training and Professional Development 12. Develop training and professional development opportunities for all staff and volunteers involved in the delivery of services for older adults and include "Diversity Competency" training, enabling opportunities for older adults with disabilities, respite programs, etc. Transportation and Parking 13. Work with the Region of Durham to provide front door transit drop-off and pick-up service during peak use hours at all facilities. Monitor the usage for one year to evaluate its effectiveness. 14. Continue to coordinate transportation opportunities through the Wheels in Action program. 15. Continue to encourage COAA members to carpool to events at the Clarington Beech Centre to avoid parking congestion. 16. Continue to review the impacts of program/event scheduling on the parking congestion at the Clarington Beech Centre and make adjustments where possible. March 2015 12-32 Page viii Clarington Older Adult Strategy Volunteer Support 17. Investigate available volunteer software to attract, retain and recognize volunteers, providing one central listing of volunteer opportunities and provide webinars on common volunteer training modules. Performance Measures — Penetration of the Older Adult Market 18. Gain an understanding as to what percentage of the population all service providers and agencies are penetrating in the provision of recreational services in Clarington. Set annual participation goals. 19. Collect data on the actual penetration and satisfaction levels of all programs and services provided to older adults in Clarington. Proposed Staffing Model — Recommendations 20. Facilitate sessions with the full staff team in Recreation Services with respect to the expanded departmental culture, climate and values. 21. Identify needed training and professional development programs to increase staff competencies and skills as identified. 22. Complete a compensation review of all new positions coming under the Recreation Services Division to address any equity issues. 23. Complete a more detailed analysis and implementation of staffing positions based on the compensation review and a more definitive skills inventory.. 24. Develop processes and procedures to transfer administrative and other duplicated responsibilities to the Municipality of Clarington from the COACB. 25. Restate the older adult budget with the efficiencies and compensation review for consideration and Council review. 26. Develop an annual plan that delivers on the recommendations housed in the Older Adult Strategy over the plan horizon. 27. Develop performance measures to address the penetration of older adult programming, inclusion of under -represented populations, the impressions and reach of communications, and participant satisfaction levels. Report to Council against annual targets and compare year over year. March 2015 Page ix 12-33 Claringtoit Older Adult Strategy Proposed Governance Model — Recommendations 28. Develop a new Terms of Reference and By-law for the revised governance model that reflects the roles and responsibilities as outlined in this Older Adult Strategy. 29. Ensure that the new governance structure and composition reflect the needed skills and competencies, varying backgrounds, a balance with current COACB member representation, and the diversity of Clarington, taking into account the new Clarington-wide focus of the Committee. 30. That the staffing requirements become the responsibility of the Municipality of Clarington. 31. Identify needed training and development required to support the new responsibilities within the refined governance structure. 32. Consider changing the name and focus of the COACB to the Clarington Older Adult Committee (COAG) to reflect its new municipal -wide purview. 33. That the membership of the COAC be made up of a combination of members and residents with the competencies and skills needed to implement the Older Adult Strategy. These skills, competencies, and backgrounds should focus on (but not be limited) to skills in reaching out to diverse populations, marketing, and communications. 34. Recruit members for the COAC from the broader population as well as from the current membership. 35. That staff review applications and interview applicants in order to present candidates to Council for approval. 36. Develop an annual work plan in concert with the COAC that moves from an operational focus to a strategic focus. 37. That the COAC contribute to the implementation of the Older Adult Strategy recommendations, specifically the actions relating to program and service provision throughout the community. 38. Review the effectiveness of the new governance structure at appropriate intervals to ensure that the new governance structure adds value to the development and delivery of recreational services to older adults in Clarington. March 2015 12-34 Page x Clarington Older Adult Strategy Facility Provision — Recommendations 39. Maintain the Clarington Beech Centre as the primary hub for local older adult services, particularly those that emphasize social connections and healthy living and that cater to an older demographic. 40. Undertake an accessibility audit of the Clarington Beech Centre and develop a plan to address deficiencies in a prioritized manner. 41. Provide dedicated older adult space at satellite locations to allow the Clarington Older Adult Association to provide a greater range of recreational offerings (both registered and drop-in) to older adults by: (a) Re -allocating approximately 3,000 square feet of space at the Courtice Community Complex (b) Providing approximately 3,000 square feet of dedicated space at the Newcastle & District Recreation. Complex 42. Based on demand and as resources allow (staffing, volunteers and space), optimize available spaces at existing community facilities to enhance the range of recreation opportunities available to older adults and to reduce pressure on the Clarington Beech Centre particularly during peak (high use) periods (e.g., Garnet B. Rickard Complex, Bowmanville Indoor Soccer, South Courtice Arena, community halls and library branches, in partnership with the Clarington Public Library). 43. Explore opportunities for inclusive programming for older adults at future community centres. March 2015 Page xi 12-35 Clarington Older Adult Strateciv Section 1: Introduction Ovar, Across North America, many communities are recognizing and responding to the needs of the growing older adult population, which is emerging as a dominant demographic group as the trailing edge of the baby boomer generation is now at age 50. By 2031, Clarington will be home to more than 41,000 adults over the age of 50. Of particular note is the anticipated 126% increase in the number of older adults age 65 and over. In response to this growth, through this Older Adult Strategy, the Municipality is striving to be both an `age -ready' and 'age -friendly' community that provides adaptable, accessible, and inclusive recreation opportunities to older people with varying needs and capacities. A key part of the Municipality's current and future success in meeting the needs of Clarington's older adults is its partnership with the Clarington Older Adult Centre Board and other valued community organizations and volunteers. The goal of this Older Adult Strategy is to address Clarington's current challenges with respect to older adult active recreation opportunities (such as facility space) and to look forward to the future to plan for emerging program and service needs for this important demographic group. In this regard, the Clarington Beech Centre is a well-run and well utilized older adult centre and has frequently been identified as a major community asset. While the Centre serves its market well, over the past several years, the nature of older adult centres in Ontario has started to change. The Municipality of Clarington, in partnership with the Clarington Older Adult Association, has done well to respond to these changes in a number of ways, including the introduction of programming at satellite locations throughout the Municipality. The scope of this study includes recreation facilities, programs, and opportunities relative to the older adult population, and includes a realistic implementation plan that will guide the Municipality and its partners for the next 10 years. For this study, "active recreation" is defined as physical activity that is voluntarily undertaken during leisure time.' Active recreation is but one aspect of "healthy aging", which is a term that refers to the optimization of opportunities for physical, social, and mental health amongst all older adults through various policies, programs, and interventions. While the focus of this study is on those recreation opportunities delivered by the Municipality of Clarington and the Clarington Older Adult Centre Board (COACB), 1 Canada's Aging Population: The municipal role in Canada's demographic shift. Federation of Canadian Municipalities. 2013 March 2015 Page 1 12-36 Clarington Older Adult Strategv relevant offerings provided by other agencies (e.g., volunteer groups and service clubs, adjacent municipalities, provincial bodies, etc.) are also evaluated. A number of specific objectives were identified for this Strategy relating to facilities, staffing and volunteer resources, and programming. Key objectives include: Facilities • assess existing facilities with a focus on accessibility, safety, practicality, and sustainability; this includes but is not limited to facilities that house the Clarington Older Adult Centre Board and its programs • examine short- and long-term options for meeting the needs of Clarington's older adult community Staffing and Volunteer Resources • review the Clarington Older Adult Centre Board's existing staffing and volunteer model • make recommendations for aligning human resources with the proposed program model, including the creation of a proposed staffing structure and volunteer initiatives Programming • create an inventory of older adult recreation programs and opportunities currently available within Clarington and identify potential programming gaps and partnership possibilities • conduct a review of existing older adult recreation programming and consider short- and long-term options for addressing current challenges and future growth • identify and assess different program delivery models It should be noted that the programs and facilities provided by the Municipality's Community Services Department and the Clarington. Older Adult Association are just some of the many factors in Clarington's efforts to become an `age -friendly' community. The `age friendly' concept must be embraced through a broad community perspective and should involve all Municipal departments and community stakeholders, including those involved with recreation, transportation, engineering, planning, library, health and social services, etc. Where appropriate, this Older Adult Strategy does address potential and existing partnerships within these sectors, at various levels of government and within the community -at -large. March 2015 Page 2 12-37 Clarington Older Adult Strateav The development of this Older Adult Strategy has required extensive research, public and stakeholder engagement, critical assessment of current assets/programs, and the development of prioritized action plans to address key issues. Partnership opportunities and high level cost implications have also been identified, where applicable. The Municipality retained the Consulting Team of Monteith Brown Planning Consultants and Tucker -Reid & Associates to prepare this Strategy. A Steering Committee consisting of key representatives from the Municipality, Clarington Older Adult Centre Board, Regional Municipality of Durham, and general public was formed to provide guidance throughout the duration of the project. March 2015 12-38 Page 3 Clarington Older Adult Strategy Section 2: Planning Context This section identifies a number of important research inputs and considerations for this Strategy, including a socio -demographic profile that examines the composition of the current population and future growth potential, key trends and best practices in older adult recreation facilities and program delivery, and other relevant initiatives and policies of the Municipality and its partners that may influence services to the older adult community. Clarington Snapshot (Source: Municipality of Clarington, 2013) Located just 40 km east of the Toronto border, Clarington is one of the largest municipalities (611 km2 in land area) in the Greater Toronto Area (GTA). With this size comes a fantastic diversity of urban and rural settings, modern and historic architecture, as well as innovative and traditional opportunities. Clarington is home to three urban areas, one village, and 14 hamlets which include a rich heritage dating back over 125 years. From the Lake Ontario waterfront to Greenbelt protected farmlands and the natural beauty of the Oak Ridges Moraine, Clarington offers a wide variety of experiences for those who live, visit, and work here. Its strategic location provides easy access to Provincial Highways 401 and 35/115, CN Rail and CP Rail lines, as well as the future extension of Highway 407 and a future GO Train terminal. Clarington is a collection of smaller communities including the urban centres of Bowmanville, Courtice, Newcastle Village, and Orono, which are surrounded by scenic countryside. Clarington is a vibrant community with new development — both commercial and residential — and the local economy continues to grow and prosper. Affordable housing, safe communities, and the quality of life are just three reasons why so many continue to choose Clarington. Characterized by a variety of landscapes, unique retail areas, numerous tourist attractions, and recreational opportunities, Clarington captures the spirit of a small town without sacrificing the amenities of a large city. Population and Age The Municipality of Clarington's population has more than doubled over the past twenty- five years, growing from approximately 35,000 residents in 1986 to nearly 88,000 residents in 2011.2 This rapid rate of growth is expected to continue over the next twenty years, as requirements of the Provincial Growth Plan and Region of Durham 2 Statistics Canada Census data, 1986-2011; including Census net-undercoverage March 2015 Page 4 12-39 Clar-ington Older Adult Strategy Official Plan allocate an additional 52,700 people in Clarington (60% growth) by the year 2031 for a forecasted population of 140,400.3 Understanding the different markets of older adults and their relationship to the Municipality's existing and emerging community profile is critical for this assignment. Specifically, the following profile identifies demographic characteristics that may influence the current and future direction of older adult programs and facilities in the Municipality of Clarington, including characteristics relating to age, population distribution, income, ethnicity, future growth, etc. Clarington is home to several distinctive groups of older adults who have varied expectations and service requirements. Groups such as older adults, active agers, retirees, seniors, and the frail elderly have not only varied program and facility needs, but will require the Municipality to consider different service delivery approaches. Further, providing accessible opportunities to these groups in an efficient and effective manner is a challenge given Clarington's large geographic land base and dispersed population. In this demographic analysis, we have focused on the 50+ age group (which the Clarington Older Adult Association currently uses to define older adults and potential members) and the 65+ age group (which the Municipality of Clarington uses to define older adults/seniors). Children born today have the prospect of living a longer life than any generation before them. Every year, the percentage of people in our province who are 65 years or older increases slightly. With the increase in the aging and diversity of the population, these trends will pose a challenge to the effective and efficient delivery of older adult recreation opportunities over the next five years and beyond. The 2011 Census reported Clarington's median age to be 38.6 years, increasing from the median age of 36.9 years in 2006. This `aging' of the population is consistent with recent provincial and national trends, and tends to be most prevalent in municipalities with rural characteristics. Population pyramids for both the Municipality of Clarington and the Province of Ontario are shown in the following page. Both profiles are quite similar, although Clarington's shows a more pronounced bulge in the 45 to 54 (and 15 to 19) age group. 3 Hemson Consulting. Memorandum to the Municipality of Clarington Re: Clarington Community Forecast Update 2013. January 25, 2013: March 2015 12-40 Page 5 Clarington Older Adult Strategy Municipality of Clarington Population Pyramid (2011 Census data) 85+ 80-84 ❑ % Male 75-79 L7i% Female 70-74 65-69 60-64 155-59 50-54 45-49 40-44 35-39 30-34 25-29 20-24 15-19 10-14 5-9 0-4 -6 -4 -2 0 2 4 6 Source: Hemson Consulting. Memorandum to the Municipality of Clarington Re: Clarington Community Forecast Update 2013. January 25, 2013. Province of Ontario _Population Pynam d 2011 Census data 85+ 80-84 ❑ % Male 75-79 70-74 LI% Female 65-69 60-64 55-59 50-54 45-49 40-44 35-39 - 30-34 25-29 20-24 15-19 10-14 5-9 0-4 -6 -4 -2 0 2 4 Source: Statistics Canada, 2011 Census data. March 2015 6 Page 6 12-41 Claringtoii Older Adult Strategy In 2011, approximately 31 % of the population in Clarington was age 50 and over and 12% was age 65 and over. With the trailing edge of the Baby Boomer generation currently at age 50, the percentage of older adults in Clarington by 2031 will be similar to current proportions. Overall, the number of older adults age 50+ is forecasted to increase by 56%, from 26,410 in 2011 to 41,220 in 2031. There will, however, be a sizeable increase in the number of older adults age 65 and over, from 10,250 in 2011 to 23,160 in 2031 — an increase of 126%. The following tables illustrate population forecasts for Clarington's various communities, as totals and then organized by key age groups¢. Munici alit Community of Clarin 2011 ton — Communit 2021 -s ecific Forecasts, 2011 to 2031 2031 Growth, 2011-31 Bowmanville 36,100 41% 47,100 43% 64,200 46% 28,100 78% Courtice 24,900 28% 31,300 29% 36,600 26% 11,700 47% Newcastle 8,300 9% 12,200 11% 19,300 14% 11,000 133% Rural 18,400 21% 19,100 17% 20,300 14% 1,900 10% Total 87,700 100% 109,800 100% 140,400 100% 52,700 60% 25,000 20,000 15,000 10,000 5,000 0 Forecasted Population by Age Group, Municipality of Clarington 2011 2016 2021 2026 2031 X50-64 -9&-65-79 in 4 Hemson Consulting. Memorandum to the Municipality of Clarington Re: Clarington Community Forecast Update 2013. January 25, 2013. March 2015 12-42 Page 7 Cladiwwn Older Adult Strateav Forecasted Population Age 50+ by Community, Municipality of Clarington Bowmanville _ ---- - Courtice - ----- --- - -- - -J Newcastle - Rural ----- ---- --- r_, 2011 2016 2021 2026 ■ 2031 0 5,000 10,000 15,000 20,000 MunicipalitAl of Clarin ton - A e Cohort Forecasts 2011 to 2031 One2011 20211 • • 1 0-49 58,720 69% 70,350 67% 93,990 70% 35,270 60% 50-64 16,160 19% 20,170 19% 18,060 13% 1,900 12% 65-79 7,630 9% 11,430 11% 16,910 13% 9,280 122% 80+ 2,620 3% 3,800 4% 6,250 5% 3,630 139% Total 85,130 100% 105,750 100% 135,210 100% 50,080 59% Bowmanville - Aae Cohort Forecasts. 2011 to 2031 Age 2011 20211 •2011-31 0-49 25,710 74% 32,190 71% 44,970 73% 19,260 75% 50-64 5,670 16% 7,640 17% 8,440 14% 2,770 49% 65-79 2,540 7% 4,020 9% 6,060 10% 3,520 139% 80+ 1,050 3% 1,310 3% 2,180 4% 1,130 108% Total 34,970 100% 45,160 100% 61,650 100% 26,680 76% Courtice - Aae Cohort Forecasts. 2011 to 2031 A.- 2011 20211 •2011-31 0-49 17,660 73% 20,480 68% 23,520 67% 6,860 33% 50-64 4,400 18% 6,290 21 % 5,350 15% 950 22% 65-79 1,590 7% 2,770 9% 5,040 14% 3,450 217% 80+ 545 2% 770 3% 1,420 4% 875 161% Total 24,195 100% 30,310 100% 35,330 100% 11,135 46% March 2015 Page 8 12-43 Oadngtoig Older Adult Strategy Newcastle - Age Cohort Forecasts, 2011 to 2031 A.• 2011 2021 2031 2011 to 2031 2021 2031 0-49 4,980 61% 8,230 70% 14,650 79% 9,670 194% 50-64 1,660 20% 1,720 15% 1,720 9% 60 4% 65-79 1,060 13% 1,290 11% 1,450 8% 390 37% 80+ 405 5% 580 5% 820 4% 415 102% Total 8,106 100% 11,820 100% 18,640 100% 10,535 130% Rural - A A.- e Cohort Forecasts 2011 2011 to 2031 2021 2031 0-49 10,370 58% 9,450 51% 10,850 55% 480 5% 50-64 4,430 25% 4,520 24% 2,550 13% -1880 -42% 65-79 2,440 14% 3,350 18% 4,360 22% 1,920 79% 80+ 620 3% 1,140 6% 1,830 9% 1,210 195% Total 17,860 100% 18,460 100% 19,590 100% 1,730 10% Source: Hemson Consulting. Memorandum to the Municipality of Clarington Re: Clarington Community Forecast Update 2013. January 25, 2013. Note: The age cohort forecasts exclude undercount and are less than the adjusted forecasts shown on the previous page. Based on the preceding data, the following demographic profiles have been created for each of the Municipality's major settlement areas: Bowmanville Bowmanville is the Municipality's largest settlement area with a 2011 population of nearly 35,000. It is also the Municipality's youngest community, with only 26% of residents being age 50 and over, representing 35% of all older adults in Clarington. Forecasts anticipate an additional 7,420 age 50+ residents by 2031, representing an 80% increase. Bowmanville is projected to remain Clarington's largest community and, therefore, will continue to be home to the greatest number of the Municipality's age 50+ residents (16,680 by 2031, representing 40% of all older adults in Clarington). Bowmanville's growth rate in the age 50 to 64 bracket (49%) is particularly strong compared to other communities. Courtice Courtice is the Municipality's second largest settlement area with a 2011 population of approximately 24,200, 27% of which is age 50 and over (representing 6,535 residents and 25% of all older adults in Clarington). Forecasts anticipate an additional 5,275 age 50+ residents by 2031, representing an 81 % increase and increasing Courtice's share of the Municipality's older adult population to 29%. Both Courtice and Bowmanville are expected to see sizeable increases in their older adult population by 2031, although the forecasted growth rate in Courtice's age 65 to 79 population is notably greater than March 2015 Page 9 12-44 Claringtoii Older Adult Strategy Bowmanville's, suggesting a more rapidly aging population in Courtice (behind only the rural areas). Newcastle Newcastle had a population of over 8,100 in 2011, as well as a relatively older population profile with 39% of residents being age 50 and over (accounting for 12% of all older adults in Clarington). Forecasts anticipate an additional 865 age 50+ residents by 2031, representing a 28% increase. This figure is contrasted with an overall growth rate of 130°/x, suggesting that Newcastle's population is getting younger. By 2031, only 21 % of Newcastle's population is projected to be age 50 and over, representing only 10% of all older adults in Clarington. Rural Areas Clarington's rural areas — which include smaller settlement areas such as Orono, Newtonville, Enniskillen, etc. — have an older population profile (42% of residents were age 50 and over in 2011, representing 7,490 residents and 28% of Clarington's total older adults population). Forecasts anticipate an additional 1,250 age 50+ residents by 2031, representing a 17% increase. The 65+ rural population is expected to more than double by 2031 (with strong growth in the 80+ population), while the number of residents age 50-64 is projected to decline by 42%, reducing the share of older adults living in rural areas to 21 %. Other Socio -Demographic Characteristics The following analysis is based on information from the 2011 short -form Census (which contains the most recent count of the Municipality's population, age, household, and language characteristics) and the 2011 National Household Surveys (which collected information on immigration, income, employment, etc.). According to the 2011 Census, 20% of Clarington residents 65 years and over lived alone (74% of which were female) and 7% were living with relatives or non -relatives (excluding spouses). The following points are representative of the entire Clarington population as age- specific data in not reported for language, immigration, or ethnicity data. Generally speaking, Clarington's population is predominantly comprised of English-speaking, Canadian -born persons of North American or European descent, although the population can be expected to become more ethnically diverse over time due to Clarington's proximity to Toronto and the rest of the GTA. s The National Household Survey was a voluntary, self-administered survey conducted for the first time in 2011 as a replacement for the long census questionnaire. Due to the survey methodology, the Municipality of Clarington has a non -response rate of 28.1%, which may affect data quality. March 2015 Page 10 12-45 Clarington_ Older Adult Strategy According to the 2011 Census, English was reported as the language spoken most often at home for 98% of Clarington's population. The 2011 National Household Survey indicates that 11 % of Clarington's residents were foreign -born (compared to 28% Ontario -wide), but that only 1.2% of residents are recent immigrants that came to Canada between 2001 and 2011. 5.6% of Clarington residents identify themselves as visible minorities, with Black, Filipino, and South Asian being the predominant groups. Comparatively, income levels in Clarington are high, although there are regional variations in cost -of -living indicators. The median household total income in Clarington was $83,439 in 2010, as identified in the 2011 National Household Survey. This is slightly higher than the Regional average of $81,119 and substantially higher than the Ontario average of $66,358. 6.1 % of Clarington's population age 65 years and over are considered to be low income based on the after-tax low-income measure (compared to 7.8% of the total population), much lower than the provincial average. Persons with higher levels of income tend to exhibit higher participation in recreation activities, suggesting that the Municipality is likely to have higher than average participation rates. However, given the wide age spectrum that encompasses the term older adult — ranging from age 50 to 100 and beyond — there are many older adults living on pensions and other forms of fixed income, which can impact their ability to participate in recreation and leisure opportunities. Affordability should continue to be an important consideration for older adult services. Leisure time physical activity generally declines with age. According to the 2013 Canadian Community Health Survey, 47% of residents age 45 to 64 within Durham Region and 57% of residents age 65 and over were moderately active or active during leisure -time. The latter point is especially notable given that the Ontario average is 9% less (48%) for residents age 65 and over, suggesting that older adult physical activity levels are higher in Durham Region. In this section, specific issues, trends, and best practices relating to older adult opportunities are explored through primary and secondary research (e.g., local, provincial, national, and global studies). Trends pertaining to lifestyle demands, recreation interests, and service delivery approaches help to provide context and rationale for many of the recommendations later in the study. General Profiles of Older Adult Centres in Ontario While older adult centres are generally regarded as an important part of the health care and recreation sectors due to their many physical and social benefits, only about 10% of Ontario's older adult population make use of their services (the ratio in Clarington is quite similar). In general, older adult centres have been most successful in attracting individuals from lower or middle income brackets, including a very high portion of single women. March 2015 Page 11 12-46 Claringtoju Older Adult Strategy The primary market for most older adult centres in Ontario is the 65 -plus age group, although membership tends to be available to those 50 or 55 years of age and older. 72% of the Clarington Older Adult Association's (COAA) members are age 65 or older, while 8% is age 85 or older. Because older adult centres are designed to appeal to such a wide age range, members tend to stay involved for a very long time. A 2013 survey undertaken by the COAA suggests that 39% of its members have been coming to the Beech Centre for more than 5 years, which is actually lower than the Provincial average, suggesting the COAA's membership is generally newer than the average centre in Ontario. Members of older adult centres are also very healthy and have strong activity patterns that help them remain physically well (55% of members described their level of physical activity as fair/moderate, and 33% as good/excellent) 6. Evolving Interests Amongst Older Adults Older adults are increasingly remaining active longer in life than past generations, as well as continuing to work later in life, which has caused a shift in the type and intensity of recreation activities pursued by the different age cohorts within this population. The Baby Boomers, as a group, are more active and fit than those that came before them. This will continue to be of interest as they age, and is expected to result in an increase in drop-in, fitness, and education activities, as well as specialized programs tailored to niche interests. However, there will also still be older adults that are interested in traditional pursuits (e.g., cards, teas, bingo, etc.), which will require the continued provision of a broad range of opportunities. Increased Interest in Drop-in and Health/Wellness Opportunities Lack of time is often identified as the number one barrier to participation for every age group, including older adults. For many older adults, volunteering, travelling, caring for family members (grandchildren, spouse, and/or parents), and working later in life can be contributing factors. The Municipality and COACB currently offer a wide variety of drop- in opportunities for older adults and new program offerings are added year after year. In terms of program participation and demand across the Province, the Older Adult Centres' Association of Ontario's 2010 Profile' indicates the following: ® Special events and trips and travel are the most used programs within centres (in Clarington, special events, cards, and fitness were the most popular programs) ® Fitness activities are used by more than one-third of the members (in Clarington it was approximately 40%) 6 Older Adult Centres' Association of Ontario. Building Bridges to Tomorrow: User Profile of Older Adults Centres in Ontario. 2010. Ibid. March 2015 Page 12 12-47 Claringtoll- • Educational classes are twice as popular as cards dispelling the myth that older adult centres are primarily "card clubs" (in Clarington, participation levels for cards were much higher than educational programs) • Age has a major impact on program participation • "Boomers" are more active in fitness and health type activities • Members are very satisfied with leisure programs within centres and rate the services higher than 9 out of 10 (similar results were seen in Clarington) • Almost one-quarter of the members participate in health promotion programs (in Clarington, 57% of members participate in health clinics offered at the COAA) • Foot care is the most utilized health service (in Clarington, screening clinics were the most utilized health service) • Demand for weight loss programs and health promotion services are the two most requested new programs (in Clarington, demand was greatest for health and wellness, education, and special event programs) • Non-members were most interested in physical activities, special events, trips and travel, computers and technology, and health and wellness (similar results were seen in Clarington) For many older adults, recreational opportunities also provide a social connection that is vital to both their physical and mental health. Most older adult centres are presently providing only a small degree of health services with a major focus primarily on health promotion. However, the Province recognizes the important role that older adult centres play in serving as community hubs and is increasingly interested in their ability to deliver health, social, and community care services$. Opportunities to expand health and wellness programs and to work with other continuum of care providers may expand as the population ages. Accessible Programs and Facilities The Accessibility for Ontarians with Disabilities Act (AODA) is gradually changing the Province's regulations related to customer service, design of public spaces, communications, transportation, and more. Certain standards have already taken effect and others will be phased -in over time, with varying compliance timelines for public, non-profit, and private sector organizations. The purpose of the Act is to develop, implement, and enforce accessibility standards in order to achieve accessibility for Ontarians with disabilities. Barriers are defined to include "anything that prevents a person with a disability from fully participating in all aspects of society because of his or her disability, including a physical barrier, an a Dr. Samir K. Sinha. Living Longer, Living Well. Report Submitted to the Minister of Health and Long -Term Care and the Minister Responsible for Seniors on recommendations to inform a Seniors Strategy for Ontario. 2012. March 2015 12-48 Page 13 Clarington Older Adult Strategy architectural barrier, an information or communications barrier, an attitudinal barrier, a technological barrier, a policy or a practice9." As the population of Clarington grows, so too will its proportion of older adults and those with disabilities, requiring greater attention to accessibility. The Municipality has an Accessibility Advisory Committee and operates several fully accessible recreational facilities. As older adults age, many will acquire disabilities (e.g., mobility, dementia, illnesses, etc.) that will need to be accommodated, with staff and volunteers receiving proper training. Access to recreation opportunities are a defining factor in age -friendly communities as they create opportunities for greater physical activity, which is a proven factor in limiting certain medical conditions, such as hypertension, heart disease, and depression10 Physical inactivity among seniors is particularly problematic as activity levels tend to decline with age. A 2013 Elderly Persons Centre Impact Survey undertaken by the COAA found that 76% of members agree that they are more physically active as a result of participating at the Centre. Increasing Diversity Many municipalities — particularly those in the Greater Toronto Area (GTA) — are experiencing increased diversity in the ethnic backgrounds of residents and this trend is likely to continue. While Clarington is accommodating far fewer new Canadians than most GTA communities, newcomers are likely to comprise a larger proportion of future residents. Socio -demographic factors such as ethnicity can affect leisure preferences and delivery models. From an ethnicity perspective, older adult centres are fairly weak in terms of their market share, which includes a very low participation level for visible minorities. For municipal older adult centres across Ontario, attracting younger members was the biggest issue followed by program space, recruiting volunteers, and attracting minorities". These concerns also apply to Clarington's situation. Consideration will need to be given to additional outreach efforts (such as working with multi -cultural organizations), representing various ethnicities amongst staff and volunteers, and facilitating services in multiple languages in an effort to ensure that municipal recreation services are meeting the needs of the entire older adult community to the greatest degree possible. 9 Province of Ontario. Accessibility for Ontarians with Disabilities Act. 2005. 'o Federation of Canadian Municipalities. Canada's Aging Population: The municipal role in Canada's demographic shift. 2013. " Older Adult Centres' Association of Ontario. A Profile of Older Adult Centres in Ontario. 2013. March 2015 Page 14 12-49 Ciarington Older Adult Strategy Volunteerism Volunteers are essential to the operation of leisure programs and special events across the Province; the COAA is particularly highly reliant on their assistance. Although volunteering research identifies volunteering rates to generally be steady in Ontario, our experience in several other communities suggests that many leisure organizations still struggle to find and retain volunteers. While approximately 47% of Ontarians (15 years or older) volunteered in 2010, older residents (39%) were less likely to volunteer than younger residents but those that did volunteered many more hours (an average of 246 hours/year for residents age 55 to 64 and 222 hours/year for residents age 65+)12 The Municipality and its partners have developed several guiding documents over time to provide direction to ongoing operations and future planning, such as (but not limited to) Official Plans, Strategic Plans, and topic -specific studies. Where applicable, the findings and directions of these studies have been incorporated into the relevant sections of this Older Adult Strategy. There are, however, a number of higher-level documents that provide strategic direction to this and other municipal initiatives; these key documents are summarized below. Municipality of Clarington, Strategic Plan 2011 to 2014 (2011) The Strategic Plan provides a road map for Council and Staff in setting and addressing Clarington's priorities over the planning period and beyond. The Municipality's current mission statement is "Committed to leadership, respect, and the delivery of quality services" and its vision statement is "Building a sustainable, creative, caring community". The following six strategic priorities were identified — none of which explicitly relate to the provision of recreation opportunities to older adults — with several objectives and actions for each: • Promoting economic development • Maintaining financial stability • Connecting Clarington • Promoting green initiatives • Investing in infrastructure • Showcasing our community 12 Statistics Canada. 2010 Canada Survey of Giving. Volunteerinq, and Participating, 2010. March 2015 Page 15 12-50 Clarington Older Adult Strategy Municipality of Clarington, Community Services Department Strategic Plan (2008) This Strategic Plan addressed the full range of programs, service, and facilities under the purview of the Municipality's Community Services Department. In relation to older adults, the Plan suggested that older adults and younger seniors are best supported by multi -use community centres that offer a variety of choices (along with some dedicated space; e.g., lounge), rather than stand-alone seniors' centres. Further, it was recommended that the future expansion or development of recreation centres in the Municipality should consider the provision of dedicated senior's space for lounge and administrative purposes. The Plan was also supportive of using existing and planned community space during non -prime hours for the delivery of older adult programming, particularly fitness and aquatic facilities. Municipality of Clarington, Official Plan (1996, 2012 Office Consolidation) The Official Plan provides a structural framework for future growth and development in the Municipality of Clarington to 2016. In doing so, the Plan provides strategic directions for the Municipality and establishes policies for land use, infrastructure, and services. The Official Plan is currently under review. It is a goal of the Municipality to "provide for a range of activities, facilities and services to meet the evolving needs of residents of all ages and physical capabilities" (Section 18.1.1). Further, key Official Plan objectives (Section 18) relative to community services include providing for the growth and appropriate distribution of community facilities, optimizing the delivery of municipal services in an efficient and equitable manner, and planning and delivering services in a manner which focuses on higher order institutions and community facilities in Bowmanville. Key policies for community facilities include: • locations in close proximity to centres of activity to enable joint use of facilities • providing and incorporating civic open space areas in the planning and design of these facilities, wherever possible • encouraging their location in urban areas and hamlets The following site development criteria for community facilities have been established in policy 18.5.7 of the Official Plan: a) Sufficient parking and loading areas b) Safe and convenient access c) High quality landscaping d) Visual integration of the facility within the existing or planned surrounding uses e) Fencing, screening and buffering from adjacent lands where appropriate and necessary March 2015 Page 16 12-51 Clarington Older Adult Strategy Clarington Older Adult Centre Board, Strategic Plan (2010) The Clarington Older Adult Centre Board's mission statement is "To promote the health and happiness of older adults by providing opportunities to enhance their quality of life". The values and beliefs identified in the Plan include: accessible; caring; community focused; fiscally responsible; member focused; and quality programs. The vision established by the COACB includes the following components: • Continued growth in membership • Facilities throughout Clarington designed for Older Adults • Expanded programs and services • Respected Community Partner • Sustainable funding • Effective governance and administrative processes One strategic priority put forward through this process was the development of a Master Plan addressing older adult facilities. March 2015 12-52 Page 17 Clarington Older Adult Strategy Section 3: Existing Programs & Resources This section contains a listing and description of key facilities, programs, and providers involved in the delivery of recreation opportunities to older adult residents of the Municipality of Clarington. The purpose of this information is not to establish an exhaustive inventory, but rather to indicate the scope of services available to local older adults, which is more fully assessed in subsequent sections of this report. The Municipality of Clarington's Community Services Department provides general recreation, aquatics, and fitness programming, as well as supporting facilities, for a broad cross-section of municipal residents. For older adults, the focus of municipal programming is in the areas of aquatics and fitness, with direct recreation programming provided in partnership with the Clarington Older Adult Centre Board. The COACB is a Committee of Council that is operated by non -municipal staff (largely comprised of volunteers) and is governed by a Board of Directors; it was formally established as a Board of Municipal Council in 2005. Since 1998, the COACB has operated the Clarington Older Adult Association (COAA) and has seen steady and significant membership growth from 266 in 1998 to 2,547 at present. Compared to other centres across the province, the CORA has a large and active membership and is attracting approximately 9% of the Municipality's 2011 population age 50 and older. COAA programming occurs primarily at a municipally -owned facility (the Clarington Beech Centre located at 26 Beech Avenue in Bowmanville), with partnership programs in satellite facilities in other communities within Clarington, including the Courtice Community Complex, Newcastle Library, Newcastle & District Recreation Complex, and Bowmanville Indoor Soccer Facility. In 2009, the Municipality and COACB signed a Memorandum of Understanding that provides the framework for the delivery of partnered programs. By all accounts, this collaboration is highly successful as it allows residents to participate in structured recreation programs and services at facilities throughout the Municipality (particularly those living outside Bowmanville) with or without a COAA membership. In doing so, this partnership also leverages COAA's extensive volunteer resources, improves non -prime time use of Municipal facilities, reduces potential duplication of effort, and allows for cross -promotion and marketing opportunities. Annual funding from the Municipality (grants and utilities) represents 40% of the COACB's total revenue in its 2014 budget. As per the terms of the agreement, registration revenue generated through partnership programs is shared between the COACB and the Community Services Department based on an 80/20 split. The COACB receives 80% of all registration revenues and is responsible to pay all direct program costs, while the Municipality receives the March 2015 Page 18 12-53 Claringtoii Older Adult Strateqv remaining 20% of registration revenue to offset facility operating costs. The Municipality also provides the COACB with an annual grant to assist with operations. Public input has yielded many compliments regarding current recreational services to the older adult community. The Municipality, COACB, and everyone involved in the delivery of older adult services have much to be proud of. There will continue to be a need to engage older adults in meaningful activities that promote active and healthy living. While not all older adults are inclined to use seniors' centres, it is the mandate of the Municipality, Region, and countless service providers to ensure that the wellbeing of seniors is appropriately addressed. Although the focus of the Municipality's recreation services to the older adult community is facilitated through the COACB, expanded older adult programs — particularly those focused on physical activity and wellness — will be required across various municipal venues. The Municipality and Clarington Older Adult Centre Board are the primary providers of older adult programs and facilities in Clarington, although there are a number of smaller or more niche offerings available in the community. This section identifies the broad range of programs and facilities currently available to older adults living in Clarington, with a view toward understanding potential areas where gaps or duplication may exist. Given the wide range of recreation service providers in the Municipality and Region, this is not intended to be an exhaustive list, but rather an indicator of available opportunities. Facilities The Municipality's primary location for older adult programs is the Clarington Beech Centre, located at 26 Beech Avenue. This site was acquired by the Municipality from the Lions Club of Bowmanville in 1998. Since that time, the property has been home to the Clarington Older Adult Centre Board, Community Care (vacated in March of 2010), the Lions Club Daycare (vacated in June of 2010), and the Bowmanville Tennis Club, which has been in operation since the 1940s. Currently, the Beech Centre building is fully occupied by the COACB. The Beech Centre is located on a 2.1 acre site (excluding tennis courts and Lion's Parkette) on a residential street in a Heritage Conservation District; however, the Beech Centre is not a heritage designated building. Municipal or COACB-partnered recreation programs and opportunities are also provided for older adults (and the general population) as part of the following municipal facilities: • Courtice Community Complex • South Courtice Arena • Newcastle & District Recreation Complex • Newcastle Library • Bowmanville Indoor Soccer Facility March 2015 Page 19 12-54 Clarbgton Older Adult Strategy Programs The Municipality of Clarington offers a wide range of registered recreation programs and memberships for residents of all age groups. While most programs are not specific to the older adult community (some are offered in partnership with the COACB), many are open to older adults. The Municipality specifically identifies seniors as being age 65+ and offers a 50% reduced rate for these residents; discounts are not available for those programs offered in partnership with the COACB. The COACB offers a broad selection of registered and drop-in programs including, but not limited to, those identified below: Sample COACB Drop-in Programs • Cards & Games (500 Cards, Bid Euchre, Canasta, Cribbage, Duplicate Bridge, Euchre Mexican Train Dominoes, Scrabble, Social Bridge, Texas Hold'em Poker, Trivia) • Arts (Choir, Jam Session, Open Art) • Sports & Fitness (Badminton; Billiards, Darts, Shuffleboard, Table Tennis, Tone and Strength) • Dance (Square/Round Dance) • Other (Book Club, Friendship Club, Woodcarving) Sample COACB Registered Programs • Cards & Games (Bridge Lessons, Euchre Lessons, Fun with Words) • Arts (Drawing, Guitar Techniques, Painting, Pen and Ink, Stained Glass, Summer Art) • Sports & Fitness (Arthritis Fitness, Cardio, Chair Pilates, Cycling, Drums Alive Fitness, Fabulous Muscles, Gentle Yoga, Golf, Golf Fitness, Hiking, Horseshoes, Qigong, Pilates, Sit and Be Fit, Strength Training, Tai Chi, Yoga, Yogalates, Zumba/Zumba Gold) • Dance (Ballroom, Line, Tap) • Other (African Drumming for Health, Photoshop Skills, Spanish, Writing Your Legacy) The Municipality and COACB are not the only providers of older adult programs and/or facilities to Clarington residents. There are several community organizations, agencies, and private sector businesses that provide support, programming, or volunteer opportunities relative to the leisure interests of older adults, including (please note that this is not an exhaustive list): Wilmot Creek adult lifestyle community (arts classes, fitness and wellness, lawn bowling and golf, cards, special events, etc.) Clarington Public Library (Courtice, Bowmanville, Newcastle, Orono) March 2015 Page 20 12-55 Claringtoii Older Adult Strategy • local organizations (e.g., Visual Arts Centre, Solina Silver Set, Horticultural Societies, Women's Institute, Railroad Association, etc.) • local sports clubs (masters swimming, squash, badminton, etc.) • local service clubs (e.g., Rotarians, Lions, Kinsmen, Legion, etc.) • regional agencies (e.g., CARP, Community Care Durham, etc.) • loosely organized groups (e.g., book clubs, bridge clubs, etc.) • private clubs (e.g., fitness clubs, golf courses, ski clubs) • retirement and long-term care residences • local churches • seniors' centres in adjacent communities (e.g., Oshawa, Port Hope) • private clubs in adjacent communities (e.g., curling, lawn bowling, cultural centres, etc.) This section examines participation levels relative to older adult recreation opportunities, including program registrations, drop-in visits, and membership in Municipal and COACB offerings. Further analysis of this data is contained in Section 5. As shown in the following table, there were 767 registrations in Municipally -administered recreation programs in 2013 from older adults (age 65+), with the large majority being in the area of aquatics (especially aquafit). Older Adult (age 65+) Registration in Municipality of Clarington Recreation Pro rams, 2013 Aqua Fit registrantsProgram # of age 65+ 516 registration that was age . 73% Aqua Jogging / Deep Water A uaFitness 66 80% Shallow Water A uafit 60 72% Nice & Easy A uafit 20 65% Tai Chi / Yoga Combo 10 20% Other 95 n/a Total 767 n/a Source: Municipality of Clarington, 2014 Similarly, the Municipality offers a variety of fitness and aquatic membership options for its residents, including older adults (age 65+). As shown in the following table, there were 620 unique older adult membership registrations in 2013, ranging from weekly passes to annual memberships at facilities across Clarington. March 2015 12-56 Page 21 Ciaringtm Older Adult Strategy Older Adult (age 65+) Memberships in Municipality of Clarington Recreation Facilities_ 2013 Membership Type Pass Term # of registrants age 65+ Fitness 1 week 32 --- 10 Ticket Pass 116 3 month 12 -- 6 month 2 - -- 12 month 115 Pool 10 Ticket Pass 76 1 month 58 12 month 110 Squash 1 month 3 o°' 12 month 3 Swim/Skate 10 Ticket Pass 34 3 month 8 �o 12 month 51 Total n/a 620 Source: Municipality of Clarington, 2014 In 2014, the COAA reported a membership of 2,547 patrons, a growth of nearly 160% in the last five years, and 38% (686 members) in the past year alone! The COAA indicates that this recent membership surge can be attributed to four main factors: greater demand, increased advertising, increased staff capacity, and attraction of new members through satellite programs. In its 2014 budget, membership fees account for approximately 7% of the COACB's total revenue. 3,000 - -- - - 2,500 2,000 1,500 1,000 - 500 r- COAA Members, 1998-2014 o---- -- --- -- --- --- -- --- - -- - -- -- — - o,`b o,°'o0 0 0A o`b o°' �.o N �`� N� No No �o �o �o pyo �o �o �o pyo �o �o rp rp Co ro f) March 2015 Page 22 12-57 Clarington_ Older Adult Strategy As shown in the following table, 28% of current members are less than 65 years old (new member eligibility begins at age 50), 43% are between the age 65 and 74, and 29% are age 75 and above. The median age of the membership is approximately 70 years. A 2013 survey conducted by the COAA indicates that 82% of its members attend programs once a week or more. COAA Memberships by A e, 2014 ;-Age-Range Ages 55 or less embers 77 Percent_ 3% Ages 55-59 190 7% Ages 60-64 445 17% Ages 65-69 558 22% Ages 70-74 541 21% Ages 75-79 321 13% Ages 80-84 213 8% Ages 85+ 202 8% Subtotal 2,547 100% Source: COAA, 2014 56% of COAA members reside in the Bowmanville area, which is a decline from the 64% recorded in 2009, suggesting that the satellite programs have had a positive effect on membership. In addition, 16% of current COAA members reside in the Newcastle area, 11 % in the Courtice area, 8% in smaller rural areas, and 9% are non-residents (including 5% that live in Oshawa). (note: totals may not add due to rounding) COAA Memberships by Community, 2014 Community Members Percent Bowmanville 1,417 56% Newcastle 402 16% Courtice 276 11% Orono 107 4% Hampton 60 2% Newtonville 28 1% Enniskillen 13 1% Kendal 10 0% Ha don 2 0% Tyrone 2 0% Leskard 1 0% Outside Clarin ton 229 9% Total 2,647 100% Source: COAA, 2014 March 2015 12-58 Page 23 Ciarbgton Older Adult Strategy The COACB offers a full array of programs (drop-in and registered), events, and trips for members age 50 and over. These activities focus on social, physical, educational, and informational programs for active older adults living throughout the Municipality of Clarington. The large majority of its programming occurs at the Clarington Beech Centre (Monday to Friday), although other municipality facilities throughout Clarington are also used to deliver recreation opportunities to older adults and the general public. In its 2014 budget, programs account for approximately 23% of the COACB's total revenue. As shown in the following table, 604 members accessed drop-in programs in 2013, making it the most popular type of activity (with 13,124 visits). The fitness/exercise programs (541 members and 9,767 visits) and meals (531 members and 6,735 visits) are also accessed by a large number of members. Of note is that the number of registrations in recreation programs, computers/photography programs, and workshops have all more than doubled between 2011 and 2013. COACB Pro ram Partici ation (undui2licated re istrations 2011 to 2013 Categoryi Drop-in Program 478 546 604 .-, 2011-13 26% Fitness/ Exercise 447 530 541 21% Meals 459 456 531 16% Fundraisers 249 256 359 44% Information Sharing 317 193 251 -21% Social Event 154 208 237 54% Outdoor Program 200 222 222 11% General Interest 177 162 220 24% Recreation 89 145 213 139% Dance 114 157 158 39% Computers & Photography 36 85 112 211% Music 27 96 90 233% Workshops 16 6 80 400% Art 52 55 47 -10% Hair Stylist -- -- 27 n/a Health, Screening 22 20 10 -55% Outings -- 44 -- n/a Total 2,837 3,181 3,702 30% Source: COAA, 2014 March 2015 Page 24 12-59 Clarington Older Adult Strateqv Section 4: Public & Stakeholder Input The public engagement program is a vital component of this community -responsive Strategy. Throughout the project, the public, older adults, caregivers, volunteers, COACB, and Municipal staff and officials have been consulted extensively to identify key issues, ideas, and future strategies for the enhancement of older adult recreation opportunities. Public input and feedback has been collected through a variety of means, including: • Community Survey • Stakeholder Interviews • COAA Open House • Public Input Meetings • Public Open House In addition, the Consulting Team will present the report to Municipal Council in early 2015. An online community survey was developed to solicit the opinions, preferences, and needs of older adults in the Municipality of Clarington. The survey was designed to gather input on existing facilities, programs, opportunities, what is needed, and what can be improved. The survey was launched in August 2014 for a period of five -and -a - half weeks and a web link was prominently displayed on the Municipal and COAA websites. Hard copies were also made available at key facilities and upon request. The survey was open to all residents, although it was predominately completed by those over the age of 50 years. The topics explored by the survey included: • Activities and locations of participation • Barriers to participation in recreation activities and programs • Activity levels • Satisfaction with existing facilities and programs • User fees • Volunteerism • Communication and promotion • Demographic information March 2015 Page 25 12-60 Clarington Older Adult Strategy A total of 603 surveys were completed, although respondents were not required to complete all questions; where appropriate, the number of respondents per question is identified. This survey is not intended to be statistically significant or representative of the population, as it was self-administered and voluntary. Nonetheless, the insight gained from this survey with regard to the needs and preferences of older adults is pertinent to informing an Older Adult Strategy. Respondents were required to provide their age in order for the cross -tabulation of responses by age category (note that percentages below reflect only those that provided their age; n=573): 5% of respondents were adults age under the age of 50 54% of respondents were Boomers between the ages of 50 and 68 40% of respondents were seniors age 69 and older Findings are presented below by question, including discussion of findings from cross - tabulations by age of respondent where applicable. Participation Respondents were asked which recreation activities they had participated in within the past twelve months, as well as where they usually participate in these activities. The most popular activities were reading (55%), walking for leisure (55%), and attending shows/theatre (53%). It is interesting to note that the top ten most popular activities that respondents participated in over the past year were unstructured activities. In general, when communities are surveyed regarding participation, the majority of the top activities tend to be self -scheduled or drop-in by nature. A summary of participation in various recreation activities is contained in the following figure. March 2015 Page 26 12-61 ChdOgt0in Older Adult Strategy Participation in Recreation Activities, Past 12_Months, n=588 Reading Walking for Leisure Attending Shows/Theatre Fitness or Aerobics- -- Computers, Internet Surfing, Digital..' Gardening - M 39% Cards and Games _ 38% Outdoor day trips or outings 34% Playing Cards MW. 34% Swimming I 34% Musical Performances 1111W 30% Yoga, Pilates, Tai Chi 1:29% Educational Classes, Lectures or.. 26% Social Networking 26% Hiking 23% Visiting Art Galleries and Museums 22% Arts and Crafts 21% Dancing 19% Golf 17% Cycling 15% Bird Watching 13%, Culinary Arts 12% Bowling 11% Drawing or Painting 10% Skating 9% Sailing or Boating 9% Quilting or Needlepoint 8% Skiing (downhill or cross country) 7% Pickleball 5% Billiards or Pool 5% Woodworking 5% Hockey 4% Baseball or Softball 4% Craft Brewing 3% Badminton or Basketball 3% Soccer '_- 3% Tennis 3% Lawn Bowling or Bocce 3% Pottery 2% Volleyball i_ 1% Martial Arts 1% March 2015 12-62 55% 55% 53% 47% 46% Page 27 Clarftwn Older Adult Strategy When respondents were asked about the location of participation, 54% of respondents reported participating most often at the Clarington Beech Centre and 34% participated at home (respondents were allowed to select more than one location). Other common locations, included municipal trails or parks (29%), the Courtice Community Complex (26%), Newcastle & District Recreation Complex (16%), and the Bowmanville Branch Library (12%). Location of Recreation Activities, n=590 Clarington Beech Centre / COAA Home Municipal Trails or Parks Courtice Community Complex Newcastle & District Recreation.. Bowmanville Branch Library Clarington Fitness Centre Courtice Branch Library Private Club/Business Place of Worship Newcastle Branch Library Recreation Centres in Other.. South Courtice Arena Bowmanville Indoor Soccer Local Community Hall Clarington Museum Visual Arts Centre Orono Branch Library Schools Darlington Sports Centre Orono Outdoor Pool March 2015 0% 54% Page 28 12-63 Clarington Older Adult Strategy When respondents were asked if there was anything that was preventing them from participating in recreation activities as often as they would like, the most common barrier to participation was being too busy or lack of time (30%). This was followed by affordability (20%), work (19%), and illness/injury/health concerns (18%). Additionally, over two -third of the respondents indicated at least one barrier to participation. Barriers to Participation, n=454 Too busy / lack of time Programs are too expensive Work Illness / Injury / Health Concern Caring for family members Unsafe / limited parking Need a friend to go with Lack of safe bike routes Don't know what is available Travel Not enough interesting programs Lack of indoor activities offered Don't drive / own a car Lack of convenient public transit Lack of trails near my home Don't feel comfortable Too crowded Fear of participation Programs are too physically challenging Cost of transportation is unaffordable Lack of parks near my home Safety concerns Language barrier 13% ® 10% 10% 10% 9% 9% 9% 7% 7% _ 6% 6% 6% 5% 5% 2% 1 2% 2% 0% 30% March 2015 Page 29 12-64 Clarington Older Adult Strateciv Respondents were then asked to describe their current and anticipated future (5 years) activity levels as either low, medium, or high. The following figure indicates that in the next five years, respondents' intensity of participation in recreation activities will generally remain unchanged, with a marginal decline in high intensity participation and increase in moderate intensity participation. This may suggest that those who participate in high intensity activities such as jogging and competitive sports may elect to participate in moderate intensity activities such as speed walking and dancing. Intensity of Participation_ Intensity of Participation in Five Years ■ Current Intensity of Participation 49% 51% 12% 11% INNEENNEEL— 38% 38% High Intensity (e.g. jogging, Medium intensity (e.g. Low intensity (e.g. walking, cycling, competitive sports) dancing, speed walking) cards) To further explore anticipated future demand for recreation pursuits, participants were asked to estimate what their level of participation will be for a broad range of activities in the next five years. Categories included active indoor recreation activities, active outdoor recreation activities, passive indoor recreation activities, passive outdoor recreation activities, lifelong learning, and arts and cultural activities. The options provided were `more frequently', `same rate as now', `less frequently', and `don't know'. The activity that respondents stated they would most likely participate more frequently in was lifelong learning (e.g. recreational reading, educational workshops/classes) (41 %), followed by passive indoor activities (e.g. cards, billiards and socials) (35%). On the other hand, the activity that respondents stated they would most likely partake less frequently was active outdoor recreational activities (e.g. hiking, golf, tennis, and cycling) (17%), followed by arts and cultural activities (e.g. drawing, woodworking, quilting, and music) (11 %). These findings are not unexpected given the physical limitations that are often associated with aging. March 2015 Page 30 12-65 Participation in Activities in the Next Five Years 1 Arts and Cultural Activities i 11% i i Lifelong Learning I- - - - 6% Passive Outdoor Activities Passive Indoor Activities Active Outdoor Recreational Activities Active Indoor Recreational Activities Clarington_ Older Adult Strategy 19% 33% - - 37% 41% 43% 31% - i 52% 35% 24% 17% 29% 45% 46% 48% Don't Know -; More Frequently Li Same Rate As Now o Less Frequently Facility Use and Satisfaction Respondents were asked if they visited the Clarington Beech Centre or any of the satellite facilities over the past 12 months to participate in older adult activities. As a follow-up, respondents were then asked to rate their level of satisfaction with the recreational opportunities available at each facility they used. As illustrated in the following figure, the most popular facility was the Clarington Beech Centre (58%). 65% of respondents who use this facility indicated that they were satisfied or very satisfied with the recreational opportunities offered at this facility. Overall, respondents generally identified that they were satisfied or very satisfied with the older adult recreational opportunities at all facilities. March 2015 12-66 Page 31 Clarington Older Adult Strategy Facility Use and Satisfaction, Past 12 Months 58% Clarington Beech Centre 65% 24% Courtice Community Complex 54% Newcastle & District Recreation 16% Complex 53% Newcastle Library 4% - 56 Additional feedback was sought from respondents to identify potential areas for improving the Clarington Beech Centre with respect to programming, service delivery, or the facility. There was clear consensus among the respondents that the Clarington Beech Centre is currently experiencing a deficit in parking spaces and the problem will only be exacerbated by the aging population. This was a prevalent concern among respondents and peripheral to this are concerns relating to accessibility (the availability of senior's parking and long walking distance between where participants are parked and the proximity to the facility itself due to a lack of on-site parking) and negative public perception on service delivery (respondents who have not visited the facility are deterred from doing so due to, in one respondent's words, hearing about "the horrendous parking issues" plagued by the Clarington Beech Centre). Second to parking were concerns regarding the scheduling of popular programs and activities offered at the Centre. Many respondents expressed regrets of their inability to participate in activities that are of interest to them due to daytime work commitments. Offering popular activities during after -work hours and extending weekend hours were two common suggestions. Equally prevalent to concerns regarding program schedules and related to the parking problem faced by the Organization is the call by respondents for a larger facility and additional space for program and activities that are susceptible to overcrowding. There was a general consensus that the Clarington Beech Centre is at or over capacity. As the aging population matures, more and more seniors will be patron to the Centre. Of note, respondents expressed the need for additional space for the cafe and a larger room for various classes that are offered at the location. Other common feedbacks that had arisen were concerns on affordability, class variety (seasonal classes, gender specific classes, and classes for those suffering from March 2015 Page 32 12-67 Clarington Older Adult Strateciv dementia), improved communication on the activities offered and information on age eligibility, and a healthier selection of food served at the Centre. User Fees Respondents were asked to identify how reasonable the fees charged by the Municipality and COACB were for registered programs for older adults, with the following results: ® 58% felt the fees were very or somewhat reasonable • 12% felt the fees were neither reasonable nor unreasonable • 17% felt the fees were very or somewhat unreasonable • 13% responded don't know / don't use Respondents were also asked whether age, income and/or residency of an individual that is registering for a program should impact the user fees paid. About half of the survey respondents felt that user fees should be based on the income (52%) and/or residency (51 %) of the registrant. Conversely, 55% of respondents felt that the age of the registrant should not be an impact on user fees. Basis for User Fees 51% 14% 52% 35% 13% Residency of Registrant Income of Registrant Don't Know ;_1 No Yes 55% 33% 12% Age of Registrant With respect to willingness to pay higher user fees, respondents were asked whether they would be willing to pay higher fees for existing older adult programs and opportunities. Only 15% responded that they would be willing to pay more for existing programs and opportunities while, while 40% would not and 35% replied 'maybe'. Respondents were then asked if they would be willing to pay higher fees for more specialized, higher skill level, or personalized programs or services for older adults. Nearly one-third of respondents (27%) expressed that they would be willing to pay higher user fees for enhanced programs (with an additional 38% replying 'maybe'). About one-quarter of respondents (26%) indicated that they would not. Based on these March 2015 12-68 Page 33 Clarington_ Older Adult Strategy findings, there is moderate indication that respondents are willing to incur additional expenses for activities and programs that are more advanced and personalized. Volunteering Respondents were asked, on average, how many hours per month they serve as a volunteer in the community. 54% of respondents stated they do not currently volunteer. For those that do, the average amount of time volunteered is 17 hours per month. The most common areas of volunteer interest include social services (38%), religious institutions (33%), hospital and other health care facilities (27%), sports/recreation (27%), arts/culture (26%), and training/education (25%). Note that respondents may select more than one area of volunteering. Most Common Areas for Volunteering, n=226 Social Services 38% Religious / Faith -based Health / Hospital J 33% 27% Sports / Recreation 27% Arts / Culture 26% Education / Training 25% Local Governance 10% Ethnic / Cultural 3% Don't Know 3% As a follow up question, respondents were asked to identify how they felt their volunteering habits might change in the next five years, 62% of the respondents indicated that they plan to either maintain or increase their level of volunteerism, while 5% indicated that they may decrease their amount of time spent volunteering. 7% of respondents do not intend to volunteer in the next five years and 26% of respondents were unsure. Respondents were asked to consider four options that may increase their willingness to volunteer. Options included volunteer training, free or reduced programming costs in exchange for volunteering, an open house or fair to promote volunteering opportunities, and providing flexible volunteer schedules. The following figure indicates that respondents would be more likely to volunteer if there was a flexible volunteer schedule March 2015 Page 34 12-69 Clarftwn Older Adult Strategy (57%), followed by an open house of fair (52%) to learn about new volunteer opportunities. Likelihood of Volunteering if... Flexible volunteering schedules were 57% available, such as for portions of the year . There was an open house or fair in which you could learn more about available 52% volunteer opportunities Free or reduced cost programs were offered in exchange for your volunteer 49% hours Volunteer training was available to you _ 41 % Communications Respondents were asked about the best ways to inform them about recreation services for older adults, including traditional print, electronic outlets, and personal communication. The most popular medium respondents felt should be used was the C®AA Program guide (63%), E-mail (54%), and the Municipality of Clarington Recreation & Leisure Guide (48%). A summary of responses is contained in the following figure. These findings illustrate that older adults in Clarington are seeking information from a variety of sources. As such, there will likely be a need to continue to pursue a variety of methods of communication and promotion to ensure its older adults are able to access information about recreation programs and services. March 2015 12-70 Page 35 F Clarington Older Adult Strategy romoting Recreation Services for Older Adults, n=558 Clarington Older Adult Association ProgramGuide (newspaper insert) 63% E -Mail 54% Municipality of Clarington Recreation & 48% Leisure Guide Clarington Older Adult Association ° website 27/o Newspaper 21% Municipality of Clarington website 15% Newsletters / Mail 15% Word of Mouth M 10% Open Houses / Public Meetings / Focus 9% Groups Social Media (Twitter, Facebook, etc.) 7% Posters / Bulletin Boards 3% Sign Boards (e.g. roadside signs) 12% Don't know 11 % Additional Comments / Suggestions The survey also allowed respondents to provide additional comments and identify two areas to improve recreation opportunities for older adults in the Municipality. The suggestions are grouped into several key themes and are displayed in the following figure. The most frequently identified elements are identified by the larger text. The comment most frequently voiced by respondents was the need for the provision of additional parking spaces for the more crowded facilities such as the Clarington Beech Centre, followed by comments calling for lowered fees for various classes and activities March 2015 Page 36 12-71 Clarbgton Older Adult Strategy such as lane swimming. Some respondents felt that lane swimming during off hours should be free and others suggested that lane swimming be made free altogether for seniors. There were also calls for an enhanced aquatic program with trained staff and a larger space. ProxmlmltyFa'Oc lIt P� Differential in A(cyt ,eSSibilfty cla�Trans ortation ity Bowfin rdabi g a ' n IIM�id- fa Outdoor Trained staff q:"�'' `nFitness Trails I u Sch6du`lingLawn howling On); P senrices Lower age restriction The issue of space was high on the minds of the respondents, a significant number of them felt that the existing facilities should be renovated and expanded on. The manner in which these facilities should be expanded falls into three broad approaches. Many of those that commented in this regard felt that the existing programs and activities needed to 'have a new home' in the form of a new, larger facility, and some called for a centralized multi-purpose facility with a `one -stop -shop' model. That being said, a substantial number of respondents would like to see the establishment of smaller scale local branches of recreation centres in their neighbourhoods. With a geographic size similar to that of the Greater Toronto Area, the Municipality of Clarington has the somewhat unique situation of providing for a relatively small population that is very much dispersed. Seniors are particularly vulnerable to the mobility challenges associated with an expansive municipality. Not surprisingly, aside from having their own `backyard recreation centres', many respondents also called for enhanced transportation service to carry them to and from places where different classes and programs are being held. Another major theme that was reiterated many times by respondents were changes to the scheduling and availability of the programs and classes currently offered. Many older adults stated that they were still working on a full-time basis, but would still like to participate in the activities offered by the COACB. They suggested that either extended hours be given to popular activities, or additional classes be held after work hours and during weekends to accommodate for the working population. March 2015 Page 37 12-72 Clarington Older Adult Strategy Other prominent themes that were identified from respondents' suggestions were increased promotion and advertising of senior's programs and facilities so older adults are more informed of the resources available to them, safer bike lanes and community trails for active recreation activities such as cycling, jogging, and urban pole walking, and a wider variety of class and activities in general (suggested were more language classes, beginner and advanced computer classes, arts and craft classes, lawn bowling, and more local trips) coupled with better trained staff and class instructors. Demographic Profile of Survey Respondents Age (n=573) ® The average age of respondent was 66 years ® 5% of respondents were adults age under the age of 50 • 54% of respondents were Boomers between the ages of 50 and 68 • 40% of respondents were seniors age 69 and older Location (n=556) 52% of respondents live within the Bowmanville area (FSA: L1 C) • 20% of respondents live within the Courtice area (FSA: L1 E) • 16% of respondents live within the Newcastle area (FSA: L1 B) 10% of respondents live outside of urban Clarington (FSA: LOB) Marital status (n=559) ® 64% of respondents are married • 18% are widowed ® 8% are separated or divorced • 7% are single • 4% are living common-law Residency Status 8% of respondents live outside of Clarington for a total of three months or more during a typical calendar year (n=562) In terms of current living arrangements (n=558): 0 84% live independently 0 17% live with family / friends 0 0% have an assisted living arrangement 0 only one respondent was in long-term care March 2015 Page 38 1 2-7 3 Ua r! ng on Older Adult Strategy Income (n=603) • 8% of respondents have an annual income before taxes of under $20,000 • 16% of respondents have an annual income before taxes of between $20,000 and $39,999 • 20% of respondents have an annual income before taxes of between $40,000 and $59,999 • 14% of respondents have an annual income before taxes of between $60,000 and $79,999 • 10% of respondents have an annual income before taxes of between $80,000 and $99,999 • 11 % of respondents have an annual income before taxes of $100,000 or more Gender (n=567) • 75% were female • 25% were male In-person and/or telephone interviews were conducted with some members of Municipal Council, Municipal Administration, Clarington Older Adult Centre Board, and local organizations. A listing of individuals and groups consulted is contained in Appendix A. The information collected from these interviews has been included in the analysis phase and referred to as appropriate throughout the study. The Clarington Older Adult Association held its annual open house on September 3, 2014. The open house provides opportunities for participants to renew their memberships and register for programs, as well as for prospective members to learn more about the Association and its programs through a variety of demonstrations and displays. An attended information booth was provided to create awareness for the Older Adult Strategy and to promote the online survey, which was available to be completed at the open house using mobile technologies. Four public input meetings were held in September 2014 to solicit comments and ideas from residents and stakeholders on the state of older adult opportunities in Clarington. The meetings were advertised through a variety of means, including: • Web narrative on COAA and Municipality of Clarington websites • Social media (Facebook) for COAA and Municipality of Clarington March 2015 Page 39 12-74 Clarington Older Adult Strategy • Posters at recreation facilities, libraries, museum, Clarington Beech Centre, and various community buildings (delivered to almost 200 locations) • Mass email to Clarington Community Services fitness & pool (adult & senior) members and aquafit registrants, as well as COAA members (sent by COAA) • 15 drop boxes in various community buildings • 4 banner -ups rotated through various community buildings • Information booths at the Clarington Beech Centre and various municipal recreation facilities • Clarington This Week and Orono Weekly (four weeks) • Various online calendars including www.clarington.net and www.snapclarington.com The dates and locations of these meetings were as follows: • September 17, 2014: 1:00 pm to 2:30 pm at the Newcastle & District Recreation Complex • September 17, 2014: 7:00 pm to 8:30 pm at the Clarington Beech Centre • September 30, 2014: 9:30 am to 11:00 am at the Courtice Community Complex • September 30, 2014:6:30 pm to 8:00 pm at the Durham County Senior Citizens Lodge The sessions were attended by a total of 196 persons. Each session began with a brief presentation outlining the purpose of the Older Adult Strategy, a summary of the demographics of the Municipality, a discussion of trends in the provision of recreation opportunities to older adults, and a series of questions addressing current and future needs of older adults in Clarington. Groups were asked to brainstorm responses to each question, and report back to the larger group. The following summary is broken down by question, with the most common responses listed first; responses from all sessions have been grouped together by. question. Municipality of Clarington Community Values Those in attendance expressed that the availability of programs and continuous learning opportunities in Clarington were highly valued among older adults. Attendees felt that there were programs and activities that appeal to a broad range of interests and abilities. Specific programs and activities that were identified include, but are not limited to, arts and theatre, educational programs, day trips, fitness, walking, instructional classes, guest speakers, and more. Another key value that participants felt was important was the feeling of friendship, particularly through the Clarington Older Adult Association, which provides a strong social support system for creating connections with friends and strangers at the Clarington Beech Centre and its associated satellite facilities. Several key features of March 2015 Page 40 12-75 Claringoi Older Adult Strategy the Clarington Older Adult Association were mentioned including the warm atmosphere, friendly staff, activities, meals, and special events. Removing Barriers to Participation It was clear that the most common barrier to participating in recreation opportunities in Clarington was insufficient parking available at the Clarington Beech Centre, thereby preventing some older adults from participating in programs or activities. Participants identified that parking is particularly a challenge during special events (e.g., COAA Christmas Dinner and Dance), requiring members to arrive early or park on the street. Other members also expressed that there is a lack of convenient transportation between the settlement areas of Newcastle, Courtice, and Bowmanville. Other common barriers that were identified by participants included the lack of affordable activities and programs, health and physical barriers, the fear of attending alone, and being unaware of the opportunities that are available. Identifying Program and Activity Gaps Although the availability of a range of programs and activities for older adults were highly appreciated in Clarington, participants identified several programming gaps that they indicated should be provided. The following table summarizes the most popular requested programs and activities that were identified. Top Program and Activity Gaps • Indoor walking • Fitness and aerobics • Creative arts (e.g., stain glass, music, quilting, tai -chi) • Bowling • Special guests and speakers • Information sessions on healthy living (e.g., living alone, safety, aging) • Swimming and aquafit • Programs for men • Curling • Social activities during the weekend When participants were asked how these programs and activities should be provided, a range of ideas were advanced, such as providing more opportunities during the afternoons, evenings, and weekends. It was also noted that the parking lot at the Clarington Beech Centre should be expanded in order to accommodate additional programming as it was felt that parking at this facility is one of the biggest constraints in improving programming. Others felt that programs should be held at one location to allow users to participate in multiple activities throughout the day at a single location. Offering different programs for different skill levels was also brought forward, as well as staggering program sessions to accommodate those who desire to participate in multiple activities. March 2015 Page 41 12-76 Clarington Older Adult Strategy Exploring Service Delivery Models Attendees were generally divided when evaluating the existing service delivery model of a main activity hub (Clarington Beech Centre) and satellite facilities. The participants identified that they enjoyed the fact that the Clarington Beech Centre was a central location for programs, events, and socializing with the satellite facilities providing a supporting role for older adults living in Courtice, Newcastle, and Orono. Some felt that the existing Clarington Beech Centre is already at capacity for meeting the needs of current older adults, particularly given existing parking challenges. As a result, it was suggested that as the older adult population increases, there will be a need to expand the Clarington Beech Centre or seek a larger facility. It was identified that any new facility should be a stand-alone older adult centre, rather than a shared multi- generational facility. Participants felt that there should be more programs and activities at these sites to alleviate pressures from the Clarington Beech Centre. Others identified that these facilities should also be expanded to accommodate a wider range of local older adult needs, thereby creating more dedicated facilities, akin to the service delivery model found in the City of Oshawa. With respect to exploring new service delivery models, participants expressed that providing programs and activities at other community facilities should be considered, such as churches, schools, community halls, and libraries. Services in rural areas should also be expanded, as well as heightening transportation between satellite sites and the Clarington Beech Centre. Combining programs between service providers should also be considered to consolidate resources and participation. Attracting and Retaining Volunteers Several ideas were articulated by participants to assist the Municipality and the COACB in attracting and retaining more volunteers. The following includes some of the solutions that were identified, in no particular order. • Seeking high school students and youth groups to complete community hours • Provide clear job descriptions and expectations for each position available. • Hire a volunteer coordinator • Provide incentives for volunteers (e.g., free meals, snacks, discounts for programs, etc.) • Encourage people to volunteer in between programs • Start a volunteer recognition program • Provide volunteer training A Public Open House is planned to present the recommendations of the Older Adult Strategy. March 2015 Page 42 12-77 Claringtoit Older Adult Strategy Section 5: Recreation Service Delivery The development of the Older Adult Strategy in Clarington is very timely given that this age cohort will increase significantly over the next 15 years. It is important to ensure that providers of service have the capacity to work together to address an increase in participation. A look at the whole service provision system will enable the partners to address efficiencies, reduce duplication, and provide one "face" to participants so that they may access programs and services easily and in a welcomed fashion. The following analysis speaks to clarifying the role of the Municipality of Clarington, the Clarington Older Adult Centre Board, and the other partners in providing recreation and social programs. This preliminary summary will serve to: • Clarify the role of local government in providing/enabling the provision recreation programs and services for older adults; • Identify the current service delivery model; • Provide a vision for future service delivery; • Provide guiding principles; and • Outline the strengths, gaps, and recommendations in the delivery of programs and services. The Municipality of Clarington, like other municipal and local governments, has an inherent part in providing and enabling recreational opportunities for older adults within the community. The role of local government is to ensure that active and social activities and like services for older adults are provided in the most cost effective and efficient manner. Typically, communities enable various methods to ensure that older residents can enjoy active and healthy lifestyles. Council must ensure that these approaches are sustainable over time and can adapt to changing conditions like population growth, diversity in the backgrounds of residents, the notion that older adults may lose some mobility and mental capacity and live on defined incomes. The role of the municipality is to anticipate and plan for these changes and develop the tools necessary to be proactive and respond in partnership with other providers. Most successful communities demonstrate strong communications, promotion and awareness of opportunities, the development of a common vision and guiding principles, partnerships, joint development and planning initiatives, start-up funding, and evaluation mechanisms. The most proactive municipalities continuously have their pulse on the community, build cohesion and a sense of purpose in all providers, and move toward the same vision and goals. Like and related service providers may have a distinct mandate from a health promotions and social services perspective, or a faith based mandate to include older adults through recreation and social pursuits. Private providers have a profit driven March 2015 12-78 Page 43 Clarbgtm Older Adult Strategv mandate and may well have a price break in order to better penetrate the older adult market. All providers have a common objective in providing market driven services to the older adult market although their motivation may differ. Effective communities provide forums for discussions including all providers; common communications and training tools and one stop shopping mechanisms for the older adult. Clarington and the COACB have been most successful in working together and with major recreation service providers for older adults. The collective is most responsibly evaluating the complete system to proactively respond to a growing number of older adults, diversity in backgrounds, and varying needs. Although there is a strong system in place; it cannot be business as usual in order to respond effectively to the changing needs. The current program and service delivery model for older adults in Clarington takes a two-pronged approach. Programs and services are provided directly through both the COACB, the Community Services Department (CSD), and other providers. Staff members and volunteers determine needs in concert with community and member research/consultation and follow a continuum of developing, implementing, delivering, evaluating, and improving service and program delivery. Other programs and opportunities are provided through community groups, faith groups, non-profit organizations, and the private sector which is considered indirect delivery. Through a combination of direct program delivery and indirect delivery, as well as community development tools where staff support community organization initiatives, the Municipality strives to ensure a diverse and accessible range of recreational programs and/or opportunities for all older adults, regardless of their background. Program and Service Delivery methods include: a) Direct Program and Service Delivery The CSD and the COACB deliver programs and services across the municipality in a variety of facilities and spaces and these programs and services are either offered as membership based, registered programs, or as drop-in program opportunities. Staff design, develop, and execute programs based on resident interests and new trends. A registered program and member -based activity (fitness) is a supervised activity/course; and residents register for the programs and commit to attend the workshops or series of classes. Most often there is learning and skill development involved in a structured environment and many of the programs are standardized so the same program can be offered in multiple locations. In addition to registered programs, flexible drop-in activities are offered. Drop-in programs offer the ability to participate in a range of recreation activities without having to register beforehand. This provides an element of flexibility for residents' busy schedules. Drop-in programs do not require older adults to register beforehand, are generally offered at a lower cost, and can be accessed March 2015 Page 44 12-79 Clarington Older Adult Strateqv when the services are scheduled in the recreation facilities. Drop-in opportunities are becoming more popular as older adults tend to like the notion of a more casual form of recreation. b) Indirect Program and Service Delivery Beyond direct provision, the Municipality of Clarington supports the delivery of recreation programs and services through partnerships with volunteers, not-for- profit organizations, and other local service providers. A recent summary as provided in Appendix B notes that there are over 60 groups and organizations (including COACB and the CSD) providing services and recreational pursuits for older adults. This support is provided in a variety of ways: Permits Recreation facilities are distributed throughout the Municipality and provide valuable local space to many community-based recreation service providers. Permits are provided for a wide range of activities including sports, special events, arts, aquatics, meetings, social gatherings, fundraisers, and general activities. These leased facility spaces are available to groups servicing older adults and the Beech Centre also provides rental opportunities. Memorandum of Understanding with the Clarington Older Adult Association The Municipality and the COACB have developed and executed a Memorandum of Understanding that outlines each party's obligations and responsibilities in offering recreational opportunities for older adults. Both parties support the value of social interaction and active lifestyles for older adults and the partnership is an example as to how shared facility space and cooperation can extend leisure pursuits to more residents. Both parties offer programs and services to older adults but cooperate in terms of not offering similar programs to avoid duplication of resources. COACB provides a variety of programs, qualified instructors, supervision, and related supplies. The CSD does not program specifically for the older adult market, however older adult residents are welcome to join any and all adult programs and membership based activities offered by the municipality. Revenue sharing of partnership programs offered by the COACB assists in offsetting the operational costs of satellite programs. March 2015 12-80 Page 45 Clarington Older Adult Strategy Community Development and Enabling Self -Determining Groups Clarington partners with local community organizations to facilitate the development of strong relationships and build the group's capacity to sustain their recreation and sport activities over time. Organizations that rely on volunteers often do not have the capacity to recruit and train individuals to assist with the program delivery. The Municipality assists these groups with volunteer recruitment, governance structures, and policy templates and generally provides guidance to ensure the groups have access to information on grants, fundraising, and networking opportunities. Community Services Grants Program The Municipality of Clarington provides an annual grant program to volunteer and non-profit groups to enable them to offset costs for community related projects. Grants are extended to start up groups offering leisure and sport related programs and services that serve to augment what the Municipality and other providers such as the COACB can provide. The Grant Program is an excellent way to broaden the reach of recreational pursuits as the older adult population expands. Various methods are used to provide a range of choice and deliver quality recreational pursuits for the older adult in Clarington. It is important to understand the full range of service providers as the older adult population increases. It will be important to understand how groups can work better in partnership to garner the greatest efficiencies in order to provide the number and scope of recreation programs and services that will be needed. Clarington needs to begin to understand the penetration rate of these combined groups and what numbers can be anticipated in the future. Developing some baseline metrics around inputs, outputs, efficiencies, and effectiveness will better determine the reach and effectiveness of these various approaches over time. It cannot and should not be assumed that additional resources will be readily available; resources and supports must be geared to the organizations who can self -organize, have little overhead and have significant reach in including older adults. Further, the focus on the delivery of programs and services must be geared to the age group that most needs assistance in terms of subsidized programs and services. This is the only way that adequate recreational opportunities for older adults can be sustained in Clarington overtime. March 2015 Page 46 12-81 claringtoll Older Adult Strategy Vision for the Provision of Older Adult Recreation SaaS-L It is important to articulate the intended outcomes of engaging as many older adults in active and social lifestyles in Clarington as possible. Research demonstrates that active and social older adults enjoy: • Reduced social isolation and a better quality of life • Strengthened sense of belonging • Decreased incidence of mental health issues • Increased community capacity through volunteerism • Increased mobility and intellectual strength through engagement in active pursuits • Longer independent living and less cost to the healthcare system • Greater community pride and cohesion through community building initiatives • A sense of accomplishment in learning new skills and pursuits • A greater commitment to lifelong learning The Municipality of Clarington and all of its partners work collectively to provide and enable quality recreational and social opportunities for all older adults. It is the aim of the partners within Clarington to ensure that "more older adults are active and engaged more often". Guiding principles will serve to place emphasis on the way programs and services are offered to older adults across the broad spectrum of service providers. A common language will assist service providers in providing a blended approach to service delivery and place priority actions where gaps are identified. 1. The social and health benefits of participation — Social and health benefits are the main drivers to including more older adults, more often. 2. Equity — The partners within Clarington will take differing approaches to include marginalized and under -represented older adults. 3. Seamless Delivery System — All older adults will have access to all activities with one window shopping over time. 4. Inclusion and respect — All older adults will feel welcomed, included, and respected in all activities. 5. Self-determination — Where possible, through self -determining groups, older adults will determine what recreational services are of greatest need and will develop and deliver these programs and services independently. 6. Quality — Continued professional development and training will ensure that all providers can offer quality programs and services and be compliant with legislative requirements. March 2015 12-82 Page 47 Clarington Older Adult Strategv 7. Volunteerism — Volunteers will feel welcomed and supported and are integral to the effective delivery of service to older adults. 8. System -wide efficiencies — Efficiencies, in the form of partnerships and reduced duplication, will enable a greater number of recreation and social opportunities for older adults. Ir®p®sed Service Delivery The following summarizes the strengths and challenges relative to service and program delivery that have been articulated through the consultation and community engagement exercise completed to date. Service Delivery — Strengths • There is a broad range of community offerings available to older adults in Clarington (arts, culture, social, physical, heritage, environmental, outdoor activities etc.) • Members and participants indicate a high level of satisfaction with services provided through the COACB and the Municipality as well as other providers • The COACB hosts a health fair annually to showcase all of the services that are available to older adults • The COACB has a robust array of programs and services and is nimble in responding to new program and service requests • The COACB and CSD has recognized that drop-in programs are gaining in popularity and have increased these offerings for older adults during non -prime hours with positive results • The CSD has a mandate to work with self -determining groups who need assistance in forming, governance, training, etc. • The COACB is penetrating 10% of the current older adult population (age 50+) • There is strong willingness to work together amongst service providers and stakeholders to respond to the changing needs of older adults • There are willing stakeholders who will share their knowledge and expertise within the community and at the regional level • There will be a growing number of older adults to serve in the future with an interest in recreational pursuits • The Region of Durham are willing partners in addressing social isolation, poverty in older adults, transportation, health prevention and diversity • Some partnerships exist to address older adults with disabilities • The Region of Durham has piloted bussing to recreation centres and is a willing partner in improving access for older adults • The COACB has developed and maintains performance metrics on participation levels and membership growth • Many members and older adults in Clarington are computer literate and could benefit from accessing all opportunities online March 2015 Page 48 12-83 Clarbgton_ Older Adult Strategy Service Delivery —Challenges Demographics and Growth • The number of older adults will increase by 14,000 in the next 15 years to a total of over 23,000 residents • The population is becoming more diverse and a better understanding of including diverse populations is needed • Growth will bring with it more older adults with access needs • Greater capacity and greater ability to reach out and include all older adults is needed Common Age Definition of an Older Adult • A definitive age for older adults amongst COACB and the Municipality will support the seamless delivery of service and the notion that those most in need receive the benefit of limited resources Accessibility and Diversity The COACB caters primarily to able bodied and minded older adults The number of older adults with disabilities will increase as the age cohort increases; all programming needs to be inclusive and adaptive It is estimated that 20% of the population will have disabilities in the future due to the aging population; there is no strategy in place in Clarington that addresses the recreational needs of older adults with disabilities Working Better Together — Partnerships Continued dialogue of the stakeholders needs to take place to increase cohesion and the collective ability to serve older adults in Clarington There is little opportunity for like-minded service delivery organizations and groups to have regular dialogue in order to improve service levels for older adults in Clarington Partnerships will broaden the reach of programs and services Support for Self -Determining Groups • One of the more sustainable ways to address growth and an increased need for programs and services is to support self -determining and volunteer non-profit groups • The use of technology is available to support listing all weekly and upcoming events provided by all groups. The software invite participants to attend various events and quantifies confirmed attendance for the provider March 2015 Page 49 12-84 Clarington_ Older Adult Strategy Communications and Promotion of Opportunities • There is no one source where all recreational opportunities available for older adults is captured in Clarington • Continued efforts need to be supported to gain greater participation at satellite centres • Joint, ongoing communications and the use of social media are not, currently, consistently frequent to promote opportunities Training and Professional Development • The population of Clarington is becoming increasingly diverse; staff and volunteers need greater training in diversity, building community capacity, the provision of services for older adults with disabilities, the development and delivery of respite programs Transportation and Parking • Bus stops are currently at the edge of community centre properties and inhibit access to seniors with mobility issues • Parking at the Beech Centre is congested at peak times Volunteers • There is no one central listing of volunteer opportunities; a software program exists in this endeavour but is underutilized Performance Measures — Penetration • There is no clear understanding as to how many older adults are being reached through the many groups and agencies currently providing service • There is no broader view of satisfaction levels The following summarizes the goals and recommendations relative to service and program delivery. Service Delivery — Goals a) To offer a broad range of recreational opportunities for all older adults in Clarington in a seamless fashion through partnerships. b) To ensure that the older adult recreation service providers have the tools to respond to a growing and changing community. (Ability to include diverse populations, cultural diversity, LGBTQ, gender equity, older adults with disabilities, caregiver respite opportunities, and reaching out to older adults from lower income backgrounds) March 2015 Page 50 12-85 Clarington Older Adult Strategy Service Delivery — Recommendations Demographics and Growth Develop an outreach program in partnership with social service agencies to ensure that older adults with the greatest need can enjoy recreational pursuits. Common Age Definition 2. Implement a common age minimum for older adults; investigate the impacts of setting the age minimum at 60 years. Access and Diversity 3. Introduce a "Diversity Lens" that prompts the program/service provider to reach out to diverse populations in the development and delivery of programs. 4. Monitor demographics with respect to older adult growth, diversity, accessibility, and those living at or below the poverty line as statistics become available. 5. Have annual focus groups with marginalized residents to ensure that programs and services are accessible. 6. Work to ensure that staff, volunteers, and Clarington Older Adult Committee members reflect the diversity of the community they serve over time. Working Better Together — Partnerships 7. The Municipality should coordinate regular meetings of all older adult recreation service providers to jointly address the priorities in the older adult strategy and share the leadership in delivering on the Older Adult Strategy. 8. Develop a service provider working group to develop a more coordinated approach to older adult service delivery and determine overall capacity and penetration. Support for Self -Determining Groups 9. Develop a portal on the Municipal, Region of Durham, and all applicable websites that lists all groups, opportunities and supports available for older adults in Clarington. Make the link available to all service providers and partners. 10. Provide updates of research and promising practices in other jurisdictions to providers of older adult recreation services. March 2015 12-86 Page 51 Clarington Older Adult Strategy Communications and Promotion of Opportunities 11. Look to available software (i.e. Meet -Up Durham) to promote casual opportunities available on a weekly basis to invite residents to join in on the opportunities. Training and Professional Development 12. Develop training and professional development opportunities for all staff and volunteers involved in the delivery of services for older adults and include "Diversity Competency" training, enabling opportunities for older adults with disabilities, respite programs, etc. Transportation and Parkinq 13. Work with the Region of Durham to provide front door transit drop-off and pick-up service during peak use hours at all facilities. Monitor the usage for one year to evaluate its effectiveness. 14. Continue to coordinate transportation opportunities through the Wheels in Action program. 15. Continue to encourage COAA members to carpool to events at the Clarington Beech Centre to avoid parking congestion. 16. Continue to review the impacts of program/event scheduling on the parking congestion at the Clarington Beech Centre and make adjustments where possible. Volunteer Support 17. Investigate available volunteer software to attract, retain and recognize volunteers, providing one central listing of volunteer opportunities and provide webinars on common volunteer training modules. Performance Measures — Penetration of the Older Adult Market 18. Gain an understanding as to what percentage of the population all service providers and agencies are penetrating in the provision of recreational services in Clarington. Set annual participation goals. 19. Collect data on the actual penetration and satisfaction levels of all programs and services provided to older adults in Clarington. March 2015 Page 52 12-87 Clafifigt0in Older Adult Strategy Section 6: Staffing & Governance — Form Follows Function The Older Adult Strategy has shown that the service delivery system to provide and enable older adult recreation in Clarington has been effective to date, but could be more effective with some modifications. Greater emphasis needs to be placed on increasing the capacity of other providers and coordination between all providers, respecting the growth and diversity in the increase in the number of older adults in the future. It cannot be business as usual — a modified delivery system must look for efficiencies in the provision of services before recommending additional staff and resources. Additional and specific skill sets are needed and the emphasis will need to be on engaging a greater percentage of the older adult population in recreational pursuits through: • Working better with all providers of older adult recreational opportunities in the community; • Addressing gaps in services, especially for those who have disabilities and are from limited incomes and diverse groups; • Increasing the number of self -determining groups to provide more opportunities; and • Providing promotions and communications to promote all of the opportunities available in Clarington, supporting a one-stop shopping concept. The staffing and governance review methodology included: • A review of background materials, statistics and previous studies • A review of local demographics and future growth of the older adult population • Feedback from the public input sessions and key opinion leader interviews • Trends within other municipally -owned older adult centres within Ontario • A review of the use of the various programs and services • A determination as to who is being well served and who is not currently included in the provision of programs and services • A review of where there is duplication in the administration processes and ways of eliminating duplication • A determination of the skills and competencies that are needed in the future • Development and weighing of options in terms of staffing March 2015 Page 53 Clarington Older Adult Strategy Currently, the delivery of recreation services for older adults rests with the COACB, the Municipality and various for-profit and not-for-profit organizations. The two primary providers are the COACB and the CSD. Specifically, Clarington CSD staff provide direct services in fitness and aquatics and a Community Developer works with groups to assist with governance, grant applications, a municipal grants system, and assisting new groups to develop. The COACB has the responsibility to provide and enable services at the Beech Centre and the satellite facilities. Both organizations need differing skill sets and better coordination to address the needs of a growing older adult population (community development, diversity perspective, providing services for persons with disabilities, etc.). There is also duplication of energies with respect to financial controls, human resource needs, legislative compliance, administration, building maintenance, and oversight, etc. Current Organizational Structures (COACB) The staffing model of the COACB reflects the support functions of maintenance, transportation, administration, and program and service areas including hairdressing service, programs, and special events/fundraising and volunteer coordination. In all there are 5 full-time positions which include the Executive Director, Administrative/Accounts, Events Coordinator, Head of Maintenance and Program Coordinator. Part-time positions include transportation coordinator, maintenance staff, summer students, part time office staff and contractor/part time instructors. Current Staffing Structure of the Clarington Older Adult Centre Board President of the Board Executive Director Head of Program Office Satellite Staff Event Maintenance Coordinator Administrator (PT) Coordi ator /CT\ /GT\ /GT1 Maintenace Summer StaffI— 1H Students Volunteers Instructors (PT) March 2015 Page 54 12-89 Clarbgton Older Adult Strategy Current Staffing Structure of the Community Services Department (Recreation Services Division Aquatic Coordinator (FT) Aquatic Programmer (FT) Aquatic Staff 80 Part-time Recreation Services Manager (FT) Fitness & Customer Community Service Coordinator Development Coordinator (FT) (FT) Clerk II (2 FT) Fitness Staff 25 Part-time Customer Service Representatives 25 part-time Community Development Programmer (FT) Recreation Coordinator (FT) Recreation Programmer (FT) Program Staff 98 Part-time The staffing and governance models are meeting current needs of able-bodied older adults (with some modifications with respect to accountabilities for legislative compliance, administration, and operations), but not necessarily geared to meet future needs in -terms of growth demands, inclusion of diverse populations, and the need to augment the skills and competencies of staff. March 2015 12-90 Page 55 Claringtoii Older Adult Strategy .2 Key Observations and Drivers from a Staffing and Govavasine Perspective Demographics The older adult population will increase by approximately 15,000 residents by the year 2031. Staff must be prepared to accommodate the uptake in programs and services for older adults. If the current rate of penetration at 10% continues; there may be an increase of 1,500 members at a minimum and an increase in municipally -offered programs. Current Penetration Rates The full penetration rates of all service providers within Clarington (including not-for- profit and non -municipal providers) is not known at this time. While the COAA has a membership rate of about 10%, a more realistic target involving the broader participation habits of all older adults in Clarington might be 25 to 30% once the full participation is known from all parties. Focus on Collaboration and Building Capacity The most efficient way of increasing participation is to support the development of self - determining and self-governing groups serving older adults. Not all older adults want to be a member of the CORA nor should they have to be to receive services. Many self - determining groups are already in place to a certain extent in Clarington with over 60 groups providing opportunities for recreational services to older adults. Better collaboration, better communications, and a collective and ongoing look at gaps in services will most effectively serve the residents into the future. Staff should be spending more time assisting in group development, grant administration, training (as needed), and promoting all available recreational services for older adults. Focus on Needed Skills and Competencies The skills and competencies that are critically needed to best serve older adults in Clarington over the course of the next 10 years include: • Promotion and communication skills to promote all services available to older adults on an ongoing and often daily basis. One central and accessible source of opportunities is needed. • Inclusion and accessibility competencies to work with agencies and individuals with disabilities or from low-income backgrounds to assist in accessing barrier - free services. This will further increase the number of opportunities for persons with disabilities and caregivers. March 2015 Page 56 12-91 Clarington Older Adult Strategy • The ability to work and engage diverse community groups and members in creating a sense of belonging and develop services to meet diverse needs. This may include the offering of different programs to meet diverse needs and may also include introductory courses to typical Canadian older adult interests • The ability to form partnerships, sponsorships, and alternate revenue streams in order to offset the cost of recreational services to older adults. • The ability to attract, retain, and recognize a network of volunteers and volunteer groups in the delivery of recreational services for older adults. • Training and professional development emphasis in ensuring that all staff and volunteers have the skills and competencies needed to most effectively provide recreational services to older adults. Current Practices in Staffing and Governance There are very few if any full and part-time staff reporting directly to Older Adult Centre Boards in Ontario at this point in time. Municipalities have taken the burden of administration, maintenance, and compliance with over 50 legislative acts out of the hands of volunteer boards and rightly so. Currently staff in older adult centres report to the Municipality for policy standards, and legislative compliance and further respond to advisory committees for the development and delivery of programs and services. These boards or committees also fundraise to provide equipment and added value services. With limited volunteer hours available, the most effective approach is for volunteer advisory committees to increase participation, provide resident driven programs and services that are safe, and instill quality assurance and value for the dollar invested. Duplication of Efforts In order to free up some staff time to address future needs, it was important to identify and address where there is current duplication of efforts between the COACB and the CSD. There are duplication of efforts in terms of administrative processes for payroll, budget control, purchasing, promotion, human resources, recruitment, hiring, training and evaluation processes, legislative compliance, registration, communications, etc. The Executive Director spends over 60% of her time on these administrative practices and the Office Administrator spends 40 full-time hours/week addressing these administrative tasks. Therefore 1.6 full-time equivalents would be freed up should the Municipality absorb them into current departments. It is assumed that these tasks would not require additional staff from the various departments. Skill and Competency Based Boards of Directors Many volunteer boards of directors are being recruited from beyond the membership of the respective organization to include the skills and competencies needed to address the work at hand. This is one way of garnering the needed expertise to move the March 2015 12-92 Page 57 Clafiwgton Older Adult Strategy organization forward to deliver on strategic initiatives. There is still a need to balance the board with member based positions to ensure that the history of the organization is understood and respected. This balanced approach is considered a best practice in the advancement of volunteer boards to move an organization forward. There are essentially two viable options regarding staffing to support the delivery/ enabling of recreation services to older adults in Clarington. Staffing Option One — The Status Quo This option would essentially keep everything intact with the 2 primary organizations responsible for delivering services to older adults. Staffing Option One — Strengths • There would be little resistance to change as everything would remain the same Staffing Option One — Challenges • Additional staff would be required in both organizations for promotions, communications, partnerships, sponsorships, diversity, accessibility and inclusion • The COACB would continue to be stretched to be accountable for administrative work and legislative compliance (work which some may or may not be qualified to do) • Less emphasis may be placed on program and services development for a growing number and diverse older adults • There will be a capacity issue and a need for additional resources as the pressure to provide a greater number of services presents itself • There would be continued difficulty in filling the positions on the COACB • It would be difficult to take a broader view of all recreational service provision for older adults in Clarington Staffing Option Two — Merging the Staff Teams This option would see the Executive Director become an Older Adult Coordinator reporting in through the Manager of Recreation Services within the Municipality of Clarington. The Manager of Recreation Services or her/his designate would liaise with a newly formed and expanded Clarington Older Adult Committee. It is imperative that no staff person lose employment because of the merger. Staff whose positions are absorbed would receive retraining to complete new tasks to support the provision of service for older adults. March 2015 Page 58 12-93 Clarbgton_ Older Adult Strategy Staffing Option Two— Strengths • Absorbing administrative and operational responsibility to staff within the Municipality (who are already completing these tasks) with the needed expertise creates efficiencies and frees up COACB and staff time • Developing skills and competencies in staff will ensure that older adult population growth and diversity can be addressed in a timely fashion • The mandate to increase capacity through new resident groups addresses growth and diversity in an efficient manner • The existing,municipal grant program can assist new older adult groups form. • Aligned groups providing older adult programs will have one central source to support their efforts • Older adults will have one source for a multitude of recreational opportunities • A compensation review will address issues of pay equity Staffing Option Two— Challenges • The merger would need to handled thoughtfully and with utmost care • Staff may feel vulnerable and unsupported • Greater supports and communications will be needed upfront in order for the new structure to be successful Proposed Staffing Model — Merging the COACB staff within the CSD The proposed staffing model creates efficiencies through the reduction of 60% of the former position of the Executive Director's time spent on supervision and administration and the absorption of the administrative duties within the Municipality. In total, 1.6 full- time equivalents would be freed up to be retrained to address the needs of inclusion for persons with disabilities, access for residents from lower incomes, reaching out to diverse populations, partnerships, sponsorships, and ongoing promotion and communications. The following summarizes the strengths and challenges relative to the proposed staffing model. Proposed Staffing Model — Strengths • Staff from both the COACB and the CSD have a passion for providing an excellent level of service • Coordination between the two key organizations is improving • The number of members at the COACB has been increasing, demonstrating the staff are membership -driven and well aware of trends and best practices • Greater efficiencies can be achieved through eliminating duplication (essentially having the Municipality absorb the functions that they are already undertaking, such as human resources, payroll, accounts payable and receivables, legal advice, March 2015 Page 59 12-94 Clartgton Older Adult Strategy budget control, registration, etc.); this will free up 1.6 full-time equivalents toward increasing program and service provision to older adults in Clarington • Eliminating the current duplication of efforts will create adequate efficiencies to develop the needed skills and competencies by merging the staff teams into the CSD Proposed Staffing Model — Challenges • There are very few older adult recreational staff in Ontario reporting directly to older adult centre boards; this has been changed to eliminate the focus and onus on legislative compliance, staffing, and to better focus on service provision • Both the CSD and the COACB need staff with greater expertise in community development, diversity, persons with disabilities, and reaching out to other service providers; recommending that these skills be duplicated in both organizations is inefficient and further duplicates efforts • There is duplication in the two primary organizations (COACB and the CSD) such as staff hiring, supervision, payroll, legislative compliance, maintenance and capital planning, etc. • There is no measurement of the penetration levels of all of the service providers in Clarington and the effectiveness of the services • Greater communications and promotions is needed for residents to understand all of the programs and services that are available • There is no one source of information for older adult recreational opportunities • There is no central staff person who is coordinating all recreational services for older adults in Clarington • There are inequities in terms of compensation for staff doing similar work serving the same population • Merging staff teams must be carried out in a very thoughtful manner The following summarizes the goals and recommendations relative to the proposed staffing model. Proposed Staffing Model — Goal a) To increase the number of older adults participating in quality and diverse recreational pursuits in Clarington through organizational efficiencies, including diverse populations and persons with disabilities, better coordination with the collective of providers, and more robust promotional efforts. Proposed Staffing Model — Recommendations 20. Facilitate sessions with the full staff team in Recreation Services with respect to the expanded departmental culture, climate and values. March 2015 Page 60 12-95 Clartwn Older Adult Strategy 21. Identify needed training and professional development programs to increase staff competencies and skills as identified. 22. Complete a compensation review of all new positions coming under the Recreation Services Division to address any equity issues. 23. Complete a more detailed analysis and implementation of staffing positions based on the compensation review and a more definitive skills inventory. 24. Develop processes and procedures to transfer administrative and other duplicated responsibilities to the Municipality of Clarington from the COACB. 25. Restate the older adult budget within the overall Community Services Department budget with the efficiencies and compensation review for consideration and Council review. 26. Develop an annual plan that delivers on the recommendations housed in the Older Adult Strategy over the plan horizon. 27. Develop performance measures to address the penetration of older adult programming, inclusion of under -represented populations, the impressions and reach of communications, and participant satisfaction levels. Report to Council against annual targets and compare year over year. The COACB is supported by a municipal by-law and has a recent memorandum of understanding that speaks to the offering of partnered programs with the Municipality of Clarington. Essentially, the organization is responsible for offering programs and services for older adults at the Clarington Beech Centre and satellite facilities. Implicit in the operation of the Centre and considering the independent nature of the current board of directors, the COACB is accountable for the following responsibilities at a minimum: • the recruitment, selection, supervision, and evaluation of staff; • compliance with over 50 federal and provincial legislative acts; • fiscal compliance with respect to HST and taxation laws; • legal, human resources, and implications of its work; • health and safety of the facility, staff, and patrons; and • the development, presentation, monitoring, and control of the annual budget; The main focus in the future needs to surround the development of meaningful programs and services that appeal to older adults from varying backgrounds. A strategic focus on implementing the Older Adult Strategy will place limited volunteer resources best where they are needed for future growth. March 2015 12-96 Page 61 Claringtoiq Older Adult Strateav The following summarizes the strengths and challenges relative to the proposed governance model. Proposed Governance Model — Strengths • The work of current volunteers is stellar in that they provide excellent work and reduce the cost of services significantly • Programs and services offered by the COACB are well appreciated by the participants • The Fundraising Committee (which is a function of the COACB) fundraises approximately $40,000 to $50,000 annually • The COACB responds in a nimble fashion to new program requests • There is strong belief in the benefits and outcomes of active and engaged older adults Proposed Governance Model — Challenges • The current COACB is accountable for approximately 50 legislative acts in the oversight of the Clarington Beech Centre and staffing requirements • There is not an overwhelming response to volunteering for the Board of Directors, nor has there been for the last few years • Most programs and services are designed for able-bodied older adults; emphasis needs to be placed on including persons with disabilities and other diverse and under -represented populations • The focus in the future needs to place much greater emphasis in developing capacity in other providers of services, as well to include older adults from diverse backgrounds • The Board would be viewed as more inclusive if the membership represented the diversity of Clarington (persons with disabilities, the LGBTQ community, low-income backgrounds, etc.) to bring diverse perspectives to the table Proposed Governance Model — Goal a) To broaden the.work of volunteer governance in Clarington to provide strategic advice on recreation program and service provision for all older adults throughout the community. A focus should be placed on greater penetration of the older adult market, partnerships, and inclusion of under -represented and diverse populations. Proposed Governance Model — Recommendations 28. Develop a new Terms of Reference and By-law for the revised governance model that reflects the roles and responsibilities as outlined in this Older Adult Strategy. March 2015 Page 62 12-97 Clarington Older Adult Strategy 29. Ensure that the new governance structure and composition reflect the needed skills and competencies, varying backgrounds, a balance with current COACB member representation, and the diversity of Clarington, taking into account the new Clarington-wide focus of the Committee. 30. That the staffing requirements become the responsibility of the Municipality of Clarington. 31. Identify needed training and development required to support the new responsibilities within the refined governance structure. 32. Consider changing the name and focus of the COACB to the Clarington Older Adult Committee (COAL) to reflect its new municipal -wide purview. 33. That the membership of the COAC be made up of a combination of members and residents with the competencies and skills needed to implement the Older Adult Strategy. These skills, competencies, and backgrounds should focus on (but not be limited) to skills in reaching out to diverse populations, marketing, and communications. 34. Recruit members for the COAL from the broader population as well as from the current membership. 35. That staff review applications and interview applicants in order to present candidates to Council for approval. 36. Develop an annual work plan in concert with the COAC that moves from an operational focus to a strategic focus. 37. That the COAC contribute to the implementation of the Older Adult Strategy recommendations, specifically the actions relating to program and service provision throughout the community. 38. Review the effectiveness of the new governance structure at appropriate intervals to ensure that the new governance structure adds value to the development and delivery of recreational services to older adults in Clarington. March 2015 12-98 Page 63 Clarington Older Adult Strategy Section 7: Recreation Facilities for Older Adults This section examines the supply and adequacy of recreation facilities for older adults in the Municipality, with a focus on the Clarington Beech Centre and satellite program sites. i. °j Current Facility Provision Model Clarington Beech Centre The primary location for older adult programming in Clarington is the Clarington Beech Centre, which is operated by the COACB. A popular and well -used location, the amount of parking has been identified as an issue for a number of years. There are approximately 79 parking spaces on -site, including 27 spaces that were added in 2002, as well as on- street parking in the vicinity. With significant membership and program growth in the last few years, the COACB indicates that parking challenges are increasing. These concerns are especially acute on busy days and during large special events (the COACB runs approximately 40 special events per year and also runs concurrent programming at various times of the day). The Municipality and COACB have implemented several strategies over the years to address the parking shortage, including the elimination of most non - COACB uses, promotion of carpooling, and the initiation of a daily shuttle service for COAA members. In 2011, ROCG Global Consultants were retained to undertake a review of the COACB's commitment and support of the COAA Strategic Plan. This report contained several findings and recommendations including (but not limited to) the following: • Retain the Clarington Beech Centre as the 'hub' for COAA administration and further development of its 'social space'. • Maintain the tennis courts, green space and parking 'as is'. • Gradually transition high- volume events ( COACB programs and hall rentals) away from the Clarington Beech Centre to other recreation/ community facilities that will be able to accommodate parking. • Increase the number of shuttle vans and /or consider the purchase /lease of a mini -bus. • Engage the COACB in discussion about bringing -on other space; this space will be designed for older adults and designated for use by older adults, within mixed - use community facilities. On July 3, 2012, Council approved Resolution #C- 230 -12 which confirmed there would be no increase to Clarington Beech Centre on -site parking, with a continued use of on- March 2015 Page 64 12 -99 Claringtoii Older Adult Strategy street parking. In addition, the resolution directed staff to report back on an alternate home, being another facility outside of the Clarington Beech Centre. COACB Staff have been encouraging participants to carpool and to make use of the Centre's shuttle van service; however, parking still remains a challenge (as was witnessed through the consultation programme for this Older Adult Strategy). Physical accessibility is also a key consideration for public facilities, particularly older adult facilities due to the greater prevalence of users with mobility challenges. Many aspects of the Clarington Beech Centre are accessible for persons with disabilities, however, it is an older facility that was built prior to the introduction of contemporary facility accessibility design standards. While it is not required to comply with new accessibility legislation until such time as it undergoes a major renovation, it lacks many modern and barrier -free design amenities. Examples include narrow door and corridor widths, inaccessible emergency exits, under -sized washrooms, a lack of vehicular drive / drop-off area, and entrances with power -assisted doors. Note: Additional recommendations pertaining to parking can be found in Section 5 of this Older Adult Strategy. Alternate Home of the Clarington Beech Centre In the recent past, the COACB has requested that the Municipality consider relocating their facility and programs to an entirely new site that better meets their expanding short and long-term needs. At its meeting on May 30, 2012, the COACB passed the following motion, "We move that in the best interest of our membership that the COAA plan to move from the Beech Centre facility. A new location would have to address the major problem of adequate onsite parking and allow for the inevitable growth of our membership in the future." This motion was similar to the direction identified in the COAA's 2010 Strategic Plan, which some interpreted to suggest that the Clarington Beech Centre was a short-term solution that would serve needs until multi -use community facilities with designated space for older adults were developed in partnership with the Municipality. In 2013, the Municipality began a process to identify sites for consideration for the development of an alternate home for the Clarington Beech Centre. A total of eleven sites were evaluated by the Community Services Department for Council consideration, but a preferred site was not selected or pursued. Top-rated sites identified by the Community Services Department included 212 Church Street, Courtice Community Complex, 116 Ontario Street, and Newcastle & District Recreation Complex. Additional study and input through this Older Adult Strategy is expected to provide direction on this matter. March 2015 Page 65 12-100 Clarington_ Older Adult Strategy Satellite Sites As the membership and participation grows, COACB staff have also been working to develop satellite programs in order to shift some of the pressure from the Clarington Beech Centre. These satellite sites currently include the Courtice Community Complex, Newcastle & District Recreation Complex and the Clarington Public Library - Newcastle Branch. Further, it should be noted that on June 30, 2015, the lease agreement with the Theatre Dance Academy Company Ltd. will be terminated creating opportunity within the Courtice Community Complex for dedicated for use by the COACB. However, the future vacated space is not expected to be sufficient to meet the needs of the COACB and this space lacks visibility and ease of access for older adults. As such, discussions with Municipal staff indicate the potential for the existing dividable multi-purpose room and some entrance space to be reallocated to the COACB and that municipal programming could be re -located to the vacated space. This would effectively provide approximately 3,000 square feet dedicated to the COACB immediately off of the Courtice Community Complex's main entrance. This space would allow the COACB to enhance its satellite programming to older adults in the Courtice area in keeping with other recommendations contained in this Strategy and is consistent with the need for additional opportunities by Courtice residents during the community consultation process. The Newcastle & District Recreation Complex is a major community focal point in the eastern portion of Clarington. Continuing to enhance opportunities for older adults at this location would provide a similar approach to that noted above for Courtice by creating dedicated older adult space at this facility. Provision of such space would effectively provide a `home base' from which to provide older adult programs with an expectation that non dedicated spaces will be utilized when available at the Complex, branch library or other community facilities. A 2013 COAA survey suggests that at least 37% of its members have used satellite locations. While the satellite programs have grown and have relieved some of the pressure, the membership base continues to grow. The Clarington Beech Centre remains the primary location for older adult activity and is particularly popular with the more "senior" members of the COAA as it is a longstanding destination within the community that offers a wider range of programs and non -structured social opportunities. In general terms, the satellite locations tend to be better used by younger COAA members but with enhanced opportunities (space), the uptake from older users can be expected to also increase (providing some relief on the high demands placed on the Beech Centre). Essentially, the Clarington Beech Centre would continue to be the hub for the COACB with satellite locations providing more local older adult opportunities closer to the homes of those residents living outside of Bownmanville. March 2015 Page 66 12-101 Clarington Older Adult Strategy A traditional stand-alone older adult centre like the Clarington Beech Centre is much more than just a facility — its staff, volunteers, programs, and services have helped to create a supportive community through which social interaction, a sense of belonging, personal growth, and health and wellness are all promoted. This club -like social network is very difficult to replicate in a multi -use facility that contains other spaces available to the general public and people of all ages and where there is a sense of belonging dispersed in all directions. At the same time, stand-alone older adult centres often have a challenge attracting boomers to their facility due to the lack of components such as fitness centres, pools, and gymnasiums. In more urbanized communities where there are other options, whether they are in the municipal sector (e.g., Courtice Community Complex, Newcastle & District Recreation Complex, etc.) or private sector (e.g., fitness clubs, arts clubs, etc.), the challenge of drawing new older adults into a more socially -oriented building is more difficult. Communities are increasingly moving towards providing dedicated space for older adults within community centres that can offer a greater focus on active living and wellness programs and drop-in opportunities. This approach affords opportunities for cross -programming, multi -generational participation, and access to a `one-stop shopping' destination. The purpose of the satellite programming is not to necessarily replace the core functions of the Clarington Beech Centre, but rather to offer a range of additional opportunities closer to those that reside outside of Bowmanville. Multi -use and multi -generational facilities are more likely to appeal most to the boomer generation, many of whom are interested in program options that can be tailored to their specific skill levels or desired outcomes. Furthermore, many boomers are willing to pay more for these specialized programs. While boomers also want the camaraderie and inclusion that comes with group activities and events, many are seeking this out in ways that are different from a traditional older adult centre format. Nevertheless, it is important not to lose sight of the fact that, in general, the current Boomer population (ages 50 to 68) will gradually replace the current generation of seniors over the next ten to thirty years or so. While the boomers may currently live more active lifestyles (which will be expected to continue, albeit at a more moderate pace), they will eventually move into a stage of their life that is more fitting with the services and supports offered at a facility like the Clarington Beech Centre. As a result, we anticipate that there will continue to be strong membership demand at the Beech Centre for the foreseeable future. The research and analysis undertaken for this Older Adult Strategy reinforced these recommendations, particularly the need for maintaining access to the Clarington Beech Centre and the desire to provide expanded older adult services (focused on active living and wellness) at existing and future community centres. March 2015 Page 67 12-102 Clarbgton Older Adult Strategy Many high -performing flagship older adult centres in other communities (e.g., Oshawa Senior's Centre — John Street Branch, Evergreen Seniors Centre in Guelph, Sackville Seniors Centre in Hamilton, etc.) are in the range of 20,000 to 25,000 square feet. The current Clarington Beech Centre is listed at 17,648 square feet, slightly under this threshold, but perhaps adequately sized to meet current needs given the Municipality's population and the recommended expansion to opportunities at satellite facilities. However, not being a purpose-built building means that many of the Clarington Beech Centre's spaces have been retrofitted to serve new purposes, which can result in an inefficient use of space. The Older Adult Centres' Association of Ontario found that the current average provision of space amongst older adults centres across Ontario was 10.75 square feet per member in 2013. Accounting for only the Clarington Beech Centre, Clarington's current provision level is 6.8 square feet per member, although this figure would be higher if a portion of the shared spaces used for off-site programming are included. Although these metrics are supportive of a modest increase in the amount of older adult space, an expansion to the Clarington Beech Centre is not possible given the size of the current site and associated parking. However, any move away from the Clarington Beech Centre would come with it concerns about a loss in membership and volunteers, as many live within walking distance of the facility given its location in the core of Bowmanville and proximity to a wide array of housing choices. The augmenting of space through satellite facilities is expected to reduce the pressure on the Clarington Beech Centre and improve opportunities for older adults in other parts of Clarington. Primary options include the following: 1. Maintaining the status quo — This option would not address the Clarington Beech Centre's current challenges and would not allow for growth, but would allow for the continuation of a valued service location at a more economical cost. 2. Replacinq the Clarington Beech Centre at another site through new construction — While this could provide for a larger and more functional facility, this would be a more costly option as Development Charges could not be used to fund the replacement portion of the facility (development charges can only be used for the growth -related portion of the building and, even then, only up to 90% of that new space). In addition, the Municipality does not anticipate construction of a new community centre in Bowmanville for some time which would delay the potential for a multi -use, multi -generation facility. 3. Combining Options 1 or 2 with an enhanced reliance on programming at existing and future satellite locations — Because many of the satellite sites have shared activity spaces that cannot be provided at the Clarington Beech Centre (e.g., gymnasiums, swimming pools, fitness centres, etc.), much of the satellite programming may hold an appeal for the younger/more active senior. March 2015 Page 68 12-103 Clarington Older Adult Strategy It is recommended that the Clarington Beech Centre continue to be the primary hub for local older adult services, particularly those that emphasize social connections and healthy living and that cater to an older demographic. The concept of a senior centre is much more than just a physical facility — it is defined by how it promotes social interaction, personal growth, and health and wellness. Adequate drop-in space and lunch programs help to promote a sense of belonging and can also serve as a gateway to other community supports, such as health and information services. Furthermore, we anticipate that the COACB and its many volunteers will continue to play an integral role in the day-to-day operation of the Centre, as well as its long-term vision. Only through the efforts of local volunteers can so many valued programs and opportunities be offered. With a growing community comes increased demand for services for all age groups. Despite Clarington's relatively youthful profile, its older adult population is also growing along with expectations for quality and accessible services. By maintaining the Clarington Beech Centre as the local hub for older adult activities, the Municipality will continue to have a venue that can adequately accommodate community -wide programs for those that are currently age 70+ (traditional seniors). Furthermore, the recreational needs of the burgeoning Boomer population can be addressed through expanded, integrated, specialized, and value-added program offerings at satellite locations (such as existing and future community centres); these will also be complemented by current and future partnerships, self -determining groups, and private sector services. It should be noted that the Municipality's recreation infrastructure needs are broader than just facilities for older adults. For example, there is interest in developing a multi -use recreation centre in South Bowmanville, a project that has the potential to provide program and activity space for all ages; timing for this project is uncertain as funding will be a function of future growth. The following summarizes the strengths and challenges relative to facility provision that have been articulated through the consultation and community engagement exercise. Facility Provision — Strengths • The ambiance and feel of the Clarington Beech Centre facility. • Member comfort with the Clarington Beech Centre, which is centrally located in the Municipality. • The Clarington Beech Centre is a major anchor in Downtown Bowmanville. • Use of existing community facilities for satellite programming allows for maximization of existing assets and resources, particularly during the daytime where the community centres are not highly utilized. • Satellite program sites enhance convenience for residents living outside of the Bowmanville area. March 2015 Page 69 12-104 Claringtoii Older Adult Strategy • Satellite program sites help to introduce new programs to other community residents that may not be members of the COAA. Facility Provision — Challenges • Lack of space at the Clarington Beech Centre for expanded or additional programming. • Parking is the greatest concern at the Clarington Beech Centre. • Barrier -free accessibility at the Clarington Beech Centre. • There would be no Development Charges funding should the Municipality decide to replace the Clarington Beech Centre. • Programming at satellite sites can be logistically challenging and not as convenient for core Clarington Beech Centre users. • Expanded use of satellite sites for older adult programming may have implications on service delivery (e.g., roles, staffing, marketing, etc.). The following summarizes the goals and recommendations relative to facility provision. Facility Provision — Goals a) To maintain a primary hub for older adult recreational activities in the Municipality. b) To enhance convenience to all older adults through programs and activities at satellite facilities and other program locations throughout the Municipality. Facility Provision — Recommendations 39. Maintain the Clarington Beech Centre as the primary hub for local older adult services, particularly those that emphasize social connections and healthy living and that cater to an older demographic. 40. Undertake an accessibility audit of the Clarington Beech Centre and develop a plan to address deficiencies in a prioritized manner. 41. Provide dedicated older adult space at satellite locations to allow the Clarington Older Adult Association to provide a greater range of recreational offerings (both registered and drop-in) to older adults by: (a) Re -allocating approximately 3,000 square feet of space at the Courtice Community Complex (b) Providing approximately 3,000 square feet of dedicated space at the Newcastle & District Recreation Complex March 2015 Page 70 12-105 Clarington Older Adult Strategy 42. Based on demand and as resources allow (staffing, volunteers and space), optimize available spaces at existing community facilities to enhance the range of recreation opportunities available to older adults and to reduce pressure on the Clarington Beech Centre particularly during peak (high use) periods (e.g., Garnet B. Rickard Complex, Bowmanville Indoor Soccer, South Courtice Arena, community halls and library branches, in partnership. with the Clarington Public Library). 43. Explore opportunities for inclusive programming for older adults at future community centres. March 2015 12-106 Page 71 ClaringtoR Older Adult Strategy Section 8: Implementation Strategy 81 Implementation Plar This Older Adult Strategy provides guidance on a variety of priorities and sets a general course for meeting the recreational needs of Clarington's older adults as they are presently defined. Specific goals and recommendations have been identified throughout the body of this Strategy. By approving this Strategy, the Municipality has an obligation to make every reasonable effort to implement these strategies through appropriate and acceptable means. It is expected that the Municipality and its partners will make decisions on individual projects and funding sources annually through the operating and capital budget process. The timing of the service and facility initiatives proposed in this Strategy recognizes the need for phased implementation. As a result, the proposed timing for some recommendations may not immediately align with funding capacities. As part of the annual budget process, this Strategy will be reviewed to identify areas where the availability of resources may affect the timing of implementation. Determining priorities is an exercise that should be revisited each year prior to the Municipality's capital and operating budget development exercise. In addition to funding availability, factors that might change priorities year to year may include: • capital lifecycle and considerations of safety; • legislation and mandated requirements; • changes to service standards; • public input and community interests; • emerging trends and changes in usage; • participation of partners; and • socio -demographic changes and growth forecasts. The Older Adult Strategy recognizes the need for a phased implementation of the action plans. It is important to recognize that the implementation plan provides guidance on the sequencing of the recommendations. However, staff will need to weigh these recommendations against other competing priorities within the Community Services Department and consider both staffing and volunteer resources. It is suggested that staff bring forward an annual plan that includes the recommendations that can be achieved over the course of the following year. As a point of departure, timing has been divided into the following categories with priority generally synonymous with timing — the higher the priority, the sooner the recommendation should be implemented: short-term, medium-term, long-term and ongoing. The following tables contain a listing of all recommendations contained in this Strategy, along with their proposed timing. Please note that the recommendations are numbered March 2015 Page 72 12-107 Clarington Older Adult Strategy according to the order in which they are presented in the body of the study and are not listed in priority order. Service Delivery Model Goals: a) To offer a broad range of recreational opportunities for all older adults in Clarington in a seamless fashion through partnerships. b) To ensure that the older adult recreation service providers have the tools to respond to a growing and changing community. (Ability to include diverse populations, cultural diversity, LGBTQ, gender equity, older adults with disabilities, caregiver respite opportunities, and reaching out to older adults from lower income backgrounds) March 2015 12-108 Page 73 Other Service Delivery Recommendations Timing Considerations 1. Develop an outreach program in partnership with Short- This will need to social service agencies to ensure that older adults term be completed in with the greatest need can enjoy recreational discussion with pursuits. the Region of Durham 2. Implement a common age minimum for older Short- Budget adults; investigate the.impacts of setting the age term implications and minimum at 60 years. phasing may be considered 3. Introduce a "Diversity Lens" that prompts the Short- program/service providers to reach out to diverse term populations in the development and delivery of programs. 4. Monitor demographics with respect to older adult Medium - growth, diversity, accessibility, and those living at or term below the poverty line as statistics become available. 5. Have annual focus groups with marginalized Short - residents to ensure that programs and services are term accessible. March 2015 12-108 Page 73 Clarington_ Older Adult Strategy March 2015 Page 74 12-109 Other Service Delivery Recommendations Timing Considerations 6. Work to ensure that staff, volunteers, and Medium- Clarington Older Adult Committee members reflect term the diversity of the community they serve over time. 7. The Municipality should coordinate regular Short - meetings of all older adult recreation service term providers to jointly address the priorities in the older adult strategy and share the leadership in delivering on the Older Adult Strategy. 8. Develop a service provider working group to Short - develop a more coordinated approach to older adult term service delivery and determine overall capacity and penetration. 9. Develop a portal on the Municipal, Region of Medium - Durham, and all applicable websites that lists all term groups, opportunities and supports available for older adults in Clarington. Make the'link available to all service providers and partners. 10. Provide updates of research and promising Medium - practices in other jurisdictions to providers of older term adult recreation services. 11. Look to available software (i.e. Meet -Up Durham) to Short - promote casual opportunities available on a weekly term basis to invite residents to join in on the opportunities. 12. Develop training and professional development Short - opportunities for all staff and volunteers involved in term the delivery of services for older adults and include "Diversity Competency" training, enabling opportunities for older adults with disabilities, respite programs, etc. 13. Work with the Region of Durham to provide front Short - door transit drop-off and pick-up service during term peak use hours at all facilities. Monitor the usage for one year to evaluate its effectiveness. March 2015 Page 74 12-109 Clar-ington Older Adult Strategy Staffing Model Goal: To increase the number of older adults participating in quality and diverse recreational pursuits in Clarington through organizational efficiencies, including diverse populations and persons with disabilities, better coordination with the collective of providers, and more robust promotional efforts. Other Service Delivery Recommendations Timing Considerations 14. Continue to coordinate transportation opportunities Ongoing through the Wheels in Action program. term 15. Continue to encourage COAA members to carpool Ongoing to events at the Clarington Beech Centre to avoid parking congestion. 16. Continue to review the impacts of program/event Ongoing scheduling on the parking congestion at the Clarington Beech Centre and make adjustments Where possible. 17. Investigate available volunteer software to attract, Short - retain and recognize volunteers, providing one term central listing of volunteer opportunities and provide webinars on common volunteer training modules. 18. Gain an understanding as to what percentage of the Short - population all service providers and agencies are term penetrating in the provision of recreational services in Clarington. Set annual participation goals. 19. Collect data on the actual penetration and Medium - satisfaction levels of all programs and services term provided to older adults in Clarington. Staffing Model Goal: To increase the number of older adults participating in quality and diverse recreational pursuits in Clarington through organizational efficiencies, including diverse populations and persons with disabilities, better coordination with the collective of providers, and more robust promotional efforts. March 2015 12-110 Page 75 Other Staffing Recommendations Timing Considerations 20. Facilitate sessions with the full staff team in Short - Recreation Services with respect to the expanded term departmental culture, climate and values. March 2015 12-110 Page 75 Clarington_ Older Adult Strategy March 2015 Page 76 Other Staffing Recommendations Timing Considerations 21. Identify needed training and professional Short - development programs to increase staff term competencies and skills as identified. 22. Complete a compensation review of all new Short - positions coming under the Recreation Services term Division to address any equity issues. 23. Complete a more detailed analysis and Short - implementation of staffing positions based on the term compensation review and a more definitive skills inventory. 24. Develop processes and procedures to transfer Short - administrative and other duplicated term responsibilities to the Municipality of Clarington from the COACB. 25. Restate the older adult budget with the Short - efficiencies and compensation review for term consideration and Council review. 26. Develop an annual plan that delivers on the Ongoing recommendations housed in the Older Adult Strategy over the plan horizon. 27. Develop performance measures to address the Medium - penetration of older adult programming, inclusion term of under -represented populations, the impressions and reach of communications, and participant satisfaction levels. Report to Council against annual targets and compare year over year. March 2015 Page 76 Ciadngton_ Older Adult Strategy Governance Model Goal: To broaden the work of volunteer governance in Clarington to provide strategic advice on recreation program and service provision for all older adults throughout the community. A focus should be placed on greater penetration of the older adult market, partnerships, and inclusion of under -represented and diverse populations. March 2015 12-112 Page 77 Other Governance Recommendations Timing Considerations 28. Develop a new Terms of Reference and By-law Short - for the revised governance model that reflects the term roles and responsibilities as outlined in this Older Adult Strategy. 29. Ensure that the new governance structure and Short - composition reflect the needed skills and term competencies, varying backgrounds, a balance with current COACB member representation, and the diversity of Clarington, taking into account the new Clarington-wide focus of the Committee. 30. That the staffing requirements become the Short - responsibility of the Municipality of Clarington. term 31. Identify needed training and development required Short - to support the new responsibilities within the term refined governance structure. 32. Consider changing the name and focus of the Short- COACB to the Clarington Older Adult Committee term (COAC) to reflect its new municipal -wide purview. 33. That the membership of the COAC be made up of Short - a combination of members and residents with the term competencies and skills needed to implement the Older Adult Strategy. These skills, competencies, and backgrounds should focus on (but not be limited) to skills in reaching out to diverse populations, marketing, and communications. March 2015 12-112 Page 77 Clarington_ Older Adult Strategy Facility Provision Model Goals: a) To maintain a primary hub for older adult recreational activities in the Municipality. b) To enhance convenience to all older adults through programs and activities at satellite facilities and other program locations throughout the Municipality. Other Governance Recommendations Timing Considerations 34. Recruit members for the COAC from the broader Short - population as well as from the current term membership. 35. That staff review applications and interview Short - applicants in order to present candidates to term Council for approval. 36. Develop an annual work plan in concert with the Ongoing COAC that moves from an operational focus to a strategic focus. 37. That the COAC contribute to the implementation Ongoing of the Older Adult Strategy recommendations, specifically the actions relating to program and service provision throughout the community. 38. Review the effectiveness of the new governance Medium - structure at appropriate intervals to ensure that term the new governance structure adds value to the development and delivery of recreational services to older adults in Clarington. Facility Provision Model Goals: a) To maintain a primary hub for older adult recreational activities in the Municipality. b) To enhance convenience to all older adults through programs and activities at satellite facilities and other program locations throughout the Municipality. March 2015 Page 78 12-113 Other Facility Provision Recommendations Timing Considerations 39. Maintain the Clarington Beech Centre as the Ongoing primary hub for local older adult services, particularly those that emphasize social connections and healthy living and that cater to an older demographic. March 2015 Page 78 12-113 Clarington_ Older Adult Strategy 8.2 Measuring c;cYiavij� The recommendations speak to a more collaborative and broadened service delivery system for older adult recreation in Clarington that will seek to engage older adults more often. In order to determine the effectiveness of service delivery and create baseline data in year one, the following performance metrics are suggested. March 2015 12-114 Page 79 Other Facility Provision Recommendations Timing Considerations 40. Undertake an accessibility audit of the Clarington Short - Beech Centre and develop a plan to address term deficiencies in a prioritized manner. 41. Provide dedicated older adult space at satellite (a) Short - locations to allow the Clarington Older Adult term Association to provide a greater range of (b) recreational offerings (both registered and drop-in) Medium - to older adults by: term (a) Re -allocating approximately 3,000 square feet of space at the Courtice Community Complex (b) Providing approximately 3,000 square feet of dedicated space at the Newcastle & District Recreation Complex 42. Based on demand and as resources allow Ongoing (staffing, volunteers and space), optimize available spaces at existing community facilities to enhance the range of recreation opportunities available to older adults and to reduce pressure on the Clarington Beech Centre particularly during peak (high use) periods (e.g., Garnet B. Rickard Complex, Bowmanville Indoor Soccer, South Courtice Arena, community halls and library branches, in partnership with the Clarington Public Library). 43. Explore opportunities for inclusive programming Long - for older adults at future community centres term 8.2 Measuring c;cYiavij� The recommendations speak to a more collaborative and broadened service delivery system for older adult recreation in Clarington that will seek to engage older adults more often. In order to determine the effectiveness of service delivery and create baseline data in year one, the following performance metrics are suggested. March 2015 12-114 Page 79 Clarington Older Adult Strategy What Could be Measured Description Comments Capacity and fill rates of Categories could include This data would indicate recreational opportunities visual and performing arts. where there is interest, by category active lifestyles, social gaps, unmet demands and activities, lifelong learning, the need to create environmental, civic additional programs and advocacy, etc. services Volunteerism and the May include opportunities The existing online Economic Impact and fill rates of volunteer volunteer program can opportunities, total number recruit volunteers by of volunteers in the category, offer database, average number opportunities, and track of hours per year per volunteerism in order to volunteer, the economic indicate where additional impact of volunteerism efforts are needed to (number of hours attract, recruit, and retain multiplied by a fair hourly volunteers rate) Diversity and Accessibility The number of programs The measure would and services that are fully indicate year over year the accessible and welcoming efforts that are made to be to diverse populations fully inclusive and accessible Communications and Total impressions and Measures the Promotions reach by promotional type / effectiveness of various year promotional mediums such as social media, online directory, newspapers, recreation guide, etc. Partnerships/Sponsorships Measures the value of This information can various sponsorships and quantify the value of partnerships in either partnerships and expenditure reduction or sponsorships in the revenue enhancements delivery of service March 2015 Page 80 12-115 ClaFingtOff Older Adult Strategy What Could be Measured Description Comments Participant Satisfaction A standard and simple This information will measure that tests indicate where there is participant satisfaction in satisfaction with current the programs and services programs and services and with respect to where improvements may organization, promotion, be made inclusion, safety, fun quotient, social opportunities, etc. March 2015 12-116 Page 81 Clarington Older Adult Strategy APPENDIX A — Listing of Stakeholder Interviews In-person and/or telephone interviews were conducted with the following members of Municipal Council, Municipal Administration, Clarington Older Adult Association & Board, and local organizations. Councillors: • Mayor Adrian Foster • Regional Councillor Mary Novak • Joe Neal • Ron Hooper • Wendy Partner Municipal Administration: • Frank Wu, COA, Municipality of Clarington • Joe Caruana, Department Head, Director of Community Services • Sharon Meredith, Manager of Recreation Services • Marie Marano, Department Head, Director of Corporate Services • Fred Horvath, Department Head, Director of Operations • Nancy Taylor, Department Head, Director of Finance • Curry Clifford, Corporate Initiatives Officer Clarington Older Adult Association: • Angie Darlison, Executive Director with full and part time staff (Group Discussion) • Older Adult Centre Board (Group Discussion) Other Organizations (Group Discussion): • Linda Kent, Clarington Public Library • Sally Barrie, Community Care Durham • James Campbell, Visual Arts Centre • Charles Taws, Clarington Museum and Archives March 2015 Page A-1 12-117 Clarbgtoii Older Adult Strategy APPENDIX B — Listing of Older Adult Service Providers Listing of Groups and Organizations Providing Services and Recreational Pursuits for Older Adults in the Municipality of Clarington Arts 1. A Gift of Art: http://agiftof-art.com/ 2. Clarington Concert Band: http://claringtonconcertband.ca/ 3. Clarington New Horizons Band: hftp://newhorizonsclarington.org/ 4. Concerts in the Park (Bowmanville): https://www.facebook.com/bowmanviIIeconcertsinthepark 5. Driftwood Theatre: http://www.driftwoodtheatre.com/ 6. Joyfull Noise Choir: http://www.*oyfull-noise.com/ 7. Lakeshore New Horizons Band: hftp://lakeshorenhbands.org/ 8. Newcastle Village Concerts: None 9. Visual Arts Centre of Clarington: http://www.vac.ca/ Environment / Outdoors 10. Bowmanville Allotment Gardens: hftp://bowmanvillegardenallotments.webs.com/ 11. Bowmanville Ecology Garden: hftp://www.durhamdigs.ca/bowmanville/ 12. Bowmanville Horticultural Society: http://www.gardenontario.org/site.php/bowman 13. Newcastle Horticultural Society: http://www.newcastlegarden.com/ 14. Orono Agricultural Society: hftp://www.oronofair.com/ 15.Orono Horticultural Society: http://www.gardenontario.org/soc/soc detail. php?ID=290 Leisure & Recreation 16. Bowmanville Badminton Club: http://www.bowmanvillebadmintonclub.com/ March 2015 12-118 Page B-1 Claringtoii Older Adult Strategy 17. Bowmanville Creek Anglers: http://bowmanvillecreekanglers.weebly.com/blog/archives/12-2013 18. Bowmanville Men's Town League Hockey: None 19. Bowmanville Tennis Club: None 20. Bowmanville Townsports Oldtimers: None 21. Clarington Cycling Club: http://claringtoncycleclub.ca/ 22. Clarington Museum & Archives: http://www.claringtonmuseums.com/ 23. Clarington Public Library: http://www.clarington-library.on.ca/ 24. Clarington Squash Club: None 25. Clarington Swim Club: http://claringtonswimclub.ca/ 26. Durham East Softball Association: http://desafunleague.ca/portal/ 27. Long Sault Snowmobile Club: http://www.lonasaultsnowmobileclub.com/ 28. Oak Ridges' Trail Association: http://www.oakridgestrail.org 29. Running Maniacs: http://www.runnincimaniacs.com/ 30. Valleys 2000: http:Hvalleys2000.ca/ Service Clubs 31. Beehive Rebekkah #125: None 32. Bowmanville Kinsmen Club: http://www.kincanada.ca/find-a-club/?province=ON 33. Bowmanville Legion — Royal Canadian Branch #178: http://www.on.legion.ca/branches/getBr.asi)?branch=178 34. Bowmanville Legion Ladies Auxiliary: http://www.on.legion.ca/branches/getBr.asp?branch=178 35. Bowmanville Lions Club: http://www.e-clubhouse.orq/sites/bowmanvilleon/ 36. Bowmanville Orange Lodge: http://www.freewebs.com/longsault/ 37. Bowmanville Salvation Army: http://www.salvationarmy.ca/ 38. Courtice Rotary: http://www.courticerotary.orq/index.htmI March 2015 Page B-2 12-119 Uarington Older Adult Strategy 39. Kendal Hills Ladies Orange Benevolent Association #1420: http://www.arandorangelodqe.ca/index.Php?g=gallery&g2 itemld=332 40. Kendal Lions Club:http://www.e-clubhouse.org/sites/kendalon/ 41. Kendals Orange Lodge: http://www.arandorangelodqe.ca/index.php?q=gallery&g2 itemld=332 42. Knights of Columbus: None 43. Lions Club of Newcastle: http://e-clubhouse.org/sites/newcastleon/ 44.Oddfellow & Rebekkah Centre: None 45. Rotary Club of Bowmanville: http://www.bowmanvillerotaryclub.org/ Social 46. Bowmanville Friendship Club: None 47. Seniors of Newcastle: None 48. Tyrone Seniors Club: None Special Interest 49. Durham Region Astronomical Association: httg://www.drastronomy.com/news.l)hr) 50. Newcastle Village & District Historical Society: None 51. Soper Valley Model Railroad Association: http://www.svmra.ca/ 52. Taoist Tai Chi Society: http:Htoronto.taoist-tai- chi.ora/content/standard ca to.asp?name=CA Central Toronto Whitby 53. Toastmasters: http://643656.toastmastersclubs.org/ Support 54. Bethesda House: http://bethesdahouse.ca/ 55. Canadian Mental Health Association: http://www.cmha.ca/ 56. Canadian National Institute for the Blind: http://www.cnib.ca/en/Pages/default.aspx 57. Community Care Durham: http://www.communitycaredurham.on.ca/ March 2015 12-120 Page B-3 Cladngton Older Adult Strategy 58. Community Living Association (Oshawa / Clarington) http://www.communitylivingoc.ca/ 59. COPE Mental Health: Through Community Care Durham 60. Distress Centre Durham: http://www.distresscentredurham.com/ 61. Region of Durham (various Departments) : www.durham.ca March 2015 Page B-4 1 2-1 21 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: March 30, 2015 Report Number: CLD -010-15 Resolution Number: File Number: C12.GE By-law Number: Report Subject: Appointments to Various Boards & Committees — 2015-2018 Recommendations: 1. That Report CLD -010-15 be received; 2. That the Committee consider the applications for appointment to fill the remaining vacancies on the various boards and committees, and that the vote be conducted to appoint the citizen representatives to the various boards and committees, in accordance with the Appointment to Boards and Committees Policy; 3. That the Municipal Clerk's Department be authorized to continue to advertise for the remaining vacancy on the Museum Board; and 4. That all interested parties listed in Report CLD -010-15 and any delegations be advised of Council's decision. 13-1 Municipality of Clarington Report CLD -010-15 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. Committee considered applicants at the February 23, 2015 meeting and all recommendations were approved by Council. However, there were several vacancies. At the Committee's direction, the Municipal Clerk's Department placed an advertisement in the following local papers to fill the remaining vacancies: Clarington This Week — March 4, March 11, and March 18 Orono Weekly Times — March 4 and March 11 In addition, the advertisement was placed on the Municipality's Website, www.clarington.net. As per the "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 served as a member of the Board or Committee in the 2010-2014 term. 13-2 Municipality of Clarington Report CLD -010-15 Page 3 Abandoned Cemeteries Board Composition: 7 citizens and 1 Council Representative Current Vacancies : 2 citizens Appointed in March, 2015: Angelique Ball John Bate Laura Suchan Todd Taylor Kim Vaneyk New Applicants: Jim Lowe Nancy Trimble Accessibility Advisory Committee Composition: 6 citizens, of which: 4 members shall be persons with disabilities; 1 member at large, Interested in issues related to persons with disabilities;,1 member (parent) representing children with disabilities; and 1 Council Representative. Current Vacancies: 1 citizen Appointed in March, 2015: Sally Barrie Shea -Lea Latchford Andre O'Bumsawin John Sturdy Jacquie Watchorn New Applicants: Tim Van Leeuwen 13-3 Municipality of Clarington Report CLD -010-15 Heritage Committee Composition: Minimum of 5 members, maximum of 12 members, including representative from Newcastle Village and District Historical Society, representative from Clarington Museums and Archives, + 1 Council Representative Current Vacancies: Maximum of 12 members can be appointed Appointed in March, 2015: New Applicants: Tracey Ali Steven Conway Joseph Earle Victor Suppan Todd Taylor Paul W. Davidson Peter Vogel Museums and Archives Board Composition: Maximum of 12 voting members including 2 citizens per ward, 1 Representative of Friends of the Museum, 1 Representative of Newcastle Historical Society, + 2 Council Representatives Current Vacancies: 2 citizens from Ward 3 and 2 citizens from Ward 4 Appointed in March, 2015: New Applicants: 13-4 Olinda Casimiro (Ward 1) Marilyn Morawetz (Ward 1) Bonnie Seto (Ward 2) John Sturdy (Ward 2) Susan Laing (Friends of Museum Representative) Ward 1 Sami EI-Hajjeh Ward 3 Katharine Warren Ward 4 Grant Taullie Thompson Page 4 Municipality of Clarington Renort CLD -010-15 Orono Arena Community Centre Board Composition: 2 citizens residing within the former Township of Clarke + 1 Council Representative Current Vacancies: 1 citizen from the former Township of Clarke Appointed in March 2015: Jackie Moore New Applicants: Grant Taullie Thompson Orono Agricultural Society Representatives (not yet appointed): Michael DiLella Elaine Dillon Orono Athletic Association Representatives (not yet appointed): Laverne Boyd Gord Lowery Pound Keepers Current Vacancies: 1 citizen Appointed in March, 2015: Arnot Wotten No new applications received. Property Standards Committee Composition: 6 citizens Current Vacancies: 3 citizens Appointed in March, 2015: Patricia Brazeau Todd Taylor Anthony B. Wood Page 5 13-5 Municipality of Clarington Report CLD -010-15 New Applicants: Elizabeth Archampong David Eastman Sami EI-Hajjeh Corey Groulx *Jeffrey Haskins Andrew McNee Suzanne Miller Dane Minns Bonnie Seto Matthew Smith Samuel Wilmot Nature Area Management Advisory Committee Composition: Minimum of 8 citizens + 1 Council Representative Current Vacancies: Minimum of 8 Appointed in March, 2015: New Applicants: 3. Concurrence Not Applicable 4. Conclusion 13-6 Michael Apt Leo Blindenbach Patrick Bothwell Jim Cleland Suzanne Land Melanie McArthur Kate Potter Brian Reid Dyan Amirault Paul W. Davidson James Hodge Grant Taullie Thompson Paae 6 It is recommended that the Committee consider the applications for appointment to the various boards and committees. Municipality of Clarington Report CLD -010-15 Page 7 5. Strategic Plan Application Not applicable. Submitted by Municipal Clerk Reviewed by: Franklin Wu, Chief Administrative Officer Staff Contact: Michelle Chambers, 905-623-3379 ext. 2106 or mchambers@clarington.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 13-7 Clarington 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: March 30, 2015 Report Number: COD -008-15 Resolution: File Number: T-280-2015 By-law Number: Report Subject: CO-OPERATIVE TENDER NO. T-280-2015 — SUPPLY AND DELIVERY OF SODIUM CHLORIDE i' • ll_ Il' • • 1. That Report COD -008-15 be received; 2. That K+S Windsor Salt Ltd. with a total bid amount of $2,149,268.89 (net H.S.T. Rebate) for the Municipality of Clarington's requirements for sodium chloride being the lowest responsible bidder meeting all terms, conditions and specifications of Tender T280-2015 be awarded the contract to supply approximately 29,400 tonnes of sodium chloride over the next three years, as required by the Municipality of Clarington Operations Department; 3. That pending satisfactory pricing and service and approval by the Durham Purchasing Co-operative, the Purchasing Manager be given authority to extend the contract two additional one year terms; and 4. That the funds expended be drawn from the Operations Department Winter Control/Sanding/Salting Miscellaneous Operating Supplies Account 100-36-383-10300- 7112. 14-1 Municipality of Clarington Report COD -008-15 Page 2 Report Overview To request authorization from Council to award the contract for the Supply of Sodium Chloride as required by the Municipality of Clarington's Operations Department. 1. Background A tender for the Supply of Sodium Chloride was issued on a co-operative basis with the Municipality of Clarington, City of Oshawa, City of Pickering, Town of Ajax, Town of Whitby, Township of Scugog, Township of Uxbridge, and the Region of Durham participating. The host agency for the tender call was the Region of Durham. The tender was advertised on the Ontario Public Buyer's Association website and posted on the Region of Durham's website. Eleven vendors registered as downloading the document. The Tender closed Thursday, February 26, 2015 and had a public tender opening on the same day. 2. Analysis Two bids were received in response to the tender call. Bids were reviewed and tabulated by the Region of Durham's Purchasing staff (see Attachment 1). All submissions were deemed to be compliant. The lowest compliant bid was submitted by K+S Windsor Salt Ltd. for all Co-op members. K+S Windsor Salt Ltd. is the incumbent vendor for the Supply of Sodium Chloride and has performed satisfactorily for the Municipality of Clarington. 3. Concurrence This report has been reviewed by Fred Horvath, Director of Operations, and concurs with the recommendations. 4. Conclusion It is respectfully recommended that K+S Windsor Salt Ltd. with the lowest compliant bid of $2,149,268.89 (net H.S.T. Rebate) be awarded the contract for the Supply of Sodium Chloride as per Tender T-280-2015. 5. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. 14-2 Municipality of Clari Report COD -008-15, ton Submitted by:Reviewed Wfi6 Marano, H.B.Sc., C.M.O. Director of Corporate Services Page 3 Franklin Wu, Chief Administrative Officer Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or dferguson@clarington.net Attachments: Attachment 1 — Tabulation of Bid Summary MM/DF/jm/cb 14-3 Municipality of Clarington tdi�:g tl:e Way Attachment 1 to Report COD -008-15 Municipality of Clarington SUMMARY OF BID RESULTS Tender T-280-2015 SUPPLY OF SODIUM CHLORIDE Bidder Total Bid (net HST Rebate) Total Bid with HST included) K+S Windsor Salt Ltd. $2,149,268.89 $2,386,668.48 Compass Minerals $2,572,201.77 $2,856,316.82 14-4 Finance 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 Report Number: File Number: March 30, 2015 FND-004-15 Department File# By-law Number: Report Subject: Mayor and Council Remuneration and Expenses For 2014 Recommendations: 1. That Report FND-004-15 be received for information. 15-1 Municipality of Clarington Report FND-004-15 Report Overview Paae 2 This report complies with the Municipal Act reporting requirements for Council remuneration and expenses. 1. Background and Comment 1.1 Appended hereto, please find a schedule detailing the compensation paid to each Member of Council during 2014 as required by the Municipal Act, S.O. 2001, c.25, Section 283. Also attached is a schedule detailing compensation paid to Clarington's representatives on the Veridian Board of Directors. 1.2 As per Resolution # GPA -445-95, passed by Council on July 15, 1995, attached is the Regional Municipality of Durham Report # 2015-F-15 detailing the remuneration and expenses of the Members of Council and Regional Council appointees to local boards. 2. Concurrence -Not applicable 3. Strategic Plan Application -Not applicable Submitted by: Reviewed by: Nancy a o , BBA, A, CA Director of Finance/Treasurer Franklin Wu, Chief Administrative Officer Staff Contact: Nancy Taylor, Director of Finance, 905-623-3379 ext. 2602 or ntaylor@clarington. net Attachments: Attachments: Attachment #1: Remuneration & Expenses for Mayor & Councillors — January 1 to December 31, 2014 Attachment#2: Remuneration & Expenses for Members of Veridian Corporation — January 1 to December 31, 2014 Attachment#3: Regional Report No. 2015-F-15 NT/RB/AY/hj I 15-2 (D w Cn (D OD 3 CS C CD N 3 (D 7 O (D x 7 CD P (D v 0 m c (u O 0 0 (D 3 CD N O s CD (D o' m 0 0 0 0 0 CD (D O 7 O 0 m 3 CD N O A N o' w 0 0 0 0 6j Attachment 1 to Report FND-004-15 O x O CD 0 3 N (D O V O 5° In (D w Cn (D OD 3 CS C CD N 3 (D 7 O (D x 7 CD P (D v 0 m c (u O 0 0 (D 3 CD N O s CD (D o' m 0 0 0 0 0 CD (D O 7 O 0 m 3 CD N O A N o' w 0 0 0 0 6j Attachment 1 to Report FND-004-15 A 15-3 0 0 0 0 0 0 0 w 5° [U CC 7 7 C 7 C 7 C > C > C > O O O O O O n O D 0 0 0 0 0 0 o n cn 0z I z(D 03 m � o N (D O 0 0 O (D o CD m 7 (D m O N N to N N Cn !n O N N N O Cn O (D J 'CO O (D OD (D M 'D Ow -4 w W W mW W OWD N 1 J 1 W a V 1 J O � O � D L, o -I _ ul -1, A O O 90 0 (0 CO O O CD W (OD COO Obi W (D N O W W W Ln W W V O CD CO I W W M W W I CO (D M 0 c J N m O O O W O O O M W CD N N OC C) CD W A V O I O O 1 N O I O I CO (b (D < C (D @ t7 O (D Dl — G) I A CIC A (n N (P W N O� 0 (O N O N CO IV N O O O OA Cfl OD O W CA OA N O O CU O O W O 0 V 0 O N N " O O O O] I O 0) O (D O W N CD v to < (n O V J M V W W J W CA O (P (b W O CA 91 s W c 3 N O LnN W W O W W N N 0 O Z � O N � N N N OD OOD V W .OP N O> A M V -4 N (D 0) W CO O Z OCn 0 N 3 CJIi _ ( I UC ? N N !M N O Cl) (D V O P 0) (D ? N W O -�-� V 0) CD A 01 (WO N m (b W CP COD O D) O N O O O w O W V O O W N CJt O J N (O O N W N (n A 15-3 v a m 0, 3 a' cD 3 m Z3 rt 0 CD x m Cn m Cn 15-4 0 R�: Z -a 0 O m CD 0 (D O C Cn N a v (D O � m m CL 30 v m 0 0 Cr << 3 < 3 m Q W 0 0 N U) -I ;n D 0 lt�O fA Z -n _ O O rt Z C O M -69 (0 -Ce A OJ Ul O 00 CD. CO CO CO W O OD G -� CO CO N W O') 6> 4.0 - M X 0 (h Cl CD C.) w 00 OD N m N 0 0 0 y 4A 4A 40 V� a) -A " N CD 00 n 1 N o <G W O ti W o N Al N t0 CG GJ Attachment 2 to Report FND-004-15 C- C C O 0 CD 0 CD rr w N 0 X M c z M "i O Z 90 M x -o M ♦z VI M Cn O n Attachment 3 to Report FND-004-15 The Regional Municipality of Durham Report to: The Finance and Administration Committee From: R.J. Clapp, Commissioner. of Finance Report #: 2015-F-15 o Date: February -24, 2015 SUBJECT: The Remuneration* and Expenses in 2014 of Members of Regional Council and Regional Council Appointees to Local Boards, as Required by Section 284 (1) of the Municipal Act,.2001, S.O. 2001, c25 RECOMMENDATION: The Finance and Administration Committee recommends that this report be received for information and forwarded to Regional Council. REPORT: As required by Section 284 (1) of the Municipal Act, 20.01, i have prepared a statement of the remuneration and expenses that were paid in 2014 to Regional Councillors and Regional Council Appointees. (See attached Schedules 1 to 3 respectively). The information concerning Regional Council appointees was obtained directly from the Local Boards, with the exception of the Development Charges Complaint. Committee, Durham Accessibility Advisory Committee, Durham Advisory Committee on Homelessness, Durham Agricultural Advisory Committee, Durham Environmental Advisory Committee, Durham Regional Local Housing Corporation, Durham Region Child & Youth Advocate, Durham Region Police Services Board, Durham Region. Roundtable on Climate Change, Durham Region Transit Commission, Durham Trail Coordinating Committee, Energy from Waste — Waste Management Advisory Committee, Land Division Commitee, Local Diversity and frnmigration Partnership Council, Transit Advisory Committee, and the 9-1-1 Management Board, whose accounting records are maintained by the Regional. Finance Department.. R.J. Clapp, CPA, CA Commissioner of Finance Attach. 15-5 REGIONAL COUNCIL MEMBERS Aker, J. Ballinger, J. (5) Bath, D. Carter, D. Chapman, R. (7) Clayton, T. . Coe, L. (5) (6) (7) Collier, S. Diamond, N. Drew, R. Drumm, J. (5) England, A. Foster, A. (5) Grant, J. Henry, J. Jordan, C. Marimpietd, T. McLean, W. Mercier, C. Mitchell, D. (5)'(6) Neal, Joe (5) Neal, John Novak, M. (5) O'Connell, J. O'Connor, G.L. (5) (6) (7) Parish, S. Perkins, P. (5) (8) Pickles, D. Pidwerbecki, N. (6) (7) Rodrigues, P. Rowett, T. Roy, E. (5) Ryan, D. Smith, T. Woo, W. (5) 15-6 REGIONAL COUNCIL MEMBERS 2014 REMUNERATION AND EXPENSES 'CONFERENCES, CONVENTIONS REMUNERATION MILEAGE in MEETINGS . 53,186.63 53,186.63 48, 773.55 4,413.08 53,686.63 48, 773.55 59,245.97 53,186.63 53,186.63 53,186.63 53,186.63 53,186.63 53,186.63 4,413.08 53,186.63 53,186.63 48, 773.55 53,186.63 48, 773.55 58, 745.97 4,413.08 53,186.63 48, 773.55 53,186.63 59,245.97 53,186.63 41,721.76' 4,413.08 59,245.97 48, 773.55 4,413.08 4,413.08 53,186.63 4,413.08 53,186.63 1,506,411.21 304.68 - 1,130.97 1,617.34 1,888.72 - 243.75 3,106.95 1,741.18 116.46 339.36 2,720:43 217:64 796.66 662.39 1,7.19.12 _ 1,938.54 52.23 - 162.90 1,596-24 237.55 1,669.87 410.D9 1,443.58 713.35 - 191.51 1,792.79 1,009.66 - 372.81 - 743.21 - 203.62 - - 4,087.72 226.34 97.38 447.38 - 484.65 984.55 760.17 2,475.94 12, 544.16 26,1 G3.57 SCHEDULE 1 TOTAL 53,491.31 55,934.94 50 662.27 4,413.08 57,037.33 50,631.19- 59,245.97 0,631.1959,245.97 56,246.42 54,200.93 55, 568.14 55,125.17 53,238.86 54,945.77 4,413.08 53,186.63 55,094.05 48, 773.55 55,040.30 49,486.90 58,745.97 4,413.08 55,170.93 49,783.21 53,559.44 59,989.18 53,390.25 45, 809.48 4,413.08 59,569.69 49,220.93 4,413.08 4,413.08 54,655.83 4,413.08 56,422.74 1,545,118.94 Paige. 1 of 2 REGIONAL COUNCIL MEMBERS 2014 REMUNERATION AND EXPENSES CONFERENCES, MEETINGS REGIONAL CHAIR REMUNERATION MILEAGE & OTHER $ $ Anderson, R. 200,912.29. 8,234.52 28,013.73 SCHEDULE (confinued) TOTAL $ 237,160.54 NOTES TO SCHEDULE OF REGIONAL COUNCIL MEMBERS 2014 REMUNERATION AND EXPENSES (1) Remuneration to the Regional Chair and Councillors is authorized under by-laws #16-2007, #01-2005, #08-2004, #09-2004, #10-2004, #50-95 and #61-93. (2) The Regional Chair is provided with an automobile and is reimbursed for actual expenses incurred. (3) Regional Councillors are reimbursed as follows: Mileage - based on the approved rate per kilometre. Conferences, Meetings, etc. - Meals & Incidentals - based on the approved rate of $75/day-without receipts; however, if the daily rate is insufficient, actual expenses with receipts are reimbursed. Accommodation, registration, etc. - reimbursed based on actual receipts. Term Limit maximum of $10,000 for conferences. (4) Expenses relating to Regional Council study and training sessions are not included in this statement. (5) Remuneration paid to Regional Councillor by Area Municipality and the Region reimburses the Area Municipality. (6) Denotes Regional Standing Committee Chair to November 30, 2014. (7) Denotes Regional Standing Committee Chair December 1 to December 31, 2014. (8) Resignation effective October 14, 2014. Page 2 of 2 15-7 SCHEDULE 2 NOTES TO SCHEDULE OF -REGIONAL COUNCIL MEMBE-RS- 2094 COMPENSATION PAID IN LIEU OF PENSION PLAN (1) Pursuant to by-law ##08-20D4, members of Regional Council, including the Chair, who are not enrolled in OMERS, are entitled to compensation in lieu of a pension pian. Payment is made in the current year based on prior year's earnings. (2) Pursuant to by-law ##16-2007, the Regional Chair is enrolled in OMERS. (3) Payment covers service for four years. 15-8 M1 - . Page 1.of 1 REGIONAL COUNCIL, MEMBERS 2014 COMPENSATION PAI® IN LIEU ®F PENSION PLAN REGIONAL COUNCIL IN LIEU OF PENSION MEMBERS $ Bath, D. 4,632.48 Chapman, R. 4,632.48 Clayton, T. - 4,632.48 Collier, S. 4,632.48 Diamond, N. 4,632.48 Drew, R. 4,632.48 Drumm, J. 4,632.48 - England, A. 4,632.48 Henry, J. 5,505.46 Jordan, C. 4,632.48 Marimpietri, T. 4,632.48 McLean, W. 5,505.46 Mercier, C.,6..2.48 Neal, John .4, 632.48 O'Connell, J 4,632.48 O'Connor, G.L. (3) 15,022.4 Parish, S. 4,632.488 Pidjverbecki, N. 5,505.46 Rodrigues, P. 4.632.48 Ryan, D. 4,632.48 Total 105,658.55 NOTES TO SCHEDULE OF -REGIONAL COUNCIL MEMBE-RS- 2094 COMPENSATION PAID IN LIEU OF PENSION PLAN (1) Pursuant to by-law ##08-20D4, members of Regional Council, including the Chair, who are not enrolled in OMERS, are entitled to compensation in lieu of a pension pian. Payment is made in the current year based on prior year's earnings. (2) Pursuant to by-law ##16-2007, the Regional Chair is enrolled in OMERS. (3) Payment covers service for four years. 15-8 M1 - . Page 1.of 1 REGIONAL COUNCIL APPOINTEES Central Lake Ontario Conservation Authority Aker, J. Chapman, B: Coe, L. Collier, S. Corrigan, L ' Drumm, J. Hooper, R. Marimpietri, T. Mitchell, D. Neal,'.John Novak, M. Perkins, P. Rodrigues; P. Traffl, C. Ganaraska Region .Conservation Authority Partner, W. Woo, W. Kawartha Region Conservation Authority Hancock, J. Hooper, R. Mercier, C. Smith, T. Lake Simcoe Region Conservation Authority Ballinger, J. Bath, D. Drew, R. Toronto & Region Conservation Authority Jordan, C. O'Connor, G.L. Ryan, D. SCHEDULE -3 (continued) REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS 2014 REMUNERATION AND EXPENSES CONFERENCES, CONVENTIONS REMUNERATION MILEAGE & MEETINGS TOTAL 250.00 51.30 - 301.30 350.00 68.04 - 418.04 350.00 105.84 - 455.84 . 250:00 97.20 - 347.20 350.00 219.24 250.00 54.00 - 304.00 350.00 109.62 - 459.62 200.00 41.04 - 241.04 250.00 99.90 - -349.90 300.00 129.60 - 429.60 250.00 70.20 - 320.20 2,800.00 90.72 - 2,890.72 300.00 197.64 - 497.64 200.00 62.64 - 262.64 6,450.00 1,396.98 - 7,846.98 1,155.00 645.15 - 1,800.15 220.00 - - 220.00 1,375:00 645.15 - 2,020.15 720.00 104.00 - 824.00 480.00 248.50 - 728.50 600.00 459.00 - 1,059.00 .540.00 296.00 - 836.00 2,340.00 1,107.50 - 3,447.50 1,100.00 400.68 - 1,500.68 11,700.00 1,305.18 - 13, OD5.18 1,400.00 827.28 - 2,227.28 14,200.00 2,533.14 - 16,733.14 692.96 235.00 - 927.96 _ 4,590.86 1,487.00 - 6,077.86 - 405.00 - 405.00 5,283.82 2,127.00 - 7,410.82 Page 1 of 5 15-9 REGIONAL COUNCIL APPOINTEES CTC Source Protection Committee Presta, J. Durham Accessibility Advisory Committee Atkinson, R. Barrie, S. Bremner, S. Cordahi, M. Drumm, J. McAllister, D. .Roche, M. Rundle, P. Sones, S. Sutherland, M. Thain, J. Durham Agricultural Advisory Co iriibittee Bacon, 1. Bath, D. Bowman, E. CohooR, Z. Cox, R: Howsam, B. Kemp, K. Kennedy, K. O'Connor, G.L. Pistritto, P. Puterbough, F. Risebrough, D. Schillings, H. Smith, D. Watpoot, T. Winter, D. Durham Region Non -Profit Housing Corporation Anderson, R. Clayton, T. Coe, L. England, A. O'Connor, G. L. Mitchell, D. Pidwarbecki, N. REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS 2014 REMUNERATION AND EXPENSES CONFERENCES, CONVENTIONS REMUNERATION MILEAGE & MEETINGS SCHEDULE 3 (continued) TOTAL - 275.42 16.32 291.74 _ 275.42 16.32 291.74 - 39.76 350.00 389.76 ' 350.00 350.00 350.00 350.00. _ 350.00 350.00 _ 350.00 350.00 _ 350.00 350.00 350.00 350.00 350.00 350.00 _ 39.76 2,800.00 2,839.76 - 457.81 - 457.81 - 213.84 - 213.84 - 432.00 - 432.00 _ 87.91 - 87.91 - 124.20 - 124.20 - 464.40 - 464.40 - 378.00 - .378.00 - 43-20 - 43.20 - 315.40. - 315.40 - 528.01 75.00 603.01 - 251.85 - 251.85 _ 159.84 - 159.84 _ 452.09 - 452.09 3,908-55 75.00 3,983.55 5,500.00 - 1,88174 7,381.74 5,500.00 - 1,881.74 7,381.74 Page 2 of 5 SCHEDULE 3 (continued) REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS 2614 REMUNERATION AND EXPENSES 'CONFERENCES, REGIONAL COUNCIL CONVENTIONS APPOINTEES REMUNERATION MILEAGE & MEETINGS TOTAL Durham Environmental, . Advisory Committee Aker, J. . Barrington, A. 49.25 _ 49.25 Buttigieg, B. _ 381.24 - 381.24 Carpentier, G. 120.96 - 120.96 Clearwater, S. - - 42.77 - 42.77 ' .Connor, A. � _ _ Davis, C. - - - Dschankilic, C. - - 434.70 434.70 Goldie, H. _ Henry, J. _ Karney, B. _- 131.87 - " 131.87• Layton, G. _ Mabanza, P. " - 469.80 Manns, H. - .469.80 48.60 - 48.60 McDonald, K. - McRae, E. " • 368.28 - .368.28, Murray, K _ Rae, J.71.28 -. 71.28 - . 71,28 K Stewart, E. - 80.'14 - 80.14 Swift, B. _ 2,198.89 - 2,198.89 Durham Region Roundtable on Climate Change Aker, J. Anderson, R. _ Ballinger, J. Buckles, B. Cubitt, G. Drew, R. - Drumm, J. - England, A. Gauder, R. Georgieff, A. L. ` - 99.05 99.05 Hall, T. H - Hornweg, D. _ Lyng, R. Manns, H. _ Marimpietri, T. Mitchell, D. Neil, B, _ Rodrigues, P. Solly, J. Vroegh, M. Willard, B. - Zdanowski, L. 99.05 99.05 Page 3 of 5 15=11 Page 4 of 5 15=12 SCHEDULE 3 - (continued) REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS 2014 REMUNERATION AND EXPENSES CONFERENCES, REGIONAL COUNCIL CONVENTIONS APPOINTEES REMUNERATION MILEAGE & MEETINGS TOTAL Energy From Waste - Waste Management Advisory Committee Baker, T. - - 139.64 139.64 Barnes, S.. _ Bracken, W. Burnett, N. Clayton, M. Clearwater, S. Coupland, K. Fernando, E. Porteous, A. Speelman-Viney, M. Whidden, M.. Vinson, J. Wouters, S. _ 139.64 - 139.64 Federation of Canadian Municipalities - - 6,844.30 6,844.30 Anderson, R: 6,844.30 6,844.30 Housing Services Corporation Urbanski, A. 6,250.00 - 152.96 6,402.96 6,250.00 - 152.96 6,402.96 Land Division Committee Armstrong, R. 1,348.34 258.21 49.69 11656.24 1,733.58 Doistra, J. • 1,733.58 1,733.58 - 118.63 - 1,852.21 .Hamilton, P. 2,136.64 150.00 2,286.64 Hurst J. Komarnicki, J.M. 3,117.80 3B8.54. 79.65 3,585.99 2, 364.90 Marquis, D. 1,926.20 1,540.96 438.70 296.08 - 66.23 1,903.27 Reinhardt, E:.. 1,540.96 278.37 44.62 1,863.95 Taylor,. W. —7 15,078.06 - 1,778.53 -390.19 17,246.78 Page 4 of 5 15=12 REGIONAL COUNCIL APPOINTEES Transit Advisory Committee SCHEDULE 3 (continued) REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS . 2014 REMUNERATION AND EXPENSES CONFERENCES, CONVENTIONS REMUNERATION MILEAGE & MEETINGS TOTAL Antram, C." - - Atkinson, R. - - Chinweuba, P. Clayton, T. - - 15.43 Dickison, S. - - 15.43 Doyle, T. " Howes, B. Jones, P. - Lambert, A. _ 1,322.30 1,322.30 Norris, C. - Povolotski, A. - . - Przybylo, P. Stadhitzky-Kolendo, T. Sutherland, M. " 15.43 1,322.30 1,337.73 Trent Conservation Coalition Source Protedtion Committee Franklin, R. Durham Region Police Services Board Anderson, R. Drew, R. Fraser, R. Henry, J. McLean, W. 11, 059.40 500.00 10,271.00 5,559.34 6,059.34 33,449.08 243.20 - 243.20 243.20 5,459.97 5,271.09 3,860.66 14,591.72 16,519.37 500.00 15, 542.09 5;559.34 9,920. DO ' 48,040.80. NOTE TO SCHEDULE OF REGIONAL COUNCIL APPOINTEES TO'LOCAL BOARDS 2094 REMUNERATION AND EXPENSES 1. No remuneration or expenses were paid to Regional Council Appointees to the: - 9-1-1 Management -Board - Association of Local Public Health Agencies - Association of Municipalities of Ontario - Business Advisory Centre Durham - Canadian National Exhibition Association - Development Charges Complaint Committee - Durham Advisory Committee on Homelessness - Durham Region Child and Youth Advocate -.Durham Region Transit Commission - Durham Regional Local Housing Corporation - Durham Trail Coordinating Committee - East Duffins Headwaters Committee - GTA Agricultural Action Committee & Golden Horseshoe Food & Farming Alliance - Greater Toronto Airport Authority Consultative Committee Greater. Toronto Marketing Alliance Local Diversity and immigration Partnership Council - Royal Agricultural Winter Fair Association TRCA Trail Guidelines Advisory Committee -Trent Conservation Coalition Source Protection Committee Page 5•of 5 15-13 Finance ®epartrhent 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: March 30, 2015 Report Number File Number FND-005-15 Department File# By-law Number: Report Subject: Building Permit Fees Annual Report for 2014 Recommendations: 1. That Report FND-005-15 be received for information. 15-14 Municipality of Clarington Report FND-005-15 Page 2 Report Overview This report complies with the Building Code Act reporting requirements for Building Permit Fees... Based on the review, there are no adjustments required to the building fees. 1. Background and Comment 1.1 Under the Building Code Act, 1992 and the passing of subsequent amendments and Ontario Regulation 350/06, municipalities are required to prepare an annual report that records the amount of building permit fees collected and the costs incurred during the process. Division C Part 1 Section 1.9 of the Building Code specifies what is to be included in the annual report as follows: (1) The report referred to in Subsection 7 (4) of the Act shall contain the following information in respect of fees authorized under Clause 7 (1) (c) of the Act: (a) total fees collected in the 12 -month period ending no earlier than three months before the release of the report, (b) the direct and indirect costs of delivering services related to the administration and enforcement of the Act in the area of jurisdiction of the principal authority in the 12 -month period referred to in Clause (a), (c) a break -down of the costs described in Clause (b) into at least the following categories: (i) direct costs of administration and enforcement of the Act, including the review of applications for permits and inspection of buildings, and (ii) indirect costs of administration and enforcement of the Act, including support and overhead costs, and (d) if a reserve fund has been established for any purpose relating to the administration or enforcement of the Act, the amount of the fund at the end of the 12 -month period referred to in Clause (a). (2) The principal authority shall give notice of the preparation of a report under Subsection 7 (4) of the Act to every person and organization that has requested that the principal authority provide the person or organization with such notice and has provided an address for the notice. 1.2 The requirement to issue an annual report on building permit fees came into effect for the 2006 year which means the first report was required by March 31, 2007. It is unclear in the regulations as to how the annual report is to be reported; i.e. via Council meeting, newspaper advertising, municipal website, etc. 1.3 In accordance with the Building Code Act as amended, staff have prepared this report to Council on an informational basis and Attachment "A" will be posted on the municipality's website in March 2015. 15-15 Municipality of Clarington Report FND-005-15 Paae 3 1.4 In 2014, the new residential building permits issued were higher than anticipated providing a total building permit revenue of $2,056,892 creating a surplus of $213,462 after reducing the total revenue by the direct and indirect expenses as outlined on Attachment "A". 1.5 As the building permit surplus funds are to be segregated from the general funds of the municipality, the surplus of $213,462 was transferred to the Building Division reserve fund leaving the surplus/deficit for December 31, 2014 as nil. 1.6 In December 2011, the building permits increased significantly due to the effect of the building code change effective January 1, 2012. 1.7 During the 2014 year, the Engineering Department advised Council through the monthly building permit activity report that the building permits issued in 2014 were going to be higher in comparison to the 2013 year. 1.8 The total number of all types of building permits issued in 2014 was 1,176 compared to 959 in 2013 which translates into 22% increase in 2014. 1.9 The total number of new residential building permits issued in 2014 was 657 compared to 439 in 2013 which translates into 49.7% increase in 2014. 1.10 The below graph illustrates the number of permits for all types and new residential for the last 8 years. The 2010 figures are more in line with the pre 2007 figures. The 2011 figure is unusually high due to the effect of the building code change effective January 1, 2012. Building Permits 1400 1188 1176 1200 - 1073 1042 1056 1000 - 959 63 800 - 55 643 57 93 93 HAll Types of Permits 0 600 — 39 New Residential Permits 400 74 200 - — 0 _ -- 2007 2008 2009 2010 2011 2012 2013 2014 Year Municipality of Clarington Report FND-005-15 Paae 4 2. Concurrence Not Applicable 3. Conclusion 3.1 Attachment "A" is a summary of the 2014 building permit fees revenue and related expenditures with the expenses broken down into direct and indirect costs along with the balance of the building division reserve fund. 3.2 It is not necessary to adjust the building fees as the Building Fees By -Law #2011-036 contains a clause to increase building fees by three (3) percent annually effective January 1St each year. 4. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: / �`` ,j `;' Reviewed by: Nancy Ta or, B ' vC A, CA Director of Finance/Treasurer 4ZI A.S. Cannella, C'E.T. Director of Engineering Services. Franklin Wu, Chief Administrative Officer Staff Contact: Lori Gordon, Deputy Treasurer, 905-623-3379 ext. 2604 or Igordon@clarington.net Attachments: Attachment "A" — Summary of 2014 Building Permit Fees Revenue & Expenditures There are no interested parties to be notified of Council's decision. NT/LG/hjl 15-17 Municipality Of Clarington Building Permit Fee Annual Report for 2014 Revenues Attachment A Report FND-005-15 Total Building Permit fees collected during 2014 year under the Municipality of Clarington's Bylaw Number 2011-036, as amended is $2,056,892. Total Revenues: $2,056,892. Expenses Direct Costs: Direct costs are deemed to include the costs of the Building Division of the Engineering Department for the processing of building permit applications, the .review of building plans conducting inspections and building -related enforcement duties. Total Direct Costs: $1,357,574. Indirect Costs: Indirect costs are deemed to include the costs for support and overhead services to the Building Division. Total Indirect Costs: $485,856. Transfer to Reserve Fund: $213,462. Total Expenses: $2,056,892. Surplus/deficit as of December 31, 2014: Nil Statement Of Reserve Fund: Building Division Reserve Fund balance as of December 31, 2014 is $1,051,648. Note: Unaudited Figures. 15-18 Finance 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: March 30, 2015 Report Number: FND-006-15 File Number: By-law Number: Report Subject: Financial Update as at December 31, 2014 Recommendations: 1. That Report FND-006-15 be received for information. 15-19 Municipality of Clarington Resort FND-006-15 Report Overview Paae 2 The purpose of this report is to update Council on the overall budget variances as of December 31, 2014 as well as other financial indicators such as taxes receivable, reserve fund investments, debt and development charges collected. These are not audited figures and are subject to change as the year-end review processes are completed. 1. Background 1.1 The financial update report has been designed to focus on overall budget variance reporting. 2. Fourth Quarter of 2014 Results 2.1 Attachment 1, Summary of Operating Expenditures and Revenues compares the Municipality's budget to actual posted expenditures as of December 31, 2014. This statement reflects the Municipality's operating budget only and excludes year to date expenditures for the consolidated hall/arena boards. Net year to date expenditures as of December 31, 2014 totalled $45,384,495 which represents 99.6% of the total 2014 budget. 2.2 Attachment 1 is intended to provide an indication of the status of the Municipality's operating accounts compared to the approved budget as at December 31, 2014. It is important to note that the figures presented in this report do not represent final year- end figures. Year-end accruals and adjustments necessary to ensure revenue and expenditures are charged to the appropriate fiscal year will continue to be done to finalize the 2014 year and prepare the Municipal Financial Statements in accordance with the Canadian generally accepted accounting principles. These are unaudited year-end figures as our audit will not be completed until the end of June 2015. 2.3 The majority of revenues and expenditures are overall in line with the 2014 budget. Monthly trial balance reports are sent to each department for regular review. Revenues and expenditures that have a variance either above or below budget that are noteworthy are discussed in this report. 2.4 The non -departmental revenues and recoveries are higher than the 2014 budget. This is due to transfers from reserve funds relating to previous commitments such as Official Plan review, Showcasing Water Innovation, DC appeal and other commitments. As the expenditures are made within department budgets for these previous commitments, the offsetting transfer is posted to the non -departmental accounts. Also included in these revenues are the additional amounts over the budgeted amount of the supplementary taxes, right of ways and PIL education retained amounts. 15-20 Municipality of Clarington Report FND-006-15 Paae 3 2.5 Overall the Legal net expenditures are inline the 2014 budget at 98.61%. Revenues are higher than budgeted at 120.96%. Of note are higher than budgeted plan agreement fees. Expenditures are slightly higher than budget at 103.69%. This can be attributed to costs associated with the DC appeal however these are offset by transfers from the DC reserve funds which are posted in the non -departmental revenues as noted above. 2.6 Corporate Services net expenditures are on track with the 2014 budget at 97.62%. Higher than budgeted revenues have improved the department net expenditures. Increased revenues are due to a WSIB refund. Also Corporate Services has had some savings in Communications in areas such as advertising, printing and mail distribution due in part to the transition within the Communications department. Also the computer software and hardware maintenance contracts were under budget for 2014 although these costs are increasing year to year. 2.7 The Clerks net expenditures are at 111.44% as of December 31, 2014. The revenues are below the 2014 budget at 95.64%. This is due to lower than budget revenues for dog and cat licences which are at 54% of the total 2014 budget. However, this has been offset by higher than budgeted revenues in civil marriage fees, marriage licences, other licences and sale of animals. The expenditures are at 107.92% of the 2014 budget. There have been higher than budget expenses relating to election costs. The Clerks department also administers the wildlife loss grant program. It is difficult to estimate the amount and timing of such losses and matching grants. As of December 31, 2014 the grants and loss claims were only at 23% of the 2014 budget. 2.8 The Finance net expenditures are at 110.75% of the 2014 budget. Revenues are higher than budgeted at 110%. This is due to the higher than budgeted amount of fines and penalties on accounts receivable and taxes. The penalty on taxes as of December 31, 2014 is $1,344,741 compared to the 2013 value of $1,518,769. This is a reflection of the continuing success of the collection of outstanding taxes and an increase in participants of the monthly pre -authorized payment plan. The decrease in taxes receivable is discussed in 2.14. The Unclassified Administrative expenditures are above budget, largely due to the increase in tax write offs. As noted in earlier reports there has been an increase in ARB decisions (multiple years) on commercial properties and propertied directly affected by 407 expropriation. 2.9 Emergency Services net expenditures are at 104.9% of the 2014 budget. Revenues are above budget due to unbudgeted amounts from OPG for Fire Protection and Community Emergency Management Plan and Republic Live. Expenditures are at 107.25% of the 2014 budget. This can be attributed to higher than budget payroll for. full-time and part-time firefighters as well as higher utility costs. The funds from OPG for the Community Emergency Management Plan were transferred to the Community Emergency Reserve Fund so therefore show as an offsetting expense to the revenue. 15-21 Municipality of Clarington Report FND-006-15 Page 4 2.10 Engineering net expenditures are below budget at 84.31% as of December 31, 2014 This is due in large part to the building permit revenues. Building permits revenues at $2,056,892 as of December 31, 2014 as compared to the total 2014 budget amount of $1,300,000. A separate report FND-005-15 addresses this issue. Expenditures are at 106.13% of the total 2014 budget. The budget account for the Green Road grade separation debenture was based on an estimate for the 2014 budget. The debenture was issued in July 2014 so does not have a payment due in 2014 but an interest accrual was posted. Other transactions such as transfers to reserves relating to engineering review and inspection fees increase expenditures but are offset by the corresponding revenues. 2.11 Operations net expenditures are at 113.4% of the 2014 budget. Revenues are higher than the budgeted amount at 172.63% as of December 31, 2014. There was an increase in winter and spring maintenance charges to developers due to the past two winter seasons. There was an increase in entrance culvert fees as well as burial fees at municipal cemeteries. As noted Operations 2014 Winter Budget Report, the effect of the harsh winter of 2013/2014 and the ice storm of 2014 resulted in a significant increase in winter control costs. Other expenditures that were higher than budgeted were the maintenance of roads, sidewalks and parks as well as utility costs for streetlights. Council was updated with respect to the status of the storm recovery application during the budget process. There is no additional information at this time. 2.12 Community Services net expenditures are at 107.87% of the 2014 budget. Revenues are higher than budgeted at 104.57% as of December 31, 2014. In particular aquatic revenues are higher as well as camp revenues, fitness revenues including memberships and facility revenues. Operating expenditures also higher than budgeted at 107.97%. This is due to higher utility costs for the recreation facilities as well as higher costs for increased programming. 2.13 Planning net expenditures are over budget as of the 2014 budget at 104.75%. Revenues are overall in line with the 2014 budget. Port Granby revenues as per the management agreement are higher than budgeted. Expenditures are at 107.06% of 2014 budget. Costs relating to the Port Granby site are compensated by the higher associated revenues. As previously noted, it is important to note most of these expenditures showing the overage are related to projects that are financed through reserve and reserve funds such as OP review and Showcasing Water Innovation. Therefore the corresponding revenue is shown as a transfer from reserves and reserve funds as budgeted in the non -departmental accounts. Without these expenditures then the Planning expenditures are in line with the 2014 budget at 101.65% and put the net expenditures at 98.56%. 2.14 Attachment 2, Continuity of Taxes Receivable for the year ending December 31, 2014 provides the status of the taxes billed and collected by the Municipality during the fourth quarter of 2014. A total of $1,765,147 in supplementary tax bills were 15-22 Municipality of Clarington Report FND-006-15 Paae 5 issued to property owners in the Municipality during this period. At the end of 2014, there was a balance of $3,430,886 compared to a total of $4,937,103 which remained unpaid as of December 31, 2013. This is a decrease of 30.5% from 2013 to 2014 figures. There are two factors that contribute to the favourable position. There has been an increase of 22.31 % from 2013 to 2014 of pre -authorized payments (PAP) plan. There has been an increase in participation of the PAP plan including non-residential properties. Under the PAP plan, instalments are collected for the 2014 year from December 1, 2013 to November 30, 2014. The PAPs collected in December 2014 are collected in advance of the 2015 tax year. As of December 31, 2014 there is an increase of 22.3% in pre -paid taxes when compared to the end of 2013. Another contributing factor has been the reduction in taxes receivable due to collection efforts of the tax department and tax write offs over 2014. 2.15 Attachment 3, Investments Outstanding as of December 31, 2014 provides the status of the Municipality's general, capital, and reserve fund investment holdings at the end of 2014. The Municipality at December 31, 2014 holds $0 in general fund investments, $0 in capital fund investments, $9,039,940 in Development Charge reserve fund investments and $45,816,510 in reserve fund investments. General fund investments are short term in nature and timed to mature when funds will be required. Investments held in the Municipality's portfolio are assessed on an ongoing basis to ensure they meet the requirements of section 418 of the Ontario Municipal Act, Ontario Regulation 438/97 and the Municipality's investment policy. Currently, the general fund investments are held in the Municipality's general bank account as the interest rate on the account continues to be more favourable than money market instruments because of current economic conditions that are likely to continue for some time. The short term interest rates and current cash flow needs are reviewed on a regular basis. 2.16 Attachment 4, Debenture Repayment Schedule provides the status of the Municipality's long term debt obligations as of January 1, 2015. The Municipality has $22,995,326 in outstanding debt as of January 1, 2015 and debt repayment obligations of $3,765,509.96 as reflected in the 2015 budget. The annual principal and interest payments required to service these liabilities are well within the annual debt repayment limits prescribed by the Ministry of Municipal Affairs and Housing. 2.17 Attachment 5, Municipal Development Charges as of December 31, 2014 provides the total Municipal Development charges collected of $10,269,428.41. In the 2010 Development Charges Background Study, it was forecasted that the Municipality would be collecting approximately 878 residential units in total for 2014 or about 73 units per month. For 2014 budget considerations, the figure of 525 units was used for the year. At the end of 2014, there were 645 units. 2.18 Analysing the number of units issued in 2014, there was an increase of 52.84% compared to the same period in 2013. Comparing the total dollars collected in 2014 15-23 Municipality of Clarington Report FND-006-15 to 2013, there was an increase of 62.0% in municipal development charges collected. 3. Concurrence Not Applicable 4. Conclusion It is respectfully recommended that the fourth quarter of 2014 financial update report be received for information. 5. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: % i' �; Reviewed by C NancyY ay or, NBA,`"CPA, CA Franklin Wu, Director o Finance/Treasurer Chief Administrative. Officer Staff Contact: Nancy Taylor, Director of Finance/Treasurer, 905-623-3379 ext. 2602 or ntaylor@clarington.net Attachments: Attachment 1 — Summary of Operating Revenues and Expenditures Attachment 2 — Continuity of Taxes Receivable Attachment 3 — Investments Outstanding Attachment 4 — Debenture Repayment Schedule Attachment 5 — Municipal Development Charges There are no interested parties to be notified of Council's decision. 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N: OW O O y� d d c �.y Z U N .Z `U :XN N �+ �U X �:H �+ �U N Y m Z m 'v ° °' r p 0. X CL a: m O m w. n a m w m. U a a Q a' P Q O �.W .Kp is �:w a c Z.O' rnW c Z :gyp c c aa C z.� wa a. -< :3 'y: v X �:� w� ° z� v a: a, W y c U o � 'cc `X .�.c :� c c 'rt m x 'Z'cc x a'X :d K r 2 m :C7 d m W :w m 'a+ d W m 3 ;Q iW (D 0 w :w a.> :Q,� o'Y; O > ° c`~ Qi'>:a . ro . O m Zw:xd J :W 'O .K '.fi' 7 a .O LL W .Z :U .CL .K w z d' O Q :� Z .d 'W .2 0] Z :Q dLu d O N :!0 N O CL I- Q) :M :M : : :0 K W Z 15-26 Municipality of Cl�rington Attachment 2 to Report FND-006-15 CORPORATION OF THE MUNICIPALITY OF CLARINGTON Continuity of Taxes Receivable for the Fourth Quarter of the Year 2014 Sep 30, 2014 DECEMBER DECEMBER BEG. BALANCEINTEREST TAXES PAYMENTS/ 2014 2013 RECEIVABLE ADDED BILLED BALANCE ADJUST.- DJUST ***PREPAID PREPAIDTAXES Note 1 4,558,569 3,727,090 CURRENT YEAR TAXES 14,896,879 1,519,620 16,416,499 (10,843,132) 5,573,367 5,986,643 PENALTY AND INTEREST 159,100 286,331 445,431 230343 215,088 240,289 FIRST PRIOR YEAR TAXES 2,188,866 218,465 2,407,332 (831,254) 1,576,078 1,792,113 PENALTY AND INTEREST 181,683 73,120 254,804 124,571 130,233 150,635 SECOND PRIOR YEAR TAXES 547,809 27,061 574,870 (311,029) 263,841 277,766 PENALTY AND INTEREST 71,315 17,401 88,716 42,894 45,821 47,365 THIRD & PRIOR YEARS TAXES 157,884 157,884 (46,635) 111,249 111,552 PENALTY AND INTEREST 70,357 4 151 74,508 731 73,777 57,830 TOTAL 18,273,894 381,002 1,765,147 20,420,043(12,430,588)13,430,886 4,937,103 * Includes refunds, write-offs, 357's, etc. NOTE 1: Prepaid taxes include property tax preauthorized payment program (PAP). 15-27 Attachment 3 to Municipality of Clarington Report FND-006-15 INVESTMENTS OUTSTANDING As at December 31, 2014 GENERALFUND CAPITAL FUND GENERAL FUND Total: - - CAPITAL FUND Total: - - NON DEV. CHARGE MONIES (including STATEGIC CAPITAL) BNS GIC ORIGINAL 1,500,632.00 2.35% 01 -Jun -15 1,608,632.21 ISSUER OF TYPE OF PURCHASE COST OF INTEREST I MATURITY I MATURITY I INVESTMENT INVESTMENT DATE INVESTMENT RATE DATE AMOUNT GENERALFUND CAPITAL FUND GENERAL FUND Total: - - CAPITAL FUND Total: - - NON DEV. CHARGE MONIES (including STATEGIC CAPITAL) BNS GIC 01 -Jun -12 1,500,632.00 2.35% 01 -Jun -15 1,608,632.21 BMO GIC 26 -Sep -11 624,188.00 2.00% 28 -Sep -1 5 675,641.17 BMO GIC 15 -Oct -13 598,890.00 1.90% 15 -Oct -15 621,864.02 RBC GIC 07 -Dec -11 1,922,733.00 2.35% 07 -Dec -15 2,109,941.00 RBC GIC 07 -Dec -11 1,976,951.00 2.35% 07 -Dec -15 2,169,438.00 BMO coupons 15 -Mar -12 176,636.37 2.54% 28 -Mar -16 195,351.00 Tangerine GIC 02 -May -13 1,001,980.00 1.90% 02 -May -16 1,060,184.88 Manulife Bank GIC 20 -Sep -11 2,000,000.00 2.60% 20 -Sep -16 2,273,876.11 BMO coupons 15 -Mar -12 213,067.68 2.61% 28 -Sep -16 239,375.00 Tangerine GIC 01 -Oct -12 1,819,048.00 2.35% 03 -Oct -16 1,996,160.91 Manulife Bank GIC 02 -Dec -11 2,000,000.00 2.71% 02 -Dec -16 2,286,091.67 Manulife Bank GIC 19 -Mar -12 1,693,000.00 2.88% 19 -Mar -17 1,951,224.70 BMO coupons 15 -Mar -12 159,396.18 2.86% 28 -Mar -17 183,615.00 RBC GIC 01 -May -13 1,000,000.00 2.10% 01 -May -17 1,086,683.24 BMO coupons 15 -Mar -12 196,287.25 2.92% 28 -Sep -17 230,141.00 CWB GIC 01 -Oct -12 3,500,000.00 2.55% 01 -Oct -17 3,969,596.54 BNS GIC 30 -Oct -12 1,884,365.00 2.50% 30 -Oct -17 2,131,986.04 HSBC GIC 21 -Dec -12 1,121,354.00 2.40% 21 -Dec -17 1,262,352.30 National Bank GIC 08 -Jan -13 1,900,503.00 2.40% 08 -Jan -18 2,139,776.15 National Bank GIC 12 -Feb -13 1,927,464.00 2.45% 12 -Feb -18 2,175,434.89 National Bank GIC 04 -Mar -13 741,320.00 2.45% 05 -Mar -18 836,748.00 CWB GIC 17 -Mar -14 672,368.00 2.30% 19 -Mar -18 736,392.86 Tangerine GIC 25 -Mar -13 1,254,427.00 2.40% 26 -Mar -18 1,412,449.93 HSBC GIC 13 -May -13 321,079.00 2.25% 14 -May -18 358,862.84 BNS GIC 03 -Jun -13 1,499,069.00 2.30% 03 -Jun -18 1,679,576.51 RBC GIC 30 -Jul -13 2,341,277.00 2.60% 30 -Jul -18 2,661,886.92 BMO GIC 30 -Sep -13 1,174,214.00 2.90% 01 -Oct -18 1,354,748.00 Prov NB coupons 27 -Jun -13 248,068.78 2.59% 03 -Dec -18 285,071.00 RBC GIC 11 -Mar -14 1,084,844.00 2.50% 11 -Mar -19 1,227,401.41 RBC GIC 17 -Mar -14 1,000,000.00 2.50% 18 -Mar -19 1,131,408.21 Tangerine GIC 02 -May -14 1,000,000.00 2.60% 02 -May -19 1,139,019.14 BMO GIC 17 -Aug -14 830,000.00 2.41% 19 -Aug -19 935,015.04 BNS GIC 12 -Sep -14 1,037,127.00 2.46% 12 -Sep -19 1,171,126.20 Manulife Bank GIC 23 -Sep -14 789,343.56 2.50% 22 -Sep -19 893,069.79 Tangerine GIC 02 -Dec -14 1,191,382.00 2.56% 02 -Dec -19 1,351,889.19 Tangerine GIC 18 -Dec -14 1,045,809.00 2.56% 18 -Dec -19 1,186,704.08 Prov BC Bond 11 -Dec -13 2,369,685.75 2.70% 18 -Dec -22 2,425,000.00 NON DIC Total: 45,816,509.57 51,153,734.95 DEV. CHARGE FUNDS ONE FUND Bond 08 -Aug -00 3,737,877.79 n/a 3,737,877.79 ONE FUND Equity 31 -Jan -07 500,000.00 n/a 500,000.00 RBC GIC 02 -Dec -14 35,625.00 1.25% 01 -Jun -15 35,845.83 BNS GIC 20 -Dec -13 1,062,541.00 2.03% 20 -Dec -16 1,128,572.22 National Bank GIC 20 -Dec -13 1,300,000.00 2.75% 20 -Dec -18 1,488,855.35 Prov Ontario Bond 19 -Dec -13 2,403,350.00 2.85% 02 -Jun -23 2,500,000.00 DC Total: 1 9,039,393.79 1 1 1 9,391,151.19 TOTAL INVESTMENTS $ 54,855,903.36 $ 60,544,886.14 Note that interest is annual compounding with the exception of the following: 5 - 2 (A) GIC Interest is paid semi-annually (B) GIC Interest is paid annually (C ) Bond interest is paid semi-annually (D) Pooled Investment Fund (B) (C) IM (C) Attachment 4 of Muncipality of Clarington Report FND-006-15 Interest 1.80% to 2.25% 1.2% to 3.35% 5.12% 1.2% to 3.8% 4.7% to 5.2% 4.45% to 4.75% Rates NOTE: 2014 changed to accrual basis for interest. Total 2015 budget is $3;730,892.21 - 298,562.58+333,180.33 = $3,765,509.96 NOTE: 2018 requires renewal of debenture for a further 5 year period unless funding is available from other sources. Partial funding at those times would reduce debenture burden for the following 5 year period. 15-29 Debenture Repayment Schedule as of January 1, 2015 Year South Courtice Indoor Soccer/ RRC Green Road Newcastle Newcastle Total Arena Lacrosse CCD Space Grade Separation Library Aquatic 2015 1,083,940.50 161,930.50 107,074.68 524,212.80 103,677.48 1,784,674.00 3,765,509.96 2016 1,083,562.50 163,394.50 107,074.68 531,120.80 103,575,48 1,785,231.50 3,773,959.46 2017 1,080,782.50 164,626.00 107,074.68 537,368.80 104,194.48 1,785,285.25 3,779,331.71 2018 165,415.00 107,074.68 542,379.30 556,507.98 1,784,635.50 3,156,012.46 2019 166,743.50 107,074.68 546,086.30 1,784,054.75 2,603,959.23 2020 166,571.00 107,074.68 549,423.80 1,629,375.00 2,452,444.48 2021 165,899.00 53,537.34 552,300.30 1,071,000.00 1,842,736.64 2022 165,783.00 552,820.30 1,023,750.00 1,742,353.30 2023 165,253.00 553,160.30 718,413.30 2024+ 163,293.00 3,290,956.80 3,454,249.80 3,248,285.50 1,648,908.50 695,985.42 8,179,829.50 867,955.42 12,648,006.00 27,288,970.34 Principal at Jan 112015 3,117,000.00 1,426,000.00 585,726.46 6,388,600.00 737,000.00 10,741,000.00 22,995,326.46 Principal at Jan 1/2016 2,096,000.00 1,298,000.00 507•,654.27 6,047,600.00 671,000.00 9,421,000.00 20,041,254.27 Interest 1.80% to 2.25% 1.2% to 3.35% 5.12% 1.2% to 3.8% 4.7% to 5.2% 4.45% to 4.75% Rates NOTE: 2014 changed to accrual basis for interest. Total 2015 budget is $3;730,892.21 - 298,562.58+333,180.33 = $3,765,509.96 NOTE: 2018 requires renewal of debenture for a further 5 year period unless funding is available from other sources. Partial funding at those times would reduce debenture burden for the following 5 year period. 15-29 Municipality of Clarington MUNICIPAL DEVELOPMENT CHARGES MONTH OF DEC 2014 1 2013 Attachment 5 to Report FND-006-15 UNITTYPE MUNICIPAL DEV. CHARGES PAID NUMBER OF UNITS MUNICIPAL NUMBER DEV. CHARGES PAID OF UNITS % CHANGE 2014 to 2013 Single/Semi- Detached Single/Semi- Detached -New construction $ 357,995.00 23 $ 589,684.00 38 -Additions -New construction $ 8,371,432.00 540 $ 4,414,714.54 $ - Townhouse $ 176,254.00 13 $' 527,163.00 39 Apartment 120 Apartment $ - Commercial $ $ - 1 Agricultural 62.0% Commercial $ - Government Agricultural $ - $ - $ - Institutional $ - $ - $ - Industrial $ 2,744.26 1 1 1 $ 32,740.131 -53.3% TOTAL $ 536,993.26 1 37 1 $ 1,149,587.13 79 MUNICIPAL DEVELOPMENT CHARGES JANUARY TO DEC - YEAR TO DATE 2014 1 2013 UNITTYPE MUNICIPAL DEV. CHARGES PAID NUMBER OF UNITS MUNICIPAL DEV. CHARGES PAID NUMBER OF UNITS % CHANGE 2014 to 2013 Single/Semi- Detached -New construction $ 8,371,432.00 540 $ 4,414,714.54 287 -Additions $ 2,928.64 2 $ - Townhouse $ 1,206,170.00 89 $ 1,620,039.00 120 Apartment $ - $ - 1 62.0% Commercial $ 67,676.00 5 $ 230,808.28 11 Agricultural $ - $ - Government $ - $ - Institutional $ - 1 $ - Industrial $ 621,221.77 8 $ 73,582.34 3 TOTAL $ 10,269,428.41 645 $ 6,339,144.16 422 15-30 Unfinished Business (a) 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 Resolution: File Number: By-law Number: Report Subject: Procedural By-law and Related Policies — Improvement and Efficiency 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. am Municipality of Clarington Report CLD -006-15 Report Overview e2 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. Municipality of Clarington Report CLD -006-15 2.1 Length of Meetings and Breaks 3 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 18-3 Municipality of Clarington Report CLD -006-15 Page 4 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 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: • 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. 18-5 Municipality of Clarington Report CLD -006-15 Page 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 Municipality of Clarington Report CLD -006-15 Page 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. 18-7 Municipality of Clarington Report CLD -006-15 Page 6 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. 1[W:3 Municipality of Clarington Reaort CLD -006-15 4. Conclusion 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: unicipal Clerk Reviewed by: 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. Um 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 W -Mall -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 7--. ..................................................................................................................15 7=4 7.3 Presentations...........................................................................................................................15 7.4 Delegations..............................................................................................................................16 ......................................................................................................................16 7.5 Communications......................................................................................................................16 7.6 Committee Reports..................................................................................................................17 768 7.7 Staff Reports............................................................................................................................17 7.8 Business Arising from Procedural Notice(s) of Motion............................................................17 -749 7.9 Unfinished Business................................................................................................................18 7.10 By-laws.................................................................................................:...................................18 742 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 8.3 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 Request to Speak — Required..................................................................................................23 TimeLimits...............................................................................................................................23 e. ........................................................................................................23 9.3 To GPA or Special Committee.................................................................................................23 TimeLimits...................:...........................................................................................................23 Request to 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 18-11 -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 Defer/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 18-12 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, 2001, 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 1 — 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. 18-13 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.O. 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.O. 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. 18-14 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; D 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. 18-15 0 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; 18-16 5 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; 1) 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. 18-17 A 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;=r); 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 withir 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. umm 7 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 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 'ip ' 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. 18-19 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 ®pen 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, 2009. 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. 18-20 9 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. kl 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 four (24) he ire before the time appeinted for S soh Meetino and shall he delivered: 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. 18-21 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 7.3.1 (a) of this by-law. 18-22 EAMN - ' - - -lour... 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 7.3.1 (a) of this by-law. 18-22 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 5.2.1 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. 18-23 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 PFiRtedagenda 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 0 nnnUnnoments 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) Gthor infnrmatinn 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. 18-24 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 GPA Agenda 6.2.1 The Municipal Clerk shall cause to be prepared an prieted agenda under the following headings for the use of the Members at the regular meetings of GPA: Meeting Called to Order Adopt the Agenda Disclosure of Pecuniary Interest AnRGUnnoments 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 GeFnrnuniGatiGRS Confidential Reports Adjournment 6.2.2 The Municipal Clerk shall ensure that the GPA agenda is ' 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 18-25 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 -*4h—d�iiu�.ieir,.,l n PI r_.,.}• 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. 18-26 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-i4 7.3 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. 18-27 16 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-Y6 7.4 Delegations T-.64 7.4.1 See Section 9. ____ _--_____ _ _ 1 Z3 0 E) tho' ' ____ _--_____ _ _ Z3 0 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, 18-28 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. 7=4 7.6 Committee Reports 7.6.1 Reports of GPA, an4 Special Committees and Advisory Committees and Boards, shall be listed under this Section of the Council agenda. 7.6.2 Reports of GPA, and 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. 74 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=wg 7.8 Business Arising from Procedural Notice(s) of Motion 7,9A 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 18-29 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. 7=M 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. 7--M 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; -"' -' -- '..- ...-1111-.r P-.......17 ..--1 1-.111 -. • 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. 7.10.4 The Municipal Clerk shall endorse, on all by-laws enacted by Council, the date of enactment. 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. 7.11 Procedural Notice(s) of Motion 18-30 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. 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 8.4 Public Meetings 8.4.1 Public Meetings shall be conducted in the following manner: 18-31 W 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 ad dFess 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 ?mak 7.3. 8.6.2 Upon receipt of the request for Presentation as detailed in Sub -section —, 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 . . .� i,- e1=1 �,- 18-32 21 r.TXM RMSIMM PM M"= ,i- 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=4=9 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 18-33 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 18-34 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. 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. 18-35 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, 2009, 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 18-36 25 10.1 Conduct of Members .of Council, GPA 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 eF she may, by majority vote of the Members, be permitted to retake his or he 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 18-37 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. 10.6 Question Read 10.8.1 Any Member may ieqk4e 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 18-38 27 motion, but not by any Member who has moved an amendment or procedural motion in response to that motion. 10.10 Time Limits,', 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. 28 Withdrawn IQ 42 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 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 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 10.12.8 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); C) To amend, and d) To rescind. 18-40 29 Motion in Writing 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 ^ 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 44=12=Q10.12.13 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 ^ 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 9 GTz—ra 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 T^�0 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 18-41 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 1 I' 10.12.18 A Motion to refer or to refer back erg or postpone the question may include instructions respecting the terms upon which the question is to be referred or postponed. 44.422=4:810.12.19 A motion to refer or to refer back eka=defef 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 a 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''�',� 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 from the table unless notice thereof is given in accordance with Sub -section 18-42 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=4=2 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', 2 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 18-43 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 he ur of I I 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. 18-44 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 Notwithstanding Sub seGti„n 10 43-A 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; 18-45 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. 11. Implementation 11.1 By-laws 2011-016, 2011-031, 2011-110, 2011-120, 2012-011, 2012-016 are hereby repealed. 11.2 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 Corporate Policy POLICY TYPE: SUBSECTION: POLICY TITLE: POLICY #: POLICY APPROVED BY: EFFECTIVE DATE: REVISED: APPLICABLE TO: 1. Purpose: ATTACHMENT #2 TO REPORT CLD -006-15 Wli 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/tory day, the Fequest will be plaGed „n the GeunGil agenda 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 18-47 Page 1 of 2 Corporate 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 will Rot be apprE)Ved fE) X19 Fe -than F �a+enf e F the same date . 4. Appendices: None 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 1 1 18-49 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- ????? 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 18-50 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 N 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 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 13 18-51 4.5 Requests 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 Correspondence 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: Page 14 18-52 • All Department Administrative Assistants for consideration by their Department • Shall be included in the Agenda package for the meeting 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 18-53 arm n MEMO Leading the 'Wiry 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: March 27, 2015 Subject: General Purpose & Administration Committee Meeting Agenda — March 30, 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, March 30, 2015: 6. Delegations See attached Final List. (Attachment #1) 8. Planning Services Department (b) Report PSD -020-15 — Replacement page for Page 7. (Attachment #2) 13. Municipal Clerk's Department (a) Report CLD -007-15 — Updated Attachment #1 - Updated Matrix and Confidential application received (late) from John Witheridge, for the Museum & Archives Board. (distributed separately). (Attachment #3) 20. Communications (a) Submission by Byron Faretis of the Wilmot Creek Homeowners Association, Regarding the Public Meeting for an Application for a Proposed Official Plan Amendment by Rice Development, COPA 2003-012. (Attachment #4) June Gallag r, Deputy Clerk JEG/mc cc: F. Wu, Chief Administrative Officer Department Heads CORPORATION OFTHE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 F 905-623-6506 ciffftwu ATTACHMENT # -1 TO UPDATE MEMO FINAL General Purpose and Administration Committee Agenda Date: March 30, 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 March 9, 2015. (b) Minutes of a Special Meeting of March 10, 2015. (c) Minutes of a Special Meeting of March 23, 2015. 5. Public Meetings (a) Applications for a Draft Plan of Subdivision, an Official Plan Amendment and a Zoning By-law Amendment Applicant: H & H Properties Inc. Report: PSD -019-15 (b) Applications for an Official Plan Amendment Applicant: Rice Development Corporation Report: PSD -020-15 4-1 4-16 4-19 5-1 5-3 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 905-623-3379 G.P. & A. Agenda 2 9 March 30, 2015 6. Delegations (a) John Coffey, Chair, Older Adult Strategy Steering Committee, Regarding Report CSD -003-15, Clarington Older Adult Strategy VA 8 a (b) Grant & Jane Greenwood, Clarington Wind Concerns, Regarding the Request to Pass a By-law for Mandatory Fire Suppression Equipment Being Included on Any Newly Installed Wind Turbines Presentations (a) Todd Brown, President of Monteith Brown Planning Consultants, and Claire Tucker -Reid, President of Tucker -Reid & Associates, Regarding Report CSD -003-15, Clarington Older Adult Strategy (b) Sandra McEleney, Transportation Planning Analyst, Planning & Economic Development Department, Region of Durham and Ron Albright, Assistant Director, Municipality of Clarington Regarding Report EGD -006-15, Potential Commuter Lots in Courtice and Bowmanville Planning Services Department (a) PSD -019-15 An Application by H & H Properties Inc.to develop 80 8-1 Residential Units on Tooley Road, Courtice (b) PSD -020-15 An Application by CAPREIT Limited Partnerships 8-13 (Rice Development Corporation) for an Official Plan Amendment to expand the Newcastle Village Urban Area to accommodate the future expansion of the Wilmot Creek Lifestyle Community (c) PSD -021-15 Release of the Proposed Changes to the Clarington 8-21 Official Plan (d) PSD -022-15 An Application by Jeffery Homes Inc. to Rezone 8-31 Lands in a Draft Approved Plan of Subdivision Engineering Services Department (a) EGD -006-15 Potential Commuter Lots in Courtice and Bowmanville 9-1 10. Operations Department (a) OPD -003-15 Sports Field User Fees and Guide (b) OPD -004-15 Pitch In Week 10-1 10-46 G.P. & A. Agenda 3 March 30, 2015 11. Emergency and Fire Services Department No Reports 12. Community Services Department (a) CSD -002-15 Public Access Defibrillator Program — Lakeridge Health Agreement Renewal (b) CSD -003-15 Clarington Older Adult Strategy 13. Municipal Clerk's Department (a) CLD -010-15 Appointments to Various Boards & Committees — 2015-2018 14. Corporate Services Department (a) COD -008-15 Co -Operative Tender No. T-280-2015 — Supply and Delivery of Sodium Chloride 15. Finance Department (a) FND-004-15 Mayor and Council Remuneration and Expenses For 2014 (b) FND-005-15 Building Permit Fees Annual Report for 2014 (c) FND-006-15 Financial update as at December 31, 2014 16. Solicitors Department No Reports 17. Chief Administrative Office No Reports 18. Unfinished Business (a) CLD -006-15 Procedural By-law and Related Policies — Improvement and Efficiency Amendments [Tabled from the February 23, 2015 GPA Meeting] 12-1 12-17 13-1 14-1 15-1 15-14 15-19 18-1 G.P. & A. Agenda 19. Other Business 20. Communications 21. Confidential Reports No Reports 22. Adjournment March 30. 2015 ATTACHMENT # a TO UPDATE MEMO Municipality of Clarington Report PSD -020-15 the applicant has chosen to reactivate their 2003 Official Plan Amendment application parallel to the Official Plan review process. Although the Municipality will expand the urban boundary to be in conformity to the Region of Durham Official Plan, staff concurs with the processing of this application independently because they were already in process. This application is for amendment to extend to the Urban Boundary and designate the lands as Residential. A draft concept pan (Attachment 1) has been prepared outlining how the 560 additional residential units and commercial floorspace could be allocated. 10. Conclusion 7 The purpose of report PSD -020-15 is to provide background information for a Public Meeting under the Planning Act. Staff will continue processing the application, and subject to public comments and Council's direction will prepare a recommendation report ahead of the Official Plan Review. 11. Strategic Plan Application Not Applicable Submitted by: Reviewed by: David . Crome, MCIP, RPP Director of Planning Services Franklin Wu, Chief Administrative Officer Staff Contact: Lisa Backus, Senior Planner, Community Planning & Design 905-623-3379 ext. 2413 or lbackus(o-)clarington.net Attachments: Attachment 1 — Concept Plan The following is a list of the interested parties to be notified of Council's decision: Roger Howard Bryce Jordan Bryan Ritchie James Russell Byron Faretis DJC/COS/LB/SN/df ATTACHMENT #- TO UPDATE MEMO SUBMISSION BY THE WILMOT CREEK HOMEOWNERS ASSOCIATION TO THE GENERAL PURPOSE AND ADMINISTRATION COMMITTEE RE: FILE COPA 2003-12 March 30, 2015 Thank you Mr. Chairman and members of the Planning Committee for allowing us to come here today to express our views and concerns over the Proposed Official Plan Amendment (the "Plan") regarding the expansion of the Wilmot Creek Adult Lifestyle Community described as file COPA 2003-12. My name is Byron Faretis, I am a member of the Board of Directors of the Wilmot Creek Homeowners Association. Our Association (the "WCHA"), is incorporated under the Corporations Act of the Province of Ontario as a not for profit organization. Our mandate is to represent the interests and concerns of the 1500 plus residents of Wilmot Creek not only with the current Property Management but with all levels of government in matters relating to our community. I am here today with some of the other Board members: Mr. Jim Grimley Mr. Bill Stark Mrs. Terrilee Craig Mr. Edwin Cheng Mr. Tony O'Mara We understand and recognize some of the merits of this Plan for the Municipality, the Region and even for Wilmot Creek itself. We recognize that the increased population could well make it easier for Durham Transit, for example, to cost justify increased service within Wilmot Creek and this increased service would be well received by some of our members who are no longer able to drive. Additionally, we also see merit in having some assisted living facilities within the Plan as it could well meet the current and future needs of some of our residents. However, it is the view of the WCHA that the Plan calling for the addition of 561 units and an increase in the population of almost 800 people, representing a 50% increase in the population of Wilmot Creek is not viable as it now stands. It is our understanding that the Plan calls for these new residents to become part of the existing community with full and equal access to all of the existing facilities. While this is a laudable concept, the fact of the matter is that our existing infrastructure and amenities (roads, sewers, bridges, wheelhouse recreation facility, swimming pools, and golf course to name a few) simply cannot handle this massive influx of people and vehicles unless significant upgrades and repairs are made beforehand. The harsh reality is that the current infrastructure can barely handle the existing population base. The road system within Wilmot Creek is currently an abysmal mess. We have included a series of photographs (Appendix 1) which shows the current condition of our road network. As you can see, we have major issues with the road system throughout the community and the current practice of late season patches is just not adequate. The Property Manager, CAPRIET'S 2014 Annual Report (Appendix 2) lists Wilmot Creek under "Manufactured Home Communities" (MHC) which by definition, describes mobile homes and modular homes which are pre -built in a factory and towed or trailered to a site (Appendix 3). This is not the case in Wilmot Creek where all of the homes are of a traditional house construction, and in the last 15 years, many of those have been built with full basements and/or garages. The same Annual Report lists the average monthly rents in these Manufactured Home Communities (MHC's) owned by CAPRIET in Ontario as $489 (Appendix 2, page 4), which may be the case for the trailer and modular home parks, but does not apply to the Wilmot Creek community where residents own their homes in a land lease community and where average monthly maintenance fees are $700 plus municipal taxes bringing the average homeowners monthly costs between $900 - $1000. Clearly, Wilmot Creek is not a community of MHC's but unfortunately as illustrated by our attached photographs (Appendix 1), the infrastructure, maintenance and upkeep of Wilmot Creek does not reflect the higher levels of fees that our residents pay. In our view, it would appear the level of maintenance and upkeep provided by CAPRIET is consistent with their other Ontario communities which are MHC's, and where monthly rents presumably are in line with the average rent cited in their 2014 Annual Report. Simply put, in light of the higher monthly fees charged to Wilmot Creek residents and in order for Wilmot Creek to be able to adequately cope with the anticipated significant increase in population density and vehicle traffic inherent in the proposed plan, it is imperative in our view that the existing road and sewer infrastructure be upgraded from the current standards which may be appropriate for a MHC community, which we clearly are not, to a higher residential standard. Additionally, the Wheelhouse Recreation Centre is also in dire need of repairs and upgrades and despite this, the facility runs at maximum capacity most of the year. The addition of 800 more people looking to use the facilities will simply exacerbate the problems. We are aware that the new phase (Phase 8) calls for a new club house or recreation facility to be built, at some unspecified future date. However an early commitment to this part of the Plan is absolutely essential in our view. We note from the GHD Planning Rationale Report (the "PRP") dated December 2014 (Appendix 4), that the Plan calls for 222 condominium units in 6 buildings ranging from 4 to 6 storeys. The introduction of this new ownership structure raises a number of concerns as condominium corporations are self contained, self administered corporate entities. If it is the intention as indicated in the PRP for them to have full access to all the existing facilities, then we would like to know if they will be required to, and how will they contribute to, their share of the upkeep of these facilities as the rest of the community does currently through their monthly maintenance fees. If it is not the intention for the condominium owners to have full access to the existing facilities, we would like to know what mechanism will be in place that would restrict their access, while at the same time, avoiding or eliminating the confrontations that will undoubtedly occur. Simply stated, the WCHA does not believe that these two different ownership structures can peacefully co-exist. We also note, from the PRP that the Plan calls for 48 apartment units to be built over ground floor retail units. This is also of concern to the WCHA as we do not feel that rental accommodations above retail fits the demographics within our community. Nor are we aware of any requirement or stipulation that would exclude non-residents from renting these facilities and that is a major concern to the WCHA. We would point out that when our current residents bought into Wilmot Creek they bought into the promise of a safe and secure gated adult lifestyle community. The presence of non-resident renters with no vested financial interest in the community threatens the sense of security that our members have come to expect and in effect breaks the promise that was made when they purchased their homes. The PRP also indicates the inclusion of 100 assisted living facilities housed in a building of up to 5 storeys. As indicated earlier, we do see merit in having such a facility available to meet the needs of our current residents as it would allow them to stay in the community close to their friends. However, we are greatly concerned that the facility could be made available to non-residents. The WCHA feels - 2 - strongly that access to the facility must be solely available to residents of Wilmot Creek to meet the needs of our residents. We are also concerned by the reference in the PRP that focuses on the "aging in place" feature built into the Plan which appears to be changing the nature of Wilmot Creek from an "Adult Lifestyle Community" to that of a quasi retirement home. Our members continually remind us that what they bought into was an active "Adult Lifestyle Community" and we would urge the developers who built this community and sold us on this concept, to keep this in mind. Finally, with Lake Ontario to our immediate south, Darlington Nuclear Generating Station, St Mary's Cement and Detox Environmental to our west, CN Rail to our immediate north and Wilmot Creek Conservation Land on our eastern border, should a major emergency occur, we are lacking adequate evacuation routes for the present population, never mind 800 additional residents. We presently have only two roads to evacuate residents from Wilmot Creek, plus an emergency gate, all of which cross the CN railway tracks within a 3 km radius. So, if we have a major derailment on our doorstep, all three exits may be blocked by the same incident. Additionally, if we encounter another chemical spill at Detox Environmental such as that which occurred in September 2012 (Appendix 5), which blocked the Bennett Road exit, we are very concerned about the adequacy of having only the Cobbledick Road exit to allow safe egress for up to 2300 residents and in particular, those residents in the proposed assisted living facility who may well have severe mobility issues. Therefore, Mr. Chairman and members of the Committee, the Wilmot Creek Homeowners Association on behalf of its members wishes to express that it is opposed to this application as it now stands for an amendment to the Proposed Plan for the expansion of Wilmot Creek. The WCHA would like to invite the members of this Committee to come for a visit to our community and see first hand the dire situations which we are concerned about. We firmly believe that once you have seen it for yourself, you will agree that any expansion at this point in time is ill-advised until a firm, comprehensive and actionable plan is in place to address the current problems as a pre -condition to any further discussions on the expansion of Wilmot Creek. -3- � l i' ' •1 _ - µ•...ms dP � • • r J � ; I • Iry j - y / + R 9 a A , V. y r rc � �► ti �I , i � 1nLi.�I•, t je�� e n S � 1 i 1 . I• 4 n { t t, 1 Y 1 1 1 46 j. M, 1 • P,� , t '. '.° �`�, ,its• .�1 1� • 4 � ��ti � � l Air „ r ` f P. Y L CAPREIT 2014 Annual Report RED MANUFACTUTOUL 0- Units 6,204 r' Occupancy Our growing , • portfolio• • continuesAverage to deliver strong • _ � S35_ I Unitholder and stable, sustainable cash flows Ll. i BRITISH COLUMBIA ALBERTA SASKATCHEWAN ONTARIO PRINCE EDWARD ISLAND NEW BRUNSWICK Total Suites Total Suites Total Suites Total Suites Total Suites Total Suites 130 415 246 2,685 500 2,308 Occupancy Occupancy Occupancy Occupancy Occupancy Occupancy 99.2% 98.6% 100.0% 99.6% 95.6% 94.8% Average Average Average Average Average Average Monthly Rents Monthly Rents Monthly Rents Monthly Rents Monthly Rents Monthly Rents $409 $381 $335 $489 $138 $244 Gibson Slave Lake Saskatoon Beamsville Charlottetown Bathurst The Poplars Lynwood Gardens Sunset Estates Golden Horseshoe Parkwood Estates Bayview Park&Kent Whitecourt Estates River Ridge Estates Estates Evergreen Village Grand Bend Riverview Estates Beresford Hillpark Estates Grand Cove Cornwall Bayview Park&Kent Brooks Newcastle Chateau Estates Estates Greenbrook Estates Wilmot Creek Burton Orillia Burton Estates Fergushill Estates Edmundston r Parkside Estates Park P'Tiso Estates Silver Creek Estates Lincoln Sarnia Tamarack Estates Green Haven Estates Moncton a Trenton Pine Tree Village r r" Bayview Estates White Frost Estates Sunny Creek Estates Quispamsis � Parkside Estates Riverview River East Estates Saint John Milford Estates Wagsis Crown&Currie Estates r, bil b ' Manufactured housing -Wikipedia,the free encyclopedia Page 1:--of 8 Manufactured housing From Wikipedia,the free encyclopedia Manufactured housing (commonly known as mobile homes in the United States) is a type of prefabricated housing that is largely assembled in factories and then transported to sites of use. The definition of the term in the United States is regulated by federal law(Code of Federal Regulations, 24 CFR 3280): "Manufactured homes are built as dwelling units of at least 320 I square feet(30 m2) in size with a permanent chassis to assure the initial and continued transportability of the home."['] The requirement to have a wheeled chassis permanently attached differentiates "manufactured housing" from other -- types of prefabricated homes, such as modular A modern"triple wide"home homes. Contents j . f 1 United States ■ 1.1 Definition ■ 1.2 History 1 in 1.3 Modem manufactured homes 1 ■ 1.4 High-performance manufactured housing ■ 1.5 Difference from modular homes C ■ 1.6 Difference from IRC codes homes (site built) ■ 2 Australia ■ 3 Bay Area � j ■ 4 Construction process [ ■ 5 See also ■ 6 References 1 ■ 7 External links United States http://en.wikipedia.org/wiki/N4anufactured—housing 3/23/15 Manufactured housing -Wikipedia,the free encyclopedia gWof 8 Definition According to the Manufactured Housing Institute's National Communities Council (MHINCC), manufactured homes[21 are homes built entirely in the factory under a federal building code administered by the U.S. Department of Housing and Urban Development (HUD). The Federal Manufactured Home Construction and Safety Standards (commonly known as the HUD Code)went into effect June 15, 1976. Manufactured homes may be single- or multi-section and are transported to the site and installed. The MHINCC distinguishes among several types of factory-built housing: manufactured homes, modular homes, panelized homes,pre-cut homes, and mobile homes. From the same source, mobile home "is the term used for manufactured homes produced prior to June 15, 1976,when the HUD Code went into effect."E23 Despite the formal definition, mobile home and trailer are still common terms in the United States for this type of housing. History The original focus of this form of housing was its ability to relocate easily. Units were initially marketed primarily to people whose lifestyle required mobility. However,beginning in the 1950s,these homes began to be marketed primarily as an inexpensive form of housing designed to be set up and left in a location for long periods of time, or even permanently installed with a masonry foundation. Previously, units had been eight feet or less in width,but in 1956,the 10-foot(3.0 m) wide home was introduced. This helped solidify the line between mobile and house/travel trailers, since the smaller units could be moved simply with an automobile, but the larger, wider units required the services of a professional trucking company. In the 1960s and'70s,the homes became even longer and wider, making the mobility of the units more difficult. Today,when a factory-built home is moved to a location, it is usually kept there permanently. The mobility of the units has decreased considerably. The factory-built homes of the past developed a negative stereotype because of their lower cost and the tendency for their value to depreciate more quickly than site-built homes. The tendency of these homes to rapidly depreciate in resale value made using them as collateral for loans far riskier than traditional home loans.Loan terms were usually limited to less than the 30-year term typical of the general home- loan market, and interest rates were considerably higher. In other words,these home loans resembled motor vehicle loans far more than traditional home mortgages. They have been consistently linked to lower-income families,which has led to prejudice and zoning restrictions, which include limitations on the number and density of homes permitted on any given site,minimum size requirements, limitations on exterior colors and finishes, and foundation mandates. http://en.wikipedia.org/wiki/Manufactured—housing 3/23/15 �_...____ _ ._. �"esu, `- `" ..k-�.._3 >...�� �.�Z✓.<5:�.�.,�slat..#�a..<.�'..i, ..��.v_`:.�.u.s�=rr .,y 2:�,,,r.>.:..,.,_.�� -�.�x_.s.-���;t'..§� w��..�x.:»�5:,..,_,� _. 3. Phase 8-Proposal. The concept plan for Wilmot Creek Adult Lifestyle Community Phase 8 has recently been revised to account for an impending land taking by the Ministry of Transportation for a future widening of Highway 401. The widening will result in Phase 8 being comprised of a gross area of 28.4 hectares (70 acres) and approximately 22 hectares (54 acres) of developable residential land. As previously noted,this parcel provides the main entrance to the existing community and is also developed with the sales centre and model homes. This area is directly connected to the existing community (Phase 1 to 7) by the internal collector road (Wilmot Creek Drive)overpass of the CNR. As presently proposed, Phase 8 consists of approximately 560 dwelling units. These are made up of 48 apartment units to be built over ground floor retail; an Assisted Living Facility comprising 100 units in a building up to five storeys; 222 condominium apartment units in six buildings ranging from four to six storeys; 109 townhouse units, 8 duplex units and 73 single detached units. Other uses proposed are 1900 square metres (20,000 square feet) Mainstreet Retail, a Clubhouse and a park. Figure 3 to this report is a reduction of the current Conceptual Site Plan for Phase 8. The mix of uses within Phase 8 will provide for: • Significantly higher densities than Phases 1 to 7 • A wider range of housing types allowing for"aging in place"within the community • Non-residential uses contributing to a more complete community GHD I Report for Planning Rationale Report-Wilmot Creek Adult Lifestyle Community Phase 8 102140//17 HANDOUTS/CIRCULATIONS GPA ye Appl *icat*ion B . H Propert'ies Inc . 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N N N W P W W P(Wig P A O w A W N A 0 A V U V N P W 0 APPENDIX 'A' THE CORPORATION OF THE CITY OF KAWARTHA LAKES BY-LAW 2014-273 ABY-LAW TO ESTABLISH FIRE DEPARTMENT REGULATIONS AND SYSTEM REQUIREMENTS FOR INDUSTRIAL WIND TURBINES(IWT) Recitals 1. Section 7.1 (1)of the Fire Protection and Prevention Act,1997 provides that a council of a municipality may pass by-laws and further that 7 1(1)(A)regulating fire prevention,including the prevention of the spreading of fires. 2. Section 8 of the Municipal Act 2001,S.O-2001,as amended provides that a municipality has the authority to govern its affairs as it considers appropriate and enables the municipality to respond to municipal issues. 3. It is deemed necessary and desirable that the Council of the Corporation of the City of Kawartha Lakes enact a by-law authorizing the Corporation to establish Fire Department Regulations and System Requirements For Industrial Wind Turbine proponents in the City of Kawartha Lakes. Accordingly,the Council of The Corporation of the City of Kawartha Lakes enact* this By-law 2014-273. i Section 1.00: Definitions and Interpretation 1.01 Definitions: In this by-law, "City","City of Kawartha Lakes"or"Kawartha Lakes"means The Corporation of the City of Kawartha Lakes and includes its entire geographic area. "City Clerk"means the person appointed by Council to carry out the duties of the clerk described in section 228 of the Municipal Act, 2001; "Council"or"City Council'means the municipal council for the City. "Emergency Response"includes any life or property saving activity that is unrelated to fire prevention and training. "Fire Chief"or"Chief Fire Official'means the person who holds that position and his or her delegate(s)or,In the event of organizational changes,another person designated by Council. 1.02 Interpretation Rules: (a) The Schedules attached to this by-law form part of the by-law,and are enforceable as such. (b) The words"include"and"including"are not to be read as limiting the meaning of a word or term to the phrases or descriptions that follow. 1.03 Statutes: References to laws in this by-law are meant to refer to the statutes,as amended from time to time,that are applicable within the Province of Ontario. 1.D4 Severability: If a court or tribunal of competent jurisdiction declares any portion of this by-law to be illegal or unenforceable,that portion of this by-law shall be considered to be severed from the balance of the by-law,which shall continue to operate in full force and effect. {Section 2.00: General Provisions 2.01 All Industrial Wind Turbine proponents shall submit afire safety and emergency plan for the approval of the Chief Fre Official. 2.02 All Industrial Wind Turbine proponents shall submit plans for fire detection and suppression systems for approval by the Chief Fire Official prior to implementation and upon approval install and maintain such systems. ,f r,.:rllrll vax:mmtsl0nn.^:.x 14 G,MA 516~aM at' +bsst4VOP.p-6ytawsrT.�74 17' Cyr .:_i•: i,^ .�trc�aK.+:_+za:s4lyr_arr+_5ist++, w.p.y=-rent./rr rnlr>nm�4v.w_ruCrms szzr.. 2.03 All Industrial Wind Turbine proponents shall provide site familiarization and training for emergency service personnel. 2.04 All Industrial Wind Turbine proponents shall obtain a contract with a third party for specialized high angle rescue emergency response as the City of Kawartha Lakes Fire Rescue Service does not provide this service.All costs related to a third party contract shall be borne by the Industrial Wind Turbine proponents 2.05 All costs related to emergency response of Industrial Wind Turbine shall be borne by the proponent on a full cost recovery basis. 206 For those Industrial Wind Turbines in existence at the date of passage of this by- law,the proponents shall satisfy the requirements of 2.01 and 2.03 within 60 days of the date of passage of this by-law. 2.07 For all new Industrial Wind Turbines,the requirements of 2.01,2.02,and 2.03 shall be satisfied before such Industrial Wind Turbine is made operational and begins producing electricity. 2.08 All Industrial Wind Turbine proponents shall provide and maintain road access for emergency response vehicles capable of supporting the weight of responding apparatus to the base of the Industrial Wind Turbine and must be connected to a maintained public road. Section 3 00: Enforcement and Penalties 3-01 Enforcement: This by-law may be enforced by every municipal law enforcement officer and police officer, 3.02 Offence and Penalty: It is an offence for a person to contravene any provision of this by-law,and every person who contravenes this by-law is guilty of an offence and,on conviction,is liable to a fine in accordance with the provisions of the Provincial Offences Act and to any other applicable penalty. 3.03 Any person who contravenes any provision of this bylaw is guilty of an offence and upon conviction is liable: a)on a first conviction to a fine of not more than$10,000;and b)on any subsequent conviction,to a fine of not more than$25,000.00. 3.04 Any corporation which contravenes any provision of this bylaw is guilty of an offence and upon conviction is liable; a)on a first conviction,to a fine of not more than$60,000.00-and b)on any subsequent conviction,to a fine of not more than$100,000.00 j Section 4.00: Administration and Effective Date 4.01 Administration of the By-law: The City Clerk(or responsible position)is responsible for the administration of this by-law. 4.02 Effective Date: This By-law shall come into force on the date it is finally passed By-law rea I rst, econd and third time,and finally passed,this 14th day of October, 2014. 1 . iFfiarbr,Ric>4e '—e4y,Clerk,/dudy Currins G1P24e:.1.s1AC0-Or L D­It WLIOWT 14 Ccs_My-laws antl°.ctBdWas1YYORD-2/3 El'1n_Es' Ia1,FPe_Uery?aflmP'li ftegiAa'irt,c arv;_S}atern_Rnxnremanis_hx_I,duola''M T�tb»a :k' ,, Application By: CAPREIT L*Im *Ited Partnersh *ips M (Rice Development Corporation) Application details: To expand the Urban Boundary of Newcastle to accommodate the future expansion of the Wilmot Creek Community Subject Lands Z - m H►GHwA1`401 '. q . lLW AY CANADIAN NA;JON AL RA F y Existing Wilmot Creek Community; " Lake Ontario COPA 2003-012 CON 4v -14 } . I• ` LST;�Ciw'T i 3� �, Y.5.raTi-d RN t. No dill. ., M LOVLOTI MIMI Bowma''n" Vill - �LCIr ewca sties J • it +'Ap # Subject Lands Q , p� J " Subject Lands ya w .Y �rClI LU HlGHVVAY 401 Land to b inclu ed in the rban Boum ary *'TFM�aa'A'tf: NATIONAI-RAID W Ay - '� CANADIAN, Existing Wilmot Creek Community " k I N Lake Ontario COPA 2003-0'12 • Proximity to existing i ial operation • Current state of roads, Recreation Centre upgrades and capacity, and the relationship of Phase 8 to the existing community • When will the other lands be included in Urban Boundary Q. � IF; 5 Subject Lands GHw - m ,_• ' HI A4�,40? 77 q . lLW AY CANADIAN NAT4oNAL RA F y Existing Wilmot Creek Community; " // Lake Ontario► COPA 2003-012 Municipality of Clarington & Clarington Older Adult Association Older Adult Strategy Council Presentation March 30, 2015 �.r r - -+c Monteith•Brown Project Overview PROJECT GOAL To address Clarington's current challenges with respect to older adult active recreation opportunities and to look forward to the future to plan for emerging program and service needs for this important demographic group Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Consultation • Community Survey (603 completed ) • Stakeholder Interviews ( 18+ interviews) • COAA Open House (September 3, 2014) • Public Input Meetings (4 sessions — Courtice, Bowmanville, Newcastle, Orono) Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates KeyFindings Demographics • approximately 15,000 more older adults residents by 2031. • largest numbers in Bowmanville and Courtice • distinctive groups with varied expectations and service requirements (e.g., older adults, active agers, retirees, seniors, frail elderly) Current Penetration Rates • the COAA membership has captured 10% of the older adult population • capture target should be 25-30% engaged in recreational pursuits in the near future Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates KeyFindings Not Serving All Residents • more effort to reach out and serve persons with disabilities, diverse and under-represented populations, and geographically serve all residents One Stop Shopping — Seamless Delivery • need one central source of opportunities with real time promotions and communications to increase casual and drop-in opportunities Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates KeyFindings Greater Collaboration with Other Providers • build capacity by assisting self-determining groups form and promote opportunities Focus on Needed Skills and Competencies • diverse populations, partnerships and sponsorships, community development, recreation for persons with disabilities, and increasing volunteerism, including under-represented groups Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates KeyFindings Current Practises in Staffing and Governance • focus on serving the greatest number of older adults and including under-represented populations • few, if any, older adult centre boards employ staff at this point in time and are responsible for operations and compliance with over 50 legislative acts • staff are typically employed by municipalities and liaise to committees on service delivery Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates KeyFindings Duplication of Efforts to Free Up Staff Time • time can be freed up due to duplication of efforts ( payroll, accounting, etc. ) - better spent addressing growth, collaboration, promotion and inclusion needs Skill and Competency Based Committees • broader responsibility regarding recreation service delivery; specific responsibility to members Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates KeyFindings Optimizing Existing and Future Spaces • Clarington Beech Centre is viewed as the primary hub emphasizing social interaction, healthy living and catering to the older demographic (70+) • use of satellite facilities would reduce the pressure on the Clarington Beech Centre and improving service to all parts of Clarington Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Goals — Programming • To offer a broad range of recreational opportunities for all older adults in Clarington in a seamless fashion through partnerships • To ensure that the older adult recreation service providers have the tools to respond to a growing and changing community Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Recommendations - Programming • Develop an outreach program in partnership with social service agencies to ensure that older adults with the greatest need can enjoy recreational pursuits • Implement a common age minimum for older adults; investigate the impacts of setting the age minimum at 60 years • Introduce a "Diversity Lens" that prompts the program/service provider to reach out to diverse populations in the development and delivery of programs Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Recommendations - Programming • Monitor demographics with respect to older adult growth, diversity, accessibility, and those living at or below the poverty line as statistics become available • Have annual focus groups with marginalized residents to ensure that programs and services are accessible • Work to ensure that staff, volunteers, and Clarington Older Adult Committee members reflect the diversity of the community they serve over time Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Recommendations - Programming • The Municipality should coordinate regular meetings of all older adult recreation service providers to jointly address priorities and share the leadership in delivering on the Older Adult Strategy • Develop a service provider working group to develop a more coordinated approach to older adult service delivery and determine overall capacity and penetration • Develop a portal on the Municipal, Region of Durham, and all applicable websites that lists all groups, opportunities and supports available for older adults in Clarington . Make the link available to all service providers and partners Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Recommendations - Programming • Provide updates of research and promising practices in other jurisdictions to providers of older adult recreation services • Look to available software to promote casual weekly opportunities available on a weekly basis to invite residents to join in on the opportunities • Develop training and professional development opportunities for all staff and volunteers (diversity competency training, enabling opportunities for older adults with disabilities, respite programs, etc. ) Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Recommendations - Programming • Work with the Region of Durham to provide front door transit drop-off and pick-up service during peak use hours at all facilities. Monitor the usage for one year to evaluate its effectiveness • Continue to coordinate transportation opportunities through the Wheels in Action Program • Continue to encourage COAA members to carpool to events at the Clarington Beech Centre to avoid parking congestion • Continue to monitor the impacts of program/event scheduling on the parking congestion at the Clarington Beech Centre and make adjustments, where possible Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Recommendations - Programming • Investigate available volunteer software program to attract, retain and recognize volunteers (provides one centralized listing and webinar training modules) • Gain an understanding as to what percentage of the population all service provider and agencies are penetrating in the provision of recreation services in Clarington. Set annual participation goals • Collect data on the actual penetration and satisfaction levels of all programs and services provided to older adults in Clarington Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Goal — Proposed StaffingModel To increase the number of older adults participating in quality and diverse recreational pursuits in Clarington through : • Organizational efficiencies; • Including diverse populations and persons with disabilities, better coordination with the collective of providers; and • More robust promotional efforts Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Recommendations — Staffing & Volunteers • Identify needed training and professional development programs to increase staff competencies and skills as identified • Complete a compensation review of all new positions coming under the Community Services Department to address any equity issues • Complete a more detailed analysis and implementation plan for staff positions coming under the Community Services Department Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Recommendations — Staffing & Volunteers • Develop processes and procedures to transfer administrative and other duplicated responsibilities to the Municipality from the COACB • Restate the older adult budget with the efficiencies and compensation review for consideration and Council review • Develop an annual plan that delivers on the recommendations housed in the Older Adult Strategy over the plan horizon • Develop performance measures (penetration of older adult programming, inclusion of under-represented populations, the impressions and reach of communications, and participant satisfaction levels) Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Goal — Proposed Governance Model To broaden the work of the volunteer committee in Clarington to provide strategic advice on recreation program and service provision for all older adults throughout the community. A focus should be placed on greater penetration of the older adult market, partnerships, and inclusion of under- represented and diverse populations Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Recommendations — Governance Model • Develop a new Terms of Reference and By-law (if required) for the revised committee structure that reflects the roles and responsibilities as outlined in this Strategy • Ensure that the new committee structure and composition reflect the needed skills and competencies (varying backgrounds, a balance with current COACB member representation, and the diversity of Clarington), taking into account the new Clarington-wide focus of the Committee • That staffing requirements become the responsibility of the Municipality of Clarington • Identify needed training and development required to support the new responsibilities within the refined governance structure Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Recommendations — Governance Model • Consider changing the name and focus of the COACBtothe Clarington Older Adult Committee (COAC) to reflect its new municipal-wide purview • That the membership of the COAC be made up of a combination of members and residents with the competencies and skills needed (to assist with the implementation of the Older Adult Strategy, ability to reach out to diverse populations, marketing and communications, etc.) • That staff review applications and interview applicants in order to present candidates to Council for approval Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Recommendations — Governance Model • Develop an annual work plan in concert with the COAC that moves from an operational focus to a strategic focus • That the COAC contribute to the implementation of the Older Adult Strategy recommendations (specifically program and service provision throughout the community) • Review the effectiveness of the new governance structure at appropriate intervals to ensure that the new governance structure adds value to the development and delivery of recreational services to older adults in Clarington Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Goals — Proposed FacilityModel • To maintain a primary hub for older adult recreational activities in the Municipality • To enhance convenience to all older adults through programs and activities at satellite facilities and other program locations throughout the Municipality Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Recommendations - Facilities • Maintain the Clarington Beech Centre as the primary hub for local older adult services (particularly those that emphasize social connections, healthy living and that cater to an older demographic) • Undertake an accessibility audit of the Clarington Beech Centre and develop a plan to address deficiencies in a prioritized manner • Provide dedicated older adult space at satellite locations to provide a greater range of recreational offerings (both registered and drop-in): (a) Re-allocating approximately 3,000 square feet of space at the Courtice Community Complex (b) When a renovation/addition takes place at the Newcastle & District Recreation Complex consider providing approximately 3,000 square feet of space Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Recommendations - Facilities • Based on the demand and as resources allow (staffing, volunteers, and space), optimize available spaces at existing community facilities to enhance the range of recreation opportunities available to older adults and to reduce pressure on the Clarington Beech Centre particularly during peak (high use) periods (Garnet B. Rickard Complex, Bowmanville Indoor Soccer, South Courtice Arena, community halls and library branches, in partnership with the Clarington Public Library) • Explore opportunities for inclusive programming for older adults at future community centres Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Thankyou Clarington Older Adult Strategy monteith brown planning consultants I tucker-reid and associates Commuter Parking at , Clarington Facilities Courtice and Bowmanvitte M221, FKAT ,!Mil Smart Clarington Ron Albright, P. Eng. - Assistant Director, Engineering Services ................................................................. Municipality of Ctarington ........... Sandra McEleney ..................................... ............... ................ ..................... ..................... ................ ............ ...................... ...................... Planning and Economic Development Department .......... ............. Regional Municipality of Durham January 26, 2015 Council Resolution I "Staff to report back on the potential for commuter lots in Courtice and Bowmanville using municipally owned property. " As part of initial review staff contacted Smart Commute Durham for some assistance and background . Smart Commute Durham ...at a glance • GTHA wide initiative which promotes carpooling, transit and cycling and/or walking instead of driving alone • Clarington has been a Smart Commute member since 2012 • The program's trip planning website, www.exploresmartcommute.ca, provides commuters with sustainable travel options • Annual events such as Carpool Week (April 20-24) and Bike to Work Day (Monday, May 25) are great opportunities to reach out to the public about these travel options • Smart Commute Durham's small urban and rural commuter lot initiative utilizes existing parking facilities for carpooling --' • Clarington's program builds on a robust network of commuter lots across Durham SELECTION CRITERIA • r L age parkin facilities g • Little to no capital outlay • Proximity to key transportation routes ------------ • Proximity to and access by other modes of transportation such as transit, walking and cycling Determining the right locations involved collaboration with • Community Services Department • Engineering Services • Operations Department • Smart Commute Durham • Durham Region Transit (TAUNTON ROAD) Mitchell Corners o w �" O ❑ F a F 104� o o m Srepy Mi U o J Lu 7 Rp ❑ (D ¢wLu y�P o ° of = PEBBLESTONE ROAD I CONCE ION ROAD 4 CONCESSION 0 OJI z z m z BUTTERY o O CRT W O fr Lu o GLM E CRT GE RAIG CRT _ ❑ z I a MA LEAH AUNUS p r CRT RT H p AND LWOOD CRT AUD J Q ❑a ATE ❑❑_ NASH ROAD K G I I CONCESSI ROAD W U Z ❑ W I y� a o a ❑ Oywq y2 > �" a- of a ❑ ❑ z O W O ° ° °a s � z ` Z �\ ❑ ° �Mmlrp.le Grove I' ° A VI LE Q �4 (� rl: - — F CC NCESSION STREET r ice W J Q ❑ • J J Z ille o W O Z Z m: i K m FO ~ p 2 0 Cr U N W L Co _ BASELINE ROAD HIGHWgy Y W O1 i� U SOUTH I ^ = z ❑ SERVICE 2AM� TRANSIT ROUTE Q V SOUTHF,IELD AVENUEl O T—_ BIKE RACKS FOR PEOPLE WHO VRIDE a r O L� SUGGESTED LOCATION R =_ FOR COMMUTER PARKING SPACES o (10) a 0 W J a z SIDEWALKS FOR PEOPLE N W WHO WALK a • SIDEWALKS FOR PEOPLE SUGGESTED LOCATION WHO WALK • FOR COMMUTER # PARKING SPACES • BIKE RACKS ®_ FOR PEOPLE WHO Q .� RIDE O � :. iLu 4T] ................... Jul............ ...................... .............. ............. . A y 0 V - - n t. •� 4 ° r - /,TRANSIT ROUTE • mac= HIGHWAY i4 244 Oil V r ®;• ,:i , d � STEVENS ROAD 0= Lu BIKE RACKS OFOR PEOPLE WHO V � RIDE TRANSIT ROUTE O SIDEWALKS FOR PEOPLE - SUGGESTED LOCATION WHO WALK FOR COMMUTER PARKING SPACES (10) P r � Vd HGHWAY,No.2 m ® � - x � �. N � � `1 U 2 H i Lu o • 0'w • w � • OBASELINE ROAD l TRANSIT ROUTE 0 SIDEWALKS FOR PEOPLE O WHO WALK Z : w Lu SUGGESTED LOCATION FOR COMMUTER 3 PARKING SPACES(5) O .::_ all CARPOOL CARPOOL PARKING PARKING Smart Commu.e �Smart�e s 5:00am-6:00pm 5:00am-6:00pm Sustainable modes of transportation area � priority and are an important component within our Transportation Master Plan . Staff will also begin actively working with other government agencies, as well as the ................... .......... ... .................... .......... .................... .......... private sector to identify further opportunities .................. ........ for carpooling and other forms of sustainable ................................. transportation . i ..... . � .... rr Carpool Parking in Durham r LaAc 5inl[tire Location $Pao" 7 Pickering G(}Station 2568 i2 2 Ala I GO Static n 2148 3 Whittr,GO Station 2958 1$ 4 Hwy 401 and Brock Street 248 5 Oshawa GO Station 2242 -� 6 Hwy 401 and Simcoe Street 140 7 Bowmanville Carpool Lot 85 da 8 Newcastle Carpool Lot 153 Township of Brock 9 Hwy 401 and Newlonvllle road 26 0 1 2 10 Clarington North Carpool Lot 42 11 Brooklin-Winchester and Andersen 20 12 Simcoe Road and Shirley Road 20 13 Goodwood Comm unity Centre- 5 Highway 47&Regional Road 21 t6 14 Uxbridge Arena—Centre Road&Brack$l.W. 10 1 15 SLndaHand Corn munilyCentre-20 Park St. 3 vunsn 16 Manilla Com m unity Centre-16990 Sim one St- 3 ' 17 Cannington GQ and municipal 40 18 Beaverton-Fishers Your Indopendent Store 8 Township i , 19 Highway 7&Halls Rd. 162 of Uxbridge 211)North Simone Street 15 a n a 14 a �G Y, a s A rz Toy rr hip of Scugog 2 4 6 a 14 .s IGlomatres '; Town Ity of Cit of of Oshawa , 1 Pickering Whitby ray r 19 11 ' Municipality of Clarington n;ninii JEM Town S of Ajax � ss ns 2 4 $ _ ....... 1 7 r� 9 uke ootar10 - clarmooll MEMO Leading the Way 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: April 9, 2015 Subject: General Purpose &Administration Committee Meeting Agenda — March 30, 2015 —April 9, 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, March 30, 2015 and continued on Thursday, April 9, 2015: 10. Operations Department (a) Attachment #1 Report OPD-003-15 — Outdoor Facility User Guide — Replacement pages for Page 11 and 34. (Attachment#1) 13. Municipal Clerk's Department (a) Report CLD-007-15 — Updated Attachment#1 - Updated matrix and confidential application received (late) from Maureen Reed, for the Accessibility Advisory Committee. (distributed separately). (Attachment#2) i une Gallac 1h er, Deputy Cler J EG/mc cc: F. Wu, Chief Administrative Officer Department Heads CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 F 905-623-6506 ATTACHMENT # TO UPDATE MEMO Washrooms All users should be aware in advance of facilities where washrooms are available. All groups are asked to inform their members and especially visiting team members of the washroom j status of the facility. Washrooms are available at the following locations: Courtice Community Complex* Port Darlington East Beach Park South Courtice Arena* Rotary Park Garnet B. Rickard Recreation Orono Park Complex* Solina Park Bowmanville Memorial Park *-washroom availability subject to building operational hours Port-o-Potties are available at the following locations (seasonal): Harvey Jackson Memorial Park Darlington Hydro Fields Soper Creek Park Clarington Fields Garnet B. Rickard Recreation Elephant Hill Park Complex Parking Facility users should be aware that parking space is limited in some locations. In recognition of this, all groups are asked to observe the following parking guidelines: 1. Obey all `NO PARKING' signs; 2. Do not park on or block private property; 3. Consider forming car pools where possible; and 4. Make use of any available nearby off-street parking. 11Page oA � I d j a Y > > > m N M M Q a. cn E O O a o aL a — V = O C N � d � E a (� J (n Q r N _ O E Q d¢ N N Rf OC ca cu O IL CC 0- 0 O N U C N N tQ N i CO O C m N_0 o (6 U C Y N RS d _0N U -0 u (8 (B n N +� O N d O d '- m 0 a C 7 U L C ^ > 75 O N ^ Q O O O 3: 0n" U 'i 0 U > i U O QLO CD LL C� ni = 6 Op) YN m X O N O C O N CC m C C O N O O UONO N O O rn0) O) O) O) Omm U U) C O -- SN CC C C C O CEd cCD t! C OO � m U =N Q_ n W M W � W CDUN (D