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HomeMy WebLinkAbout04/20/2015General Purpose and Administration Committee Agenda Date: April 20, 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. 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 30, 2015 to April 9, 2015 ' 4 -1 5. Public Meetings 5 -1 (a) Applications for Proposed Draft Plan of Subdivision and Zoning By -law Amendment Applicant: Headgate Developments Inc. Report: PSD -23 -15 6. Delegations (a) Petra Schwirtz & Steve Simic, Clarington Tourism Marketing Board, Regarding Growing Tourism in Clarington. (b) Terri Korkush, Community Living Oshawa, Regarding the Possibility of Community Living Oshawa Leasing the Baseline Community Centre. Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 905 - 623 -3379 G.P. &A. Agenda 2 April 20, 2015 7. 8. a 10. 11. li PA 13. it'! 15. Presentations No Presentations Planning Services Department (a) PSD- 023 -15 Applications by 1127009 Ontario Inc. (Headgate Developments Inc.) for Draft Plan of Subdivision and Rezoning for 24 Single Detached Dwellings with Rezoning to Permit Development of the plan of subdivision (b) PSD- 024 -15 Proposal for a Rotosonic Monitoring Site at the Hydro One, Clarington Transformer Station Engineering Services Department (a) EGD- 007 -15 Report on Building Permit Activity for January, February, and March 2015 (b) EGD- 008 -15 Review of Lot Grading and Drainage (c) EGD- 009 -15 Clarington Fields Washroom Operations Department No Reports Emergency and Fire Services Department No Reports Community Services Department (a) CSD- 004 -15 2015 Community Grant Requests and Sponsorship Opportunities Municipal Clerk's Department No Reports Corporate Services Department (a) COD - 009 -15 Boundary Road Rehabilitation Finance Department No Reports 9 -1 9 -7 9 -14 12 -1 14 -1 G.P. &A. Agenda 3 April 20, 2015 16. Solicitors Department No Reports 17. Chief Administrative Office No Reports 18. Unfinished Business (a) Addendum to Applications for Proposed Draft Plan of 18 -1 Report Subdivision and Rezoning to Permit 234 Unit PSD- 052 -14 Residential Development Applicant: 289143 Ontario Limited [Referred from the March 23, 2015 Council Meeting] (b) CLD- 006 -15 Procedural By -law and Related Policies — 18 -54 Improvement and Efficiency Amendments [Referred from the March 30, 2015 —April 9, 2015 General Purpose and Administration Committee Meeting] (c) Correspondence Deb Bowen, AMCT, Regional Clerk/Director of 18 -108 Legislative Services, Regional Municipality of Durham - Budget Allocation for a Fire Services Study [Referred from the April 13, 2015 Council Meeting] 19. Other Business 20. Communications 21. Confidential Reports No Reports 22. Adjournment ClaringtonGeneral Purpose and Administration Committee Minutes March 30, 2015 — April 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 30, 2015 at 9:30 AM and continuing on Thursday, April 9, 2015 at 2:00 PM in the Council Chambers. 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: , Acting Chief Administrative Officer, M. Marano Municipal Solicitor, A. Allison left the meeting on April 9, 2015 at 3:45 PM. Director of Engineering Services, T..Cannella left the meeting on April 9, 2015 at 3:32 PM. Director of Community Services, J. Caruana left the meeting on April 9, 2015 at 3:32 PM. Director of Planning Services, D. Crome left the meeting on April 9, 2015 at 3:32 PM. Parks Supervisor, B. Genosko arrived on April 9, 2015 at 2:01 PM and left the meeting at 3:32 PM. Deputy Treasurer, L. Gordon left the meeting on March 30, 2015 at 5:57 PM. Director of Operations, F. Horvath left the meeting on March 30, 2015 at 5:57 PM. Director of Finance/Treasurer arrived on April 9, 2015 at 2:01 PM and left the meeting at 3:32 PM. Director of Emergency & Fire Services, G. Weir Deputy Clerk, J. Gallagher left the meeting on March 30, 2015 at 1:50 PM and returned on March 30, 2015 at 2:20 PM. Municipal Clerk, A. Greentree arrived at 1:56 PM and left at 2:20 PM on March 30, 2015, returning 2:00 PM on April 9, 2015. Committee Coordinator, M. Chambers left the meeting on March 30, 2015 at 1:50 PM and returned on March 30, 2015 at 2:20 PM. Administrative Assistant to the Municipal Clerk, C. Fleming arrived at 1:56 PM and left at 2:20 PM on March 30, 2015. -1- 4 -1 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Mayor Foster chaired this portion of the meeting. Disclosures of Pecuniary Interest There were no disclosures of pecuniary interest stated at this meeting. Announcements Councillor Partner announced the following: • Clarington Public Library's Natural Landscaping Workshop "Greening Your Grounds" second of the two -part workshop on Monday, March 30, 2015 from 6:30 PM to 9:00 PM at the Newcastle Library Branch. • Grand Opening of Sensational Seams New Show Room on Tuesday, March 31, 2015 from 10:00 AM to 4:00 PM. • Orono Country Cafe and Firehouse Bistro's Pancake Breakfast on Saturday, April 4,, 2015 at 9:00 AM followed by the Annual Easter Egg Hunt at the Orono Library Grounds at 11:00 AM. • Orono Business Improvement Area, Annual Scavenger Hunt on Saturday, April 4, 2015 from 10:00 AM to 4:00 PM. Councillor Woo announced the following events: Canadian Blood Donor Clinic on Tuesday, April 7, 2015 at the Newcastle Community Hall from 3:30 PM to 7:30 PM. Newcastle Village & District Historical Society's meeting on Tuesday, April 7, 2015. Councillor Hooper announced the following events: • Girl's Night Out in Downtown Bowmanville on Thursday, April 2, 2015. • Bowmanville Eagles Junior C Hockey team finished their season on Saturday, March 28, 2015 and lost out to the Port Hope Panthers. • Baseline Community Centres' Final Hurrah on Sunday, March 29, 2015 from 3:00 PM to 5:00 PM at the Baseline Community Centre. • 2015 Clarington Older Adult Spring and Summer Program Guide is now available. • 2015 Spring Clarington Public Library Guide is now available. Councillor Neal announced the following: • Heart Symposium, Heart Attack Counter Attack on Saturday, April 11, 2015 from 9:30 AM to 2:00 PM at the Faith United Church in Courtice. -2- 4 -2 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Minutes Resolution #GPA- 202 -15 Moved by Councillor Woo, seconded by Councillor Cooke That the minutes of the regular meeting of the General Purpose and Administration Committee held on March 9, 2015, and the special meetings held on March 10, 2015 and March 23, 2015 be approved. CARRIED Alter the Agenda Resolution #GPA- 203 -15 Moved by Councillor Cooke, seconded by Councillor Hooper That the Agenda be altered to consider Public Meeting Item (b), Application for an Official Plan Amendment, Rice Development Corporation, at this time. CARRIED Councillor Woo chaired this portion of the meeting. Public Meeting (b) Subject: Applications for an Official Plan Amendment Applicant: Rice Development Corporation Report: PSD- 020 -15 Lisa Backus, Senior Planner, made a verbal and electronic presentation to the Committee regarding the application. Mark Kenney, Chief Operating Officer, CAPRIET Limited Partnerships, was present to answer questions. Mr. Kenney thanked the residents for coming and he asked to be able to speak after the residents have had the opportunity to list their concerns. David Crome, Director of Planning Services, Municipality of Clarington provided a summary of what the process will be with respect to this application. He highlighted the steps in the process and provided an explanation of the steps involved. 'Mr. Crome explained that this application was delayed due to the Regional Planning Review. He concluded by noting that, at this time, the Planning Department will be receiving comments regarding this application and Council will be referring the application back to staff for review. -3- 4 -3 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Byron Faretis and James Grimley, Wilmot Creek Homeowners Association (WCHA), spoke in opposition to the application. Mr. Faretis explained to the Committee that, while they understand some of the merits of the plan, currently it is not a viable choice for the Wilmot Creek Adult Lifestyle Community. He explained the increased population will assist with public transit and they do see some merits of the assisted living for the residents. Mr. Faretis explained that this application currently involves a population increase of 50% and that the infrastructure will not be able to handle this increase. He continued by explaining the current infrastructure does not have the capacity to handle the present population and there are major existing issues with the road ways within the community. Mr. Faretis noted that Wilmot Creek is currently listed as Manufactured Home Community (MHC) in CAPRIET's 2014 Annual Report. He continued be noting that the same annual report lists the average monthly rent as $480 per month, and while this may be the case for mobile homes, Wilmot Creek residents pay upwards of $900 in fees alone. 'Mr. Faretis explained to the Committee that currently there are many areas of the community that are in need of updates including the roads and recreation facilities. He described the characteristics of a Mobile Home Community and provided many examples to show that the homes in Wilmot Creek should not be in this classification. Mr. Faretis highlighted sections of the GHD Planning Rationale Report 2014 with respect to future developments of the community. He explained that the Wilmot Creek Homeowners Association has many concerns including whether the new developments will be separated from the existing facilities if they are not contributing financially to these amenities as homeowners. Mr. Faretis continued that they are in support of an assisted living facility, provided that it is only available to the current residents of Wilmot Creek. He explained that they are concerned with the evacuation procedures if .more residents are added and that currently they are lacking adequate evacuation routes. Mr. Faretis concluded by expressing that they are concerned that this retirement community is becoming a quasi- retirement home. He added that they are opposed to this application and encourage the Members of Council to visit Wilmot Creek to see the existing issues that need to be dealt with before considering any expansion. Paul Mack, Mack Lawyers, was present representing Detox Environmental, spoke in opposition to the application. Mr. Mack provided some back ground regarding when Detox Environmental acquired their current properties in the early 1990's and noted that currently they have two buildings close to Highway 401. He continued by noting what areas they have developed and that they will continue to develop in the future. Mr. Mack explained to the Committee that it is important that the subject property stay vacant to act as a buffer between residential and Detox's industrial property due to the hazardous materials that they process in the facility. He added that that these materials are being transported by trucks on a daily basis. Mr. Mack noted that Detox Environmental met with the owners of Wilmot Creek Adult Lifestyle Community in the early 2000's and expressed various concerns including: spills; trucks; and overall safety. He added that this resulted in Detox Environmental making changes that included moving the entrance to, the building to minimize risks to the community. Mr. Mack explained that, during this 4 -4 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 meeting, all parties involved agreed that the risks would be minimized by having a safety buffer of the agricultural land between the properties. He explained that there were previous applications for zoning changes of the subject property in 1997 and 2002 and that these application were not approved. Mr. Mack noted that there is a concern with the population increase resulting in a possible increase in accidents arising from human error and that this is a concern due to the type of materials they process at Detox Environmental. Mr. Mack was asked to continue after'Mark Kenney, COO, CAPREIT Limited Partnerships had an opportunity to address the Committee. Mark Kenney, Chief Operating Officer, CAPREIT Limited Partnerships, was present to address the comments from the Wilmot Creek Homeowners Association. Mr. Kenney explained to the Committee that there was a management change in 2010 and the previous manager has now returned to the position. He added that he would like to be invited to speak to the community and that he is fully empowered to address these issues. Mr. Kenney noted that, over the past few years, they have invested heavily in the community but due to extreme weather conditions it has been.difficult to keep up with the road issues. He advised the Committee that they have had the roads assessed and they have committed to do all of the roads within the community over the next two years at a cost of approximately two million dollars. Mr. Kenney added that they have spent over $500,000 on roads over the past year and he will share the engineer's reports. He noted that he is willing to meet with the community as many times as needed. Mr. Kenney advised the Committee that they have spent approximately $200,000 to correct the drainage issues over the last two years. Mr. Kenney noted that he is embarrassed by what he has heard today and hopes to correct these issues as soon as possible. He continued by noting he will look at changing the classification of the community to a land lease community in CAPREIT's yearly report. He concluded by advising that he will attend a town hall meeting and all of the residents will be sent a survey to give them the opportunity to address of the outstanding issues. Mr. Kenney added that he is hoping to participate in the board meeting and have an engineer present to provide information to the residents regarding the proposed changes in the approach to repairing the existing road issues. He apologized to both the Committee and the Board and gave his word to have this issues corrected as soon as possible. Recess Resolution #GPA- 204 -15 Moved by Councillor Neal, seconded by Councillor Partner That the Committee recess for 10 minutes. CARRIED The meeting reconvened at 11:40 AM with Councillor Woo in the chair. 1111111 4 -5 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Mr. Mack, Mack Lawyers continued his delegation. He highlighted some of the Ministry of the Environment guidelines, including Section D -6 which refers to the three classes of industrial buildings. Suspend the Rules Resolution #GPA- 205 -15 Moved by Mayor Foster, seconded by Councillor Hooper That the Rules of Procedure be suspended to allow Paul Mack to speak for an additional two minutes. CARRIED Mr. Mack continued to explain that the current distance between Detox Environmental and the residential area is currently one kilometer and the new proposed distance would be. half of a kilometer. He feels the buffer zone should be at least one kilometre. Bill Dodd, local resident, spoke in opposition to the application. Mr. Dodd explained to the Committee that he has lived in Wilmot Creek for 11 years and highlighted his reasons for choosing this location to live. He added that there were concerns when the ownership changed, and he supports everyone from the homeowners association. Mr. Dodd highlighted some of the current issues which include: the community entrance, safety fence, road conditions, and general facility maintenance. He advised the Committee that an ambulance had to visit his home last week and the driver commented on the condition of the roads. Mr. Dodd added that he has concerns with snow removal and the lack of snow removal equipment. He concluded by noting that he supports growth and expansion in Clarington, however this community is currently not being properly cared for and he feels they will not be able to accommodate any further growth. Mr. Dodd added that his main concern is for the safety of the community and that the current issues need to be dealt with before there is any further expansion. David Rice, Rice Developments, spoke on behalf of the applicant. Mr. Rice advised the Committee that, although this is an unfortunate situation, he feels the end result will be positive. He noted that he would like to be involved in future meetings with the homeowners association. Mr. Rice explained that this application is in the early stages and they are investigating potential future expansions. He explained that they are looking to obtain feedback on different options for this community. Mr. Rice noted that the assisted living will not be part of Wilmot Creek and all of the questions will be answered at a later date. He noted that they are looking at different uses for this expansion and that they have not yet determined if this will be part of the existing community. He concluded by noting they will be addressing the concerns of Detox Environmental and that all of these issues will be addressed over the next few months. Mr. Rice advised the Committee that he is available to answer any questions. 4 -6 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Recess Resolution #GPA- 206 -15 Moved by Mayor Foster, seconded by Councillor Cooke That the Committee recess for five minutes. CARRIED The meeting reconvened at 12:05 PM with Councillor Woo in the chair. Public Meetinq - Continued (a) Subject: Applications for a Draft Plan of Subdivision, and Official Plan Amendment and a Zoning By -law Amendment Applicant: H &H Properties Report: PSD- 019 -15 Cynthia Strike, Principal Planner, made a verbal and electronic presentation to the Committee regarding the application. Crystal Summers, local resident, spoke in opposition to the application. Ms. Summers advised the Committee that she would like all development to stop immediately. She noted that she has previously taken care of the property adjacent to her property. Ms. Summers added that she has had previous damage to her property from a tree that fell during an ice storm during the winter months. She listed her concerns for the wildlife in the area, increased traffic, and general safety in the area. Dawna Murray and Halina Workman, local residents, spoke in opposition to the application. Ms. Workman highlighted their concerns and submitted a petition containing over 300 signatures of resident that are opposed to the application. Ms. Murray noted sections of the Municipality's Official Plan and believes that these applications are. not in line with the plan. She continued that they do not believe the application meets the proposed density and that this development will cause increased traffic and parking issues. Ms. Murray continued that this development is not compatible with the existing area which consists of single family residential homes that borders a creek supporting wildlife. She added that there are no sidewalks and many of the residents on Tooley Road are on septic systems. Ms. Murray advised the Committee that they are concerned with the proposed parking for this development and the increased traffic congestion which will result in the overflow traffic moving to Tooley Road. She added that she feels there is a lack of infrastructure and that currently Nash Road is a very busy street. Ms. Murray highlighted her concerns regarding the local water supply and wetlands. She noted that Tooley Road had some recent flooding and that the trees in the area provide an ecological benefit for drainage and water supply to the wells. She stated that they are concerned with the proposed water retention pond IIVAI 4 -7 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 being detrimental to the wells due to mosquitoes and other sources contaminating the water. She concluded by highlighting some of the objectives of the Clarington's Official Plan and stated that they believe their neighbourhood currently meets these conditions. She summarized their concerns and stated that they are strongly opposed to the zoning change. Suspend the Rules Resolution #GPA- 207 -15 Moved by Councillor Neal, seconded by Councillor Cooke That the Rules of Procedure be suspended to allow Dawna Murray and Halina Workman to speak for an additional minute. CARRIED Ms. Murray added that the families have done their research when they moved in to this area and they were told that there was no proposed development of this type. Bill Peeters, local resident, spoke in opposition to the application. Mr. Peeters advised the Committee that he resides on the south side of the proposed development "and he is concerned with a large row of trees on the south side of his property being affected. He added that he feels that this development will only benefit the new residents and not the existing owners in the area. He concluded that the main concerns are with the design change, increased traffic, trees in. the area, and the natural environment in the area. Erin Lang, local resident, spoke in opposition to the application. Ms. Lang is concerned with the.traffic in the area. She added that her children go to a local school and there is already,a concern with traffic in the area affecting the safety of the local children when going to and from school. Ms. Lang believes the addition of this development will increase the traffic in the neighbourhood. She concluded by noting she no longer feels safe being in front of her home due to the traffic issues. Justin Kennedy, local resident, spoke in opposition to the application. Mr. Kennedy referred to the Official Plan and potential intensification sites. He continued that he feels this development will set a precedent and that this is not the type of development that people want to see. Mr. Kennedy noted some traffic issues and concern with the potential for increased traffic and speeding in the areas. He, concluded by stating he feels this is no longer a safe area and that the Tim Hortons location adds to all of these issues. Mr. Kennedy added that he does not want two exits from this subdivision going onto Tooley Road as many people are already using Tooley Road as an alternative route. General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Chris Owens, local realtor, spoke in support of the application. Mr. Owens noted that he feels Courtice is a terrific community and though he appreciates the residents' concerns on Tooley Road and Centerfield Drive he feels that this will be a positive development. He added that he knew that this land was going to be developed and there are currently no opportunities in Courtice or Clarington for this type of home. Mr. Owens explained that these homes are referred to as POTLS (Parcels of Tied Land), and they are bungalows with lower maintenance fees. He added that these types of homes give people the opportunity to downsize and stay in the Courtice area. Mr. Kennedy has clients that have had to leave Courtice to find these types of homes and he feels there is a great need for this type of development in Clarington. He noted that it is close to amenities and is accessible. He concluded by noting that Park View Estates in Courtice has bungalow units that are in high demand with very high fees and that this development will give residents the opportunity to downsize into a similar type of home with lower fees. Michael- Fry, D.G. Biddle and Associates, spoke on behalf of the applicant. Mr. Fry wanted to address some of the concerns brought forward by the residents. He advised the Committee he is looking to address overall policy including the Provincial Planning Policy and the Places to Grow Act areas within the Municipality of Clarington. He noted that when building on higher density developments, these are intended to limit growth in the green fields and assist the existing community to rely on the existing resources. Mr. Fry added that both the Regional and Clarington's Official Plans are committed to the health and maintenance of the community. He highlighted some points regarding density in the Clarington Official Plan and noted that this development is in fact low density and has the same intended use as the existing development. Mr. Fry addressed the traffic concerns and noted that a traffic study has been completed and this development will not adversely affect the traffic in this area. He added that there are 245 spots proposed and they will have two car garages with two additional parking spots in the driveways. He concluded by noting that the parking on the private road in the development and the available parking spots meet the zoning requirements. Hannu Halminen, applicant, spoke to the application. He advised the Committee that he wanted to make himself'available to answer any additional questions. He noted that a sidewalk will be constructed on Tooley Road to be connected to Nash Road. Mayor Foster chaired this portion of the meeting. Will! •] General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Alter the Agenda Resolution #GPA- 208 -15 Moved by Councillor Hooper, seconded by Councillor Neal That the Agenda be altered to consider the delegation of Grant & Jane Greenwood, Clarington Wind Concerns, as this time. CARRIED Recess Resolution #GPA- 209 -15 Moved by Councillor Woo, seconded by Councillor Neal That the Committee recess for five minutes. CARRIED June Gallagher and Michelle Chambers left the meeting at 1:50 PM. Anne Greentree and Cindy Fleming arrived at the meeting at 1:56 PM. The meeting reconvened at 1:56 PM with Mayor Foster in the Chair. Delegations 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 Grant Greenwood addressed the Committee representing Clarington Wind Concerns and area citizens. Mr. Greenwood indicated that, although the Municipality has been declared an unwilling host to wind turbines, the Ministry of the Environment (MOE) has granted final approval for two wind turbine projects in Clarington. He stated residents are concerned with fires and health and safety aspects. Mr. Greenwood requested that Council establish a by -law to require mandatory fire suppression equipment to be installed within the turbines. He added that many turbine fires have been reported around the world. Mr. Greenwood explained the dangers of the hydraulic oil and plastic being in close proximity to wires can overheat and cause a fire due to the high levels of oxygen. He continued by explaining that it is difficult to put out the fires due to the height of the wind turbines. Mr. Greenwood listed some of the concerns which included burning debris and the toxic fumes. He continued by noting that the Ganaraska project is close to Kendal Crown Lands and Ganaraska Forest, and that this is a highly populated area. Mr. Greenwood feels that the current monitoring plan and contingency plan are inadequate as they do not address a plan for fires within a turbine. and no one -10- 4 -10 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 is on the site to monitor on a regular basis. He concluded by requesting that Clarington establish fire regulations and system requirements for all wind turbines to have fire suppression systems. He added that other Municipalities have already passed these requirements and the Clarington needs to pass a similar by -law as Kawartha Lakes. Mr. Greenwood provided copies of the Kawartha Lakes' By -law 2014 -273 to the Members of Committee. Delegation of John Coffey, Chair, Older Adult Strategy Steering Committee, Regarding Report CSD -003 -15, Clarington Older Adult Strategy John Coffey, Chair, Older Adults Strategy Steering Committee, addressed Committee to share thoughts and comments regarding the report. Mr. Coffey stated the Steering Committee is comprised of Joe Caruana, Sharon Meredith, Erica Mittag, Angie Darlison, Cathy Ward, President, Steve Coles, Past President, a representative from the Region of Durham Social Services, Audrey Andrews, Julie Earle, and members from general public who were solicited by the same process. He explained the roles to participate in the meetings which were to represent stakeholders and ensure quality and impartiality in decision making and provide input on behalf of stakeholder groups. Mr. Coffey highlighted sections of the Terms of Reference and noted that the Committee reviewed other significant research papers on older adults and strategies for other municipalities with a similar demographic. He noted that a public consultation process was held with four sessions at all four locations and that eight meetings were held over the past several months which led to the recommendations in the report. Mr. Coffey highlighted some key areas of the strategy including: existing facilities, future growth, staffing for the board, and recommended planning. He added that.the study reviewed current and future opportunities for the Board and strategies to encourage and retain volunteers. Mr. Coffey concluded by stating that the strategy looked at the older adult programs . both immediate and in future, and the goal of strategy was to ensure programs continue to meet the needs of the community. He added that the goal is to include all cultures, genders, and sectors and everyone present at the last committee meeting voted in support of the strategy. Presentations Todd Brown, President of Monteith Brown Planning Consultants, Regarding Report CSD- 003 -15, Clarington Older Adult Strategy Todd Brown, President, Monteith Brown Planning Consultants addressed the Committee to present the Clarington Older Adult Strategy. Mr. Brown provided a project overview and summary of the project goal. Mr. Brown highlighted the consultation process that included a community survey, stakeholder interviews, Clarington Older Adult Association Open House, and Public Input Meetings. He reviewed the key findings in the areas of demographics, current penetration rates, not serving all residents, one stop shopping — seamless delivery, greater collaboration with other - 11 - 4 -11 General Purpose and Administration Committee Minutes March 30, 2015 —April 9, 2015 providers, focus on needed skills and competencies, current practises in staffing and governance, duplication of efforts to free up staff time, skill and competency based committees, and optimizing existing and future spaces. Mr. Brown highlighted the goals of the Clarington Older Adult Strategy and provided the recommendations for each goal which included: programming, proposed staffing model, proposed governance model, and the proposed facility model. June Gallagher and Michelle Chambers returned to the meeting, Anne Greentree and Cindy Fleming left the meeting at 2:20 PM. 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 Ron Albright, Assistant Director, Municipality of Clarington was present regarding report EGD- 006 -15, Potential Commuter Lots in Courtice and Bowmanville. Mr. Albright noted that Ms. McEleney had to leave the meeting. Mr. Albright noted that Council passed a resolution on January 26, 2015 regarding the potential for commuter lots. He added that the Engineering Department contacted the Region of Durham regarding this potential project. Mr. Albright highlighted the Smart Commute and provided a brief explanation of the benefits of Smart Commute, including some of their annual events. He explained the selection criteria for the commuter lots location and who was consulted regarding the decision. Mr. Albright. reviewed the four potential locations for these lots which include: South Courtice Arena, Courtice Community Complex, Garnet B. Rickard Complex, and Bowmanville Indoor Soccer Facility. He provided an explanation as to how they chose the potential lots; being their proximity to transit, accessibility, available parking, and sidewalks. Mr. Albright explained the proposed signage and the hours of use for these parking spaces. He concluded his presentation by noting that the project is consistent with the sustainable modes of transportation in the transportation master plan: Recess Resolution #GPA- 210 -15 Moved by Councillor Neal, seconded by Councillor Woo That the Committee recess for 10 minutes. CARRIED The meeting reconvened at 4:00 PM with Mayor Foster in the Chair. -12- 4 -12 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Alter the Agenda Resolution #GPA- 211 -15 Moved by Councillor Hooper, seconded by Councillor Neal That the Agenda be altered to consider the Community Services section of the Agenda at this time. CARRIED Councillor Hooper chaired this portion of the meeting. Community Services Department Public Access Defibrillator Program — Lakeridge Health Agreement Renewal Resolution #GPA- 212 -15 Moved by Councillor Neal, seconded by Mayor Foster That Report CSD- 002 -15 be received; 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 That Central East Prehospital Care Program be advised of action taken. CARRIED Councillor Partner returned to the meeting at 4:03 PM. Clarington Older Adult Strategy Resolution #GPA- 213 -15 Moved by Councillor Woo, seconded by Councillor Neal That Report CSD- 003 -15 be received; That the Clarington Older Adult Strategy (Attachment 1 to Report CSD- 003 -15) be approved in principle; 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; -13- 4 -13 General Purpose and Administration Committee Minutes March 30, 2015 —April 9, 2015 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; That staff report back with a recommended Terms of Reference for a Clarington Older Adult Committee; That the Older Adult Steering Committee members be thanked for their contributions to the process; and That all interested parties listed in Report CSD- 003 -15 and any delegations be advised of Council's decision. CARRIED LATER IN THE MEETING (See following motions) Resolution #GPA- 214 -15 Moved by Councillor Neal, seconded by Councillor Traill That the foregoing Resolution #GPA- 213 -15 be amended as follows: "That in paragraph two the words "be approved in principle" be replaced with "be received "; "That in paragraph four the words "an implementation plan, timeline and," be deleted; and "That paragraph five be struck in its entirety and replaced with the following: That the Clarington Older Adult Centre be requested to provide a draft plan to service the under serviced segment as outlined in the Report CSD- 003 -15." Moved by Councillor Traill, seconded by Councillor Cooke That the foregoing Resolution #GPA- 214 -15 be divided to consider each amendment separately. CARRIED The Committee considered the following amendment: "That in paragraph two the words "be approved in principle" be replaced with "be received "; The above amendment was put to a vote and Lost. -14- 4 -14 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 The Committee considered the following amendment: "That in paragraph four the words "an implementation plan, timeline and," be deleted; The above amendment was put to a vote and Lost. The Committee considered the following amendment: "That paragraph five be deleted in its entirety and replaced with the following: That the Clarington Older Adult Centre be requested to provide a draft plan to service the under serviced segment as outlined in the Report CSD- 003 -15." The above amendment was put to a vote and Lost. The foregoing Resolution #GPA- 213 -15 was then put to a vote and carried. Adjourn and Reconvene Resolution #GPA- 215 -15 Moved by Councillor Partner, seconded by Councillor Traill That the meeting reconvene on Thursday April 9,, 2015 at 2:00 PM. CARRIED AS AMENDED LATER IN THE MEETING (See following motions) Recess Resolution #GPA- 216 -15 Moved by Councillor Cooke seconded by Councillor Traill That the Committee recess for five minutes. CARRIED The meeting reconvened at 5:07 PM with Councillor Woo in the chair. -15- 4 -15 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Resolution #GPA- 217 -15 Moved by Mayor Foster, seconded by Councillor Neal That the foregoing Resolution #GPA- 215 -15 be amended to add the following as the first paragraph: "That the current meeting continue until 6:00 PM; and" CARRIED The foregoing Resolution #GPA- 215 -15 was then put to a vote and carried as amended. Resolution #GPA- 218 -15 Moved by Mayor Foster, seconded by Councillor Partner That the following be recommended: Planning Services Department An Application by H & H Properties Inc.to Develop 80 Residential Units on Tooley Road, Courtice That Report PSD- 019 -15 be received; 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; 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 That all interested parties listed in Report PSD- 019 -15 and any delegations be advised of Council's decision. -16- 4 -16 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 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 of the Wilmot Creek Lifestyle Community . That Report PSD- 020 -15 be received; 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 Partnerships, to include the subject lands within the urban area in order to permit the expansion of the Wilmot Creek Adult Lifestyle Community; and That all interested parties listed in Report PSD- 020 -15 and any delegations be advised of Council's decision. Release of the Proposed Changes to the Clarington Official Plan That Report PSD- 021 -15 be received for information. An Application by Jeffery Homes Inc. to rezone lands in a Draft Approved Plan of Subdivision That Report PSD- 022 -15 be received; That the Zoning By -law Amendment application, submitted by Jeffery Homes Inc., be approved as contained in Attachment 1 to Report PSD- 022 -15; 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; That once all conditions contained in the Official Plan and Zoning By -law with respect to the removal of the (H) Holding Symbol are satisfied, the By -law authorizing the removal of the (H) Holding Symbol be approved; That the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD- 022 -15 and Council's decision; and That all interested parties listed in Report PSD- 022 -15 and any delegations be advised of Council's decision. CARRIED AS AMENDED LATER IN THE MEETING (See following motions) 17- 4 -17 General Purpose and Administration Committee Minutes March 30, 2015 —April 9, 2015 Resolution #GPA- 219 -15 Moved by Councillor Neal, seconded by Councillor Traill That the foregoing Resolution #GPA- 218 -15 be divided to consider Report PSD- 020 -15 separately. CARRIED The balance of foregoing Resolution #GPA- 218 -15 was then put to a vote (excluding Report PSD- 020 -15) and carried. The Committee considered the portion of Resolution. #GPA- 218 -15 pertaining to Report PSD- 020 -15. 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 of the Wilmot Creek Lifestyle Community Resolution #GPA- 220 -15 Moved by Councillor Traill, seconded by Councillor Neal That Report PSD- 020 -15 be tabled until the May 25, 2015 General Purpose and Administration Committee Meeting. MOTION LOST LATER IN THE MEETING (See following motions) Suspend the Rules Resolution #GPA- 221 -15 Moved by Mayor Foster, seconded by Councillor Neal That the Rules of Procedure be suspended to allow debate on the tabling of Report PSD - 020 -15. CARRIED 4 -18 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Closed Session Resolution #GPA- 222 -15 Moved by Councillor Neal, seconded by Councillor Partner That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing legal issues surrounding the tabling of Report PSD- 020 -15, a matter that deals with advice that is subject to solicitor - client privilege, including communications necessary for that purpose. CARRIED Rise and Report The meeting resumed in open session at 5:38 PM with Councillor Woo in the Chair. Councillor Woo 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. 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 of the Wilmot Creek Lifestyle Community - Continued The foregoing Resolution #GPA- 220 -15 was put to a vote and Lost. Resolution #GPA- 223 -15 Moved by Mayor Foster, seconded by Councillor Hooper That Report PSD- 020 -15 be received; 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 Partnerships, to include the subject lands within the urban area in order to permit the expansion of the Wilmot Creek Adult Lifestyle Community; and That all interested parties listed in Report PSD- 020 -15 and any delegations be advised of Council's decision. CARRIED AS AMENDED (See following motion) U10112 4 -19 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Resolution #GPA- 224 -15 Moved by Councillor Neal, seconded by Councillor Traill That the foregoing Resolution #GPA- 223 -15 be amended by adding the following to the end: That staff be directed to write a letter to CAPRIET Limited to confirm meeting dates, and to confirm, in writing, that the work orders have been issued for the infrastructure concerns that have been raised. CARRIED The foregoing Resolution #GPA- 223 -15 was then put to a vote and carried as amended. Request for a Report from Emergency Services Regarding CAPRIET's Undertakings Resolution #GPA- 225 -15 Moved by Councillor Traill, seconded by Councillor Neal That the Director of Emergency Services be directed to prepare a report regarding liability, from a response times standpoint, given the poor condition of the roads in Wilmot Creek. MOTION LOST Request for Engineering Services to Work with CAPRIET Ltd. Partnerships Resolution. #GPA- 226 -15 Moved by Councillor Traill, seconded by Councillor Neal That the Director of Engineering Services be directed by Council to work with CAPRIET Limited Partnership's engineering assessor as they move forward with their assessment of their undertakings in Wilmot Creek. MOTION WITHDRAWN Resolution #GPA- 227 -15 Moved by Councillor Traill, seconded by Councillor Hooper That a letter be forwarded to CAPRIET Limited Partnerships, requesting that CAPRIET Limited Partnerships forward a work plan to the Director of Engineering Services, regarding the road improvements in Wilmot Creek. MOTION WITHDRAWN -20- M General Purpose and Administration Committee: Minutes March 30, 2015 — April 9, 2015 Recess Resolution #GPA- 228 -15 Moved by Councillor Neal, seconded by Councillor Hooper That the Committee rise and recess until April 9, 2015 at 2:00 PM, as indicated in Resolution #GPA- 214 -15. CARRIED The meeting reconvened on Thursday, April 9, 2015 at 2:00 PM with Councillor Neal in the Chair. Resolution #GPA- 229 -15 Moved by Mayor Foster, seconded by Councillor Woo That the following be recommended: Engineering Services Department Potential Commuter Lots in Courtice and Bowmanville That Report EGD- 006 -15 be received; That Council endorse the recommendations contained within Report EGD- 006 -15; 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 That all interested parties listed iri Report EGD- 006 -15 and any delegations be advised of Council's decision. Operations Department Sports Field User Fees and Guide That Report OPD- 003 -15 be received; and That Council approve the recommended sports field fees. Pitch In Week That Report OPD- 004 -15 be received for information. -21- 4 -21 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Corporate Services Department Co- Operative Tender No. T- 280 -2015 — Supply and Delivery of Sodium Chloride That Report COD - 008 -15 be received; 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; 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 That the funds expended be drawn from the Operations Department Winter Control /Sanding /Salting Miscellaneous Operating Supplies Account 100 -36- 383 - 10300 -7112. Finance Department Mayor and Council Remuneration and Expenses For 2014 That Report FND- 004 -15 be received for information. Building Permit Fees Annual Report for 2014 That Report FND- 005 -15 be received for information. Financial Update as at December 31, 2014 That Report FND- 006 -15 be received for information. CARRIED Emergency and Fire Service Department There were no reports to be considered under this section of the Agenda. -22- 4 -22 General Purpose and Administration Committee Minutes March 30, 2015 —April 9, 2015 Community Services Department The Community Services Portion of the agenda was considered earlier in the meeting following -the Presentation section. Councillor Traill chaired this portion of the meeting. Clerk's Department Appointments to Various Boards & Committees — 2015 -2018 Abandoned Cemeteries Board Resolution #GPA- 230 -15 Moved by Mayor Foster, seconded by Councillor Hooper That the following individuals be appointed to the Abandoned Cemeteries Board of Clarington for a term ending December 31, 2018 or until a successor is appointed: Jim Lowe Nancy Trimble Accessibility Advisory Committee Resolution #GPA- 231 -15 Moved by Councillor Neal, seconded by Councillor Cooke That the following individuals be appointed to the Accessibility Advisory Committee of Clarington for a term ending December 31, 2018 or until a successor is appointed: Tim Van Leeuwen Maureen Reed u Cey � o l\►iTl UM "WIT VITA 01 -23- 4 -23 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Resolution #GPA- 232 -15 Moved by Mayor Foster, seconded by Councillor Partner That the Terms of Reference, representing the seven citizen appointment limit for the Clarington Accessibility Advisory Committee, be waived to appoint both Tim Van Leeuwen and Maureen Reed to the Clarington Accessibility Advisory Committee for a term ending December 31, 2018 or until a successor is appointed. CARRIED Heritage Committee Resolution #GPA- 233 -15 Moved by Councillor Cooke, seconded by Councillor Neal That the following individuals be appointed to the Heritage Committee of Clarington for a term ending December 31, 2018 or until a successor is appointed: Paul W. Davidson Peter Vogel CARRIED Museums and Archives Board Resolution #GPA- 234 -15 Moved by Councillor Neal, seconded by Councillor Woo That the following individuals be appointed to the Clarington Museums and Archives Board for a term ending December 31, 2018 or until a successor is appointed: Sami El- Hajjeh Grant Taullie Thompson Katharine Warren John Witheridge CARRIED AS AMENDED (See following motion) -24- 4 -24 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Resolution #GPA- 235 -15 Moved by Mayor Foster, seconded by Councillor Neal That the foregoing Resolution #GPA- 234 -15 be amended by adding the following after the first paragraph: "That the Terms of Reference for the Museum and Archives board be suspended to allow appointment outside of the maximum number of members and outside of the geographical wards as follows:" CARRIED The foregoing Resolution #GPA- 234 -15 was then put to a vote and carried as amended. Orono Arena Community Centre Board Resolution #GPA- 236 -15 Moved by Councillor Partner, seconded by Councillor Woo That the following individuals be appointed to the Orono Arena Board of Clarington for a term ending December 31, 2018 or until a successor is appointed: Grant Taullie Thompson Orono Agricultural Society Representatives: Michael DiLella Elaine Dillon Orono Athletic Association Representatives: Laverne Boyd Gord Lowery MOTION TABLED LATER IN THE MEETING (See following motions) -25- 4 -25 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Recess Resolution #GPA- 237 -15 Moved by Mayor Foster, seconded by Councillor Cooke That the Committee recess for two minutes. CARRIED The meeting reconvened at 2:25 PM with Councillor Traill in the chair. Orono Arena Community Centre Board - Continued Resolution #GPA- 238 -15 Moved by Councillor Partner, seconded by Councillor Woo That the appointments to the Orono Arena Community Centre Board be tabled until the Council meeting of Monday, April 13, 2015. CARRIED Samuel Wilmot Nature Area Management Advisory Committee Resolution #GPA- 239 -15 Moved by Councillor Woo, seconded by Councillor Hooper That the following individuals be appointed to the Samuel Wilmot Nature Area Management Advisory Committee of Clarington for a term ending December 31, 2018 or until a successor is appointed: Dyan Amirault Paul W. Davidson James Hodge Grant Taullie Thompson CARRIED -26- 4 -26 General Purpose and Administration Committee Minutes March 30, 2015 —April 9, 2015 Property Standards Committee Resolution #GPA- 240 -15 Moved by Councillor Neal, seconded by Councillor Woo That Report CLD- 010 -15 be received; 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; That all interested parties listed in Report CLD- 010 -15 and any delegations be advised of Council's decision. CARRIED The following appointments were made in accordance with the. voting process. outlined in the Council Appointments to Boards and Committees Policy for the Property Standards Committee for a term ending December 31, 2018 or until a successor is appointed: Elizabeth Archampong David Eastman Jeffrey Haskins Report on Alternative Meeting Schedules Resolution #GPA- 241 -15 Moved by Councillor Cooke, seconded by Councillor Hooper That staff be directed to prepare a report on various meeting schedules by June, 2015. CARRIED (See following motion) Resolution #GPA- 242 -15 Moved by Councillor Neal, seconded by Councillor Cooke That the foregoing Resolution #GPA- 241 -15 be amended by adding the following at the end: "That staff consider holding Public Meetings at 6:00 PM before the Council meetings." MOTION LOST -27- 4 -27 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 The foregoing Resolution #GPA- 241 -15 was then put to a vote and carried. Solicitor's Department There were no reports to be considered under this section of the Agenda. Chief Administrative Officer There were no reports to be considered under this section of the Agenda. Mayor Foster chaired this portion of the meeting. Unfinished Business Procedural By -law and Related Policies — Improvement and Efficiency Amendments Resolution #GPA- 243 -15 Moved by Councillor Hooper, seconded by Councillor Cooke That Report CLD- 006 -15 be lifted from the table. CARRIED Resolution #GPA- 244 -15 Moved by Councillor Cooke, seconded by Councillor Traill That Report CLD- 006 -15 be received; That, in the interest of improving communication flow and providing for greater efficiencies during meetings, the Procedural By- Iaw,2011 -016 be repealed and a new procedural by -law be approved (Attachment 1 to Report CLD- 006 -15); 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; 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 IWE 4 -28 General Purpose and Administration Committee Minutes March 30, 2015 —April 9, 2015 That the authority to appoint private parking enforcement officers be delegated to the Municipal Clerk. AMENDED MOTION REFERRED (See following motions) Resolution #GPA- 245 -15 Moved by Councillor Traill, seconded by Councillor Cooke That the foregoing Resolution #GPA- 244 -15 be amended by adding the following to the end of Paragraph two: "with the following changes to the proposed Procedural By -law:" "That, within Paragraph 4.9.1, Length of Meetings /Scheduled Break, the words "two- thirds" be replaced with the word "majority "." MOTION LOST (See following motion) Resolution #GPA- 246 -15 Moved by Councillor Woo, seconded by Councillor Neal That the foregoing Resolution #GPA- 245 -15 be amended to add the words "Paragraph 4.9.2-and 4.9.3" following "Paragraph 4.9.1." MOTION LOST The foregoing resolution #GPA- 245 -15 was then put to a vote and Lost. Resolution #GPA- 247 -15 Moved by Councillor Traill, seconded by Councillor Neal That the foregoing Resolution #GPA -244 -15 be amended by adding the following to the end of Paragraph two: "with the following changes to the proposed Procedural By -law:" "That Section 7.3, Announcements, be added back to the Procedural By -law as follows: "That members of Council will have a total of three minutes to announce or comment on community events and activities; That members of Council shall provide the Clerk or Deputy Clerk with a written copy of all announcements within one day of the meetings; and -29- 4 -29 General Purpose and Administration Committee Minutes March 30, 2015 —April 9, 2015, That members of Council be encouraged to use the Community Events calendar." MOTION WITHDRAWN Resolution #GPA- 248 -15 Moved by Councillor Traill, seconded by Councillor Partner That the foregoing Resolution #GPA- 244 -15 be amended by adding the following to the end of Paragraph two: "with the following changes to the proposed Procedural By -law:" "That announcements by Members of Council be limited to meetings that are televised." CARRIED (See following motion) Resolution #GPA- 249 -15 Moved by Councillor Neal, seconded by Councillor Cooke That the foregoing Resolution #GPA- 248 -15 be amended to add the following at the end: "and Members of Council will have a total of one minute each to announce or comment on community events and activities." MOTION LOST The foregoing Resolution #GPA- 248 -15 was then put to a vote and.carried. Resolution #GPA- 250 -15 Moved by Councillor Trail[, seconded by Councillor Partner That the foregoing Resolution #GPA- 244 -15 be amended by adding the following to the end of paragraph two: "Members of Council be required to provide a written or electronic copy of announcements within 24 hours of the conclusion of the meeting. MOTION WITHDRAWN -30- 4 -30 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Resolution #GPA- 251 -15 Moved by Councillor Neal, seconded by Councillor Cooke That the foregoing Resolution #GPA- 244 -15 be amended by adding the following at the end of Paragraph two: "That each member of Council have a total of five minutes to announce or comment on community events and activities." CARRIED Recess Resolution #GPA- 252 -15 Moved by Councillor Traill, seconded by Councillor Partner That the Committee recess for five minutes. CARRIED The meeting reconvened at 3:31 PM with Mayor Foster in the chair. Resolution #GPA- 253 -15 Moved by Councillor Trail, seconded by Councillor Neal That the foregoing Resolution #GPA- 244 -15 be amended by adding the following to the end of Paragraph two: "That all communications be included on the General Purpose and Administration Committee Meeting Agenda; and That the current practice still be followed with respect to providing a synopses of lengthy communications." CARRIED LATER IN THE MEETING (See following motions) Moved by Councillor Traill, seconded by Councillor Cooke That the foregoing Resolution #GPA- 253 -15 be divided to consider each amendment separately. CARRIED -31 - 4 -31 General Purpose and Administration Committee Minutes March 30, 2015 —April 9, 2015 The Committee considered the following amendment: "That all communications be included on the General Purpose and Administration Committee Meeting Agenda." The above amendment was put to a vote and Carried. The Committee considered the following amendment: "That the current practice still be followed with respect to providing a synopses of lengthy communications." That the above amendment was put to a vote and Lost. Moved by Councillor Cooke, seconded by Councillor Traill Resolution #GPA- 254 -15 That the foregoing Resolution #GPA- 244 -15 be amended by adding the following to the end of Paragraph two: "That communications shall be included in it's entirely unless it is impracticable to do so in which case it'shall be included in a manner as determined by the Municipal Clerk." CARRIED Resolution #GPA- 255 -15 Moved by Councillor Traill, seconded by Councillor Cooke That the foregoing Resolution #GPA- 244 -15 be amended by adding the following to the end of Paragraph two: "That Section 10.12.21, Motion to Refer, be deleted." MOTION LOST -32- 4 -32 General Purpose and Administration Committee Minutes March 30, 2015 —April 9, 2015 Resolution #GPA- 256 -15 Moved by Councillor Neal, seconded by Councillor Hooper That the foregoing Resolution #GPA- 244 -15 be amended by adding the following to the end of Paragraph two: "That all "motions to refer" be debatable." MOTION REFERRED (See following motions) Resolution #GPA- 257 -15 Moved by Councillor Traill, seconded by Councillor Partner "That the "motion to refer" section of the proposed Procedural By -law be referred to staff, until the Council meeting of April 13, 2015, after consulting the Region of Durham's and Robert's Rules of Procedure regarding the proper wording on a motion to refer." MOTION LOST Resolution #GPA -25 -15 Moved by Councillor Neal, seconded by Councillor Traill That the foregoing Amending Resolution #GPA- 256 -15, regarding "motions to refer" be tabled until the General Purpose and Administration Committee meeting of April 20, 2015. CARRIED Grant & Jane Greenwood, Clarington Wind Concerns, Regarding the Request to Pass a By -Law for Mandatory Fire Suppression Equipment Being Included on Any Newly,lnstalled Wind Turbines Resolution #GPA- 259 -15 Moved by Councillor Neal, seconded by Councillor Hooper That the delegation of Grant and Jane Greenwood regarding the request to pass a by -law for mandatory fire suppression equipment being included on any newly installed wind turbines be referred to staff. CARRIED -33- .91MIC11 General Purpose and Administration Committee Minutes March 30, 2015 — April 9, 2015 Other Business There were no items to be considered under this section of the Agenda. Communications There were no items considered under this section of the Agenda. Confidential Reports There were no items considered under this section of the Agenda. Adjournment Resolution #GPA- 260 -15 Moved by Councillor Partner, seconded by Councillor Woo That the meeting adjourn at 4:50 PM. MAYOR 4 -34 -34- k DEPUTY CLERK W" MIC(04M.. PUBLIC MEETING REPORT PSD. 023 -15 HEADGATE DEVELOMPMETNS INC. Notice of Public Wee= Have your say about a proposed land use change. The Municipality is seeking .public comments on an application it has received Applicant: Headgate Developments Inc. Proposal: A 24 single detached dwelling lot Plan of Subdivision Property: West of North Scugog Court and east of Regional Road 57 File Number: S -C -2014 -0003 and ZBA 2014 -0031 The Public Meeting will be held: Date: Monday, April 20, 2015 Time: 9:30 a.m. Place: Council Chambers, Municipal Administrative Centre, 40 Temperance Street, Bowmanville, Ontario Questions? Please contact Bob Russell (905) 623 -3379, extension 2421 or by e -mail at brussell(a)-clarin tog n. net. Please see the other side of this notice for additional information and legal requirements. 5 -1 Property Location Map (Bowmanville) V • C(YSEiSWt! ROFD 3 � /^� �� t �f < •0--a' ^ " 7_1 l c IVs --} w, Subject 2, Site —� aV _ 15 .,a r_ A ZBA 2014 - 0031 Zoning By -Law Amendment S -C 20140003 Draft Plan of Subdivision • N ZDA 2014 -OD31 Applicant: 11270009 Ontario Inc. Questions? Please contact Bob Russell (905) 623 -3379, extension 2421 or by e -mail at brussell(a)-clarin tog n. net. Please see the other side of this notice for additional information and legal requirements. 5 -1 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 Bob Russell by 12 noon on the Friday preceding the public meeting. Mail: Planning Services Department Email:brussell @clarington.net 40 Temperance Street Bowmanville, ON L1 C 3A6 2. Speak to Council at their meeting on April 27, 2015, 7:00 pm. Should you wish to appear before Council, you must register prior to 4:15 pm on Friday April 24, 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.clarington.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. 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 Plan of Subdivision and Zoning By -law are approved, the person or public body: i) is not entitled to appeal the decisions of the Municipality of Clarington 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 at the Municipality of Clarington this l day of 2015. DavAJCroome, MCIP, RPP Director of Planning Services /Jp 5 -2 DRAFT LIST OF DELEGATIONS GPA Meeting: April 20, 2015 (a) Petra Schwirtz & Steve Simic, Clarington Tourism Marketing Board, Regarding Growing Tourism in Clarington. (b) Terri .Korkush, Community Living Oshawa, Regarding the Possibility of Community Living Oshawa Leasing the Baseline Community Centre. 1-M • Planning Services Public Meeting Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905 -623 -3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: April 20, 2015 Report Number: PSD- 023 -15 Resolution: File Number: S -C- 2014 -0003 & ZBA 2014 -0031 By -law Number: Report Subject: Applications by 1127009 Ontario Inc. (Headgate Developments Inc.) for Draft Plan of Subdivision and Rezoning for 24 single detached dwellings with rezoning to permit development of the plan of subdivision Recommendations: 1. That Report PSD- 023 -15 be received; 2. That staff consider the public comments received in the further processing of the applications for plan of subdivision (S -C- 2014 -0003) and to amend the Zoning By -law (ZBA 2014 -0031) submitted by 1127009 Ontario Inc. (Headgate Developments Inc.) for the development of 24 single detached dwellings and that a subsequent recommendation report be prepared; and 3. That all interested parties listed in Report PSD- 023 -15 and any delegations be advised of Council's decision. [14a Municipality of Clarington Report PSD- 023 -15 Page 2 Report Overview The Municipality is seeking public comments for applications it has received from 1127009 Ontario Inc. (Headgate Developments Inc.). The applicant is proposing a Rezoning to permit a proposed Draft Plan of Subdivision with 24 single detached dwellings. The lands are at 388 North Scugog Court, Bowmanville, which is on the west side of North Scugog Court between Knox Christian School and Durham Christian High School. The lands previously had approval for a 36 semi - detached dwelling unit plan of subdivision. 1. Application Details 1.1 Owner /Applicant: 1127009 Ontario Inc. (Headgate Developments Inc.) 1.2 Agent: Tunney Planning Inc. 1.3 Proposal: Proposed Draft Plan of Subdivision A cul -de -sac with 24 single detached lots, two blocks near North Scugog Court, have been reserved by the Owner for future development. A 1.4 hectare (3.46 acre) open space block is identified in the southwest portion of the plan, and other blocks are identified for buffer and storm water overland flow. Proposed Rezoning From "Urban Residential Type One (R1)" and "Holding —Urban Residential Type One ((H) R1)" to appropriate zones to permit the proposed draft plan of subdivision with 11.3 metre (37 foot) frontage lots. The Open Space blocks will remain within the existing "Environmental Protection (EP)" zone, the limits of which will be specified through the review and acceptance of an Environmental Impact Study. 1.4 Area: 3.69 hectares (9.118 acres) 1.5 Location: 388 North Scugog Court, Bowmanville 1.6 Within Built Boundary: No 2. Background 2.1 A Plan of Subdivision for 36 mainly semi - detached dwelling units on the property that was draft approved on March 10, 1997 (Attachment 2) but the approval lapsed on October 27, 2014. This proposed Plan of Subdivision is the replacement for the lapsed subdivision plan. The Owner was having difficulty achieving final approval of the previous draft approved plan as a consequence of current municipal and conservation authority standards. This was especially true regarding grading, drainage and development adjacent to the valleylands. The Owner agreed to allow the original draft approval to Elow Municipality of Clarington Report PSD- 023 -15 Page 3 expire and to work towards draft approval of an application that better satisfies current standards. The new subdivision application proposes a decrease in the number of dwellings from 36 to 24, and from predominantly semi - detached to single-detached dwellings. Figure 1: Proposed Draft Plan of Subdivision i O� • ES��J�O OG� p /V� 0^ X ti Y/y CD C� Al 6 QO✓ CL 9 C it titi N% ^m 11 e�OC q6 b � �J O� 9 0 N ZBA 2014 -0031 i Municipality of Clarington Report PSD- 023 -15 Page 4 Figure 2: Original Draft Approved Plan of Subdivision Y; ... -d'C�' .tt.Y_tnrri'It4v w•fi'• 'I tt r: $ioois� W 5 ' iii ;••_ - J �_ i v �'~ 1:141 I all t 5�� J t�rras sorts '} '`ti if dill / t 1 f t n. a r. \_G 1` ' -�jI l..• -� n �I� �`7 PO �'rw -l�, ,�7 • -w ! Ys= !. !tip �l ff11, e',� ° la. ! All- 41 l EmlWlluut 2.2 The following supporting studies have been submitted: • Slope Stability Assessment Report Proposed Residential Development North Scugog Court and Bons Avenue Municipality of Clarington by Soil Engineers Ltd.; • Environmental Noise Assessment Sudds Court Draft Plan of Subdivision for Headgate Developments Inc. by YCA Engineering Limited, November 2014; • Environmental Impact Study North Scugog Court Draft Plan of Subdivision for Tunney Planning Inc. by Niblett Environmental Associates Inc., November 2014; • Stage 1 and 2 Archaeological Assessment for Proposed Draft Plan for 1127009 Ontario Inc. c/o Headgate Developments Inc. by Archaeological Services Inc., June 18, 2014; LIM Municipality of Clarington Report PSD- 023 -15 Paae 5 Phase One Environmental Site Assessment North Scugog Court and Regional Road 57 for Headgate Developments Inc. by Pottinger Gaherty Environmental Consultants Ltd., December 1, 2014; and Functional Servicing Plan Headgate Subdivision by MMM Group Limited, November 2014.These reports have been circulated to agencies and other departments for review. A detailed review of the supporting documents will be provided in a future staff report. 2.3 A pre - consultation meeting was held in September 2014 and the proposed Draft Plan of Subdivision Application and related Rezoning Application were submitted on December 2, 2014. 3. Land Characteristics and Surrounding Uses 3.1 The highly irregular shape of the property (see Fig. 1) has a northeast to southwest orientation. The northeastern part of the property, generally above top -of -bank, is designated Urban Residential and the southwestern part, generally below top -of -bank, is woodland, located in the Bowmanville Creek Valleylands, and designated Environmental Protection. Regional Road 57 is the west limit of the subject property. The south limit is a shared boundary with the property containing Proposed Plan of Subdivision S- C -2014- 0001 (see Figure 1). Durham Christian Secondary School is south of the subject property. Knox Christian Elementary School is to the north of the subject property. The property has frontage on North Scugog Court, with existing detached dwellings on either side. On the other side of North Scugog Court are residential subdivisions. WW Municipality of Clarington Report PSD- 023 -15 Page 6 Figure 3: Site Location Context 4. Provincial Policy 4.1 The Provincial Policv Statement IG� W The Statement encourages planning authorities to create healthy, livable 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. The most relevant policies relating to this application can be summarized as follows: • New development in settlement areas shall have a compact form, a mix of uses and densities that allow for the efficient use of land, infrastructure and public services. • 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. • A full range of built and natural settings for recreation including parks, open space areas, trails and linkages are to be provided. • Planning for Infrastructure and public service facilities must be efficient and cost effective while considering climate change impacts. Municipality of Clarington Report PSD- 023 -15 Page 7 • Development adjacent to natural heritage features must demonstrate that there will be no negative impacts on the natural features or their ecological functions. Development shall be directed to areas outside of hazardous lands impacted by flooding and erosion. 4.2 Provincial Growth Plan The Provincial Growth Plan encourages municipalities to manage growth by directing population growth to settlement areas. 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. Municipalities should establish an urban open space system within built up areas. The subject lands are identified as Greenfield area, and outside of the Built -up area. In greenfield areas, growth is to make efficient use of services and infrastructure and be compact and transit - supportive. The Growth Plan requires municipalities to achieve a minimum density target that is not less than 50 residents and jobs combined per hectare in the designated greenfield area and is measured across the Region of Durham. 5. Official Plans 5.1 Durham Regional Official Plan The subject property is designated "Living Areas" and "Major Open Space Areas" in the Regional Official Plan. Lands located within the "Living Areas" designation are predominantly to be used for housing purposes. Lands designated "Major Open Space Areas" within urban areas are predominantly to be used for conservation purposes. Key Natural Heritage and Hydrologic Features on and adjacent to the site require the completion of an Environmental Impact Study for development in proximity to features. 5.2 Clarington Official Plan The Clarington Official Plan designates the subject lands as Urban Residential Area. The lands associated with the Bowmanville Creek are designated Environmental Protection Area. The lands are within the Knox Neighbourhood, which has a population allocation of 5350 and a housing target of 1950, 1350 of which are for low density units. The Environmental Protection Area designation reflects the location of the Bowmanville Creek and associated valley lands along the west side of the property. Significant woodlands are also present on the subject lands. An Environmental Impact Study was prepared giving consideration to both features. New development in established neighbourhoods is to be designed to respect and reinforce the physical character having regard to the pattern of lots, streets and blocks, the size and configuration of lots, building types of nearby properties, the height and scale of buildings and the setback of buildings from the street, rear and side yards. Municipality of Clarington Report PSD- 023 -15 Page 8 6. Zoning By -law 6.1 Zoning By -law 84 -63 zones the subject lands "Urban Residential Type One (R1) ", "Holding Urban Residential Type One ((H) R1)" and "Environmental Protection (EP). A Zoning By -law amendment is required to implement the proposed draft plan of subdivision. 7. Public Notice and Submissions 7.1. A Notice of Public Meeting was given by mail to each landowner within 120 metres of the subject property and a public meeting notice was installed on the property in the centre of the North Scugog Court frontage by March 24, 2015. 7.2 As of the writing of this report, one neighbor has made an inquiry. Staff also met with the Principal and a representative of Durham Christian High School. A brief history of the proposal and drainage at the shared property line was discussed. 8. Agency Comments 8.1 Central Lake Ontario Conservation Authority The Central Lake Ontario Conservation Authority noted the western portion of the property is regulated and so, permit permission from the Authority is required prior to any development activity in this area. The Authority must be satisfied regarding flooding and erosion control, pollution or the conservation of land, during and post development. Based on contour information, Conservation Authority staff identified portions of proposed subdivision lots 11 to 15 as extending beyond top of the existing bank into a valley slope erosion hazard. The Authority will not permit this. A site walk with the applicant, Conservation Authority and Clarington Planning staff on April 7 identified a more realistic top -of -bank for the lots in question. This will require a revision to the proposal. This revision to the plan is expected to positively impact other concerns such as grading on lots 13 to 16. Any required drainage or grading works on properties owned by others, if unavoidable, must be accompanied by written permission of said property owners. Pre and post development flows directed to Bowmanville Creek must be calculated and if there is an increase, controls are required. The Slope Stability Assessment Report did not identify the substantial incised ravine and related gullies sloping sharply to Bowmanville Creek despite identification in the Golder Associates 2005 Study. It is not clear that previous studies such as the above study and seasonal variations in site conditions were considered with the most recent submission. There are slope stability issues that need to be addressed prior to the Authority supporting the development limits related to slopes. No development will be allowed within the stable slope allowance or the access allowance. W-11 Municipality of Clarington Report PSD- 023 -15 Page 9 The Environmental Impact Study must be three seasons - spring, summer and fall. The Study needs revisions to include breeding bird surveys, amphibian surveys, and spring and summer vegetation surveys, all according to acceptable protocols. Authority Staff do not support the conclusions and recommendations of the Environmental Impact Study. 8.2 Durham Region Durham Region has commented the proposed development pattern is consistent with the existing residential neighbourhoods along North Scugog Court. The Region requires the applicant address Central Lake Ontario Conservation Authority concerns and conform to the Provincial Policy Statement regarding the erosion hazard lands prior to proceeding with the development. The proposed subdivision has a density of approximately 16 dwelling units per net hectare but it is acknowledged that environmental constraints on the property limit development. Clarington is to ensure that development of its greenfield areas contributes to the overall greenfield density target for the Region with shortfalls accommodated elsewhere in Clarington. The Region requires a Phase II Environmental Site Assessment to be Record of Site Condition complaint and the Phase II results will determine whether or not a Record of Site Condition must be filed with the Ministry of Environment and Climate Change. The Assessment author is requested to complete a "Reliance Letter" and "Certificate of Insurance ". For the Noise Study the Region requires to implement the recommendations, which will be in the Clarington Subdivision Agreement. Regarding the Environmental Impact Study, the Region noted the Central Lake Ontario Conservation Authority has requested changes to the subdivision plan to protect the environment. One of the Region's conditions of draft approval will be submission of a clearance letter from the Ministry of Tourism, Culture and Sport regarding the Ministry's requirements pertaining to the Archaeological Assessment. Water supply and sanitary sewer are available from North Scugog Court. The Region's conditions of draft approval will be provided once all of the Central Lake Ontario Conservation Authority concerns have been addressed and the plan revisions have been submitted to the Region for review. 8.3 School Boards The Public School Board had no objections to the proposal. Children from the subdivision would be served by Charles Bowman Public School at the elementary school level, and Bowmanville High School at the secondary school level. A public sidewalk was recommended along the proposed street — Sudds Court. Municipality of Clarington Report PSD- 023 -15 Page 10 8.4 Veridian Connections, Rogers Communications and Canada Post all have no objections to the proposal. However, they have each provided conditions of approval the applicant will be required to satisfy. 9. Departmental Comments 9.1 Emergency and Fire Services The department had no fire safety concerns. 9.2 Engineering Services Prior to approval of this proposed draft plan of subdivision, the applicant must satisfy the department on a number of issues. The Functional Servicing Plan noted 16 of the subdivision's 24 lots will have foundation drains that will discharge to the surface by sump pump, leaving only 8 foundation drains to connect to municipal storm sewers. This does not meet the municipal standard. All foundation drains must connect to municipal storm sewers via gravity weepers. The use of retaining walls, grading on adjacent lands, long continuous rear yard swales which outlet to the Bowmanville Creek Valley, and overland flow discharge directly to a second outlet into the above valley, are all concerns to the department. The Slope Stability Assessment Report is under review and will be subject to approval by the department and the conservation authority. The applicant may be required to obtain a site alteration permit from Clarington if fill is imported or exported from the subject site to another site in Clarington. Owners of the source and destination sites must sign the application for the above permit. All requirements of the Site Alteration By -law apply. The Engineering Services Department provided a number of detailed and technical comments that need to be addressed prior to further consideration of the applications. This information has been forwarded to the Owner and his consultant. 9.3 Operations The proposed road allowance width for Sudds Court is 18 metres but given lot depths within the proposed draft subdivision plan it is recommended the proposed road allowance width be increased to a standard 20 metres. The Functional Servicing Plan identifies the requirement for a rear lot catchbasin (RLCB) at the rear of Lot 4. Given the Lot 4 depth of 62.7 metres, the maintenance requirements on the catchbasin and the 300mm concrete lead to the street are of concern. Operations request that other grading options for the Minor Storm System be considered. Wave, Municipality of Clarington Report PSD- 023 -15 Page 11 10. Discussion 10.1 The proposal is for a minor infill site on a proposed cul -de -sac between the Durham Christian High School and Knox Christian School. The subject lands have a number of constraints given its location adjacent to the Bowmanville valley which have led to grading and site servicing issues. 10.2. 10.2 The recent site walk by agency and municipality staff with the developer to determine an approved top -of -bank will necessitate a small redesign to preclude development in some areas of natural features. By restricting development closest to the valley wall, the revised development limit is anticipated to address some of the concerns related to grading, drainage and stormwater management. 10.3 Additional findings from a more comprehensive environmental assessment may yield other concerns or conditions of draft approval. 10.4 An open space connection from the cul -de -sac to the Bowmanville Creek open space system will not only provide for major storm flows but it is also a neighbourhood connection to a future trail system in the Bowmanville valley. 11. Conclusion 11.1 The purpose of this report is to provide background information on the proposed draft plan of subdivision and related rezoning submitted by 1127009 Ontario Inc. (Headgate 'Developments Inc.) for the Public Meeting under the Planning Act. Staff will continue processing the application including the preparation of a subsequent report upon resolution of the identified issues. 12. Strategic Plan Application 12.1 The recommendations contained in this report conform to the Strategic Plan. Submitted by: Reviewed by: DgicU. Crome, MCIP, RPP Director of Planning Services Franklin Wu, Chief Administrative Officer Staff Contact: Bob Russell, Planner II, 905 - 623 -3379 ext. 2421 or brussell @clarington.net The following is a list of the interested parties to be notified of Council's decision: Andy Andersen Roger Bouma Kevin J. Tunney Fred Spoelstra Jane McFarlane Paul Marcus DJC /CP /RLR /df /jp AM .s 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: April 20, 2015 Report Number: ' PSD- 024 -15 Resolution: File Number: PLN 26.14.1 By -law Number: Report Subject: Proposal for a Rotosonic Monitoring Site at the Hydro One, Clarington Transformer Station Recommendations: 1. That Report PSD- 024 -15 be received; 2. That Council Resolution # C- 172 -14 (Attachment 3) granting G360 Group access to Townline Road for the purpose of a deep.borehole and providing a grant of $25,000 to the University of Guelph be rescinded; 3. That the Municipality of Clarington provide up to $25,000 to fund the joint proposal of Central Lake Ontario Conservation Authority, University of Guelph and McMaster University (G360 Group) for their proposal "Hydrogeological Assessment of the South Slope of the Oak Ridges Moraine" dated April .2, 2015 (Attachment 1); 4. That the project be funded with a transfer from the 2013 Donations.Account to the Consulting Reserve; 5. That Hydro One be requested to provide site access for the additional rotosonic borehole and long term monitoring activities as outlined in the proposal in Attachment 1; and 6. That all interested parties listed in Report .PSD -024 -15 and any delegations be advised of Council's decision., 8 -12 Municipality of Clarington Report PSD- 024 -15 Page 2 Report Overview In September, 2014, Council approved the road use agreement with Hydro One for the Clarington Transformer Station contingent on the drilling of a deep monitoring well. The drilling was completed in December 2014 at the expense of Hydro One, with researchers from G360 Group at the University of Guelph working cooperatively on -site to obtain the necessary samples and logging for scientific research. G360 Group is proposing to proceed with the second phase of the project which is the installation of a rotosonic monitoring well at the same location. It is recommended in this report that since Hydro One has completed the deep borehole the funds originally set aside for it be utilized for this additional work. 1. Background 1.1 Clarington Council and staff have been very involved with the proposed Clarington Hydro Transformer since March of 2012 including public information meetings, the Environmental Study Report review, and numerous discussions. The Minister of Environment approved the project in January of 2014. 1.2 To address ongoing concerns from community members and residents, Hydro One proposed to Clarington to fund a peer review of their Surface and Groundwater monitoring program. Council accepted this offer at their meeting of June 16, 2014 by Resolution C- 267 -14. The peer review consultant, Mr. Steven Usher of SLR Consulting (Canada) Ltd. was retained in accordance with the Purchasing By -law and has been working with the residents, staff and Hydro One consultants since October. 1.3 Another major development has been the deep monitoring well required by the road use agreement which was drilled to bedrock (beyond the Thorncliffe Aquifer) in December 2014. The hydrogeologists (CLOCA, G360 Group, Stantec, SLR) jointly agreed that the MW -15 site on Hydro One property was the most relevant location for this borehole and monitoring well. The MW5 -14 site already has monitors at 4 metres, 7 metres and 40 metres; the deep borehole monitor at 112 metres and another monitor at 52 metres were a result of drilling the deep borehole. This provides multi -level monitoring (or a nested cluster of boreholes and monitors). 2. What has been learned from the Deep Borehole 2.1 The December 2014 drilling program involved drilling and coring a borehole to and into the shale bedrock. A continuous core of the sediment column was obtained from ground surface to approximately 2 m into the bedrock for a total depth of 129.5 m. Borehole gamma logging was conducted at this location to characterize the soils to a depth of approximately 52 m. The field investigative team were on site daily during drilling to log and sample the core and provide drill crew oversight. Hydro One on -site staff provided assistance and logistical support. mm Municipality of Clarington Report PS®- 024 -15 Page 3 Figure 1 — Monitoring Wells on Hydro One Clarington Transformer Site U - i '. °i ' �.. a �• tea! - _ _ ��`_ �. ° � �°' ' �' ;i; { '� -y ms's - -�-' �•'`.� ti ,1 m - i '. °i ' �.. a �• tea! - _ _ ��`_ �. ° � �°' ' �' ;i; { '� -y ms's - -�-' �•'`.� ti ,1 m Municipality of Clarington Report PSD- 024 -15 e4 2.2. Drilling of the deep borehole confirmed the absence of a shallow sand lens at location MW5 -14 which to the east hosts local wells. It also showed that the dense aquitard soils extended down some 76 m to the Thorncliffe Aquifer where several local wells draw their water. An intermediate layer of sand was however found in the aquitard at 52 m, and is consistent with the depths of a second grouping of local wells. A groundwater monitoring well was placed in this layer. The borehole was extended into bedrock, found (as predicted by CAMC -YPDT) at about 129.5 m depth. Figure 2: Site Conceptual Geologic Model lotNNGfN y'� 111UUUUb UtVCIJ IIUIC 1111UIIIICLLIUII, JUI1. LV I global environmental solutions SLR"' 2.3 Five 2 -inch diameter piezometers have been installed. Hydro One has incorporated four of the five piezometers (A to D) into their site monitoring program (2015 -2019) that will include measuring water levels and groundwater quality analyses. The deep piezometer (E) is not part of the currently proposed Hydro One monitoring program. It is the hydrogeologists recommendation that these five piezometers be monitored in conjunction with each other to ensure a consistent and useful dataset. Ideally the deep piezometer (E) should be incorporated into the Hydro One monitoring program or another party identified to monitor this piezometer. Given the positive interactive situation between all parties that was established during the December 2014 field investigations, a suitable arrangement can be established whereby all five piezometers at MW5 -14 can be cooperatively monitored. 8 -15 Municipality of Clarington Report PSD-024-15 Page 5 FIGURE 3: Uharacterization ot me site Trom Ueep Liorerive HydroOne Clarington: MW5-14 -5 Geology Estimated 2" PVC piezometers Formation Actual A B (s) C (1) D E (DRAFT) -2 I Weathered 1 1 Dm wsand beds -22 Halton Till Dm (HT) 42. -15 - ------------- --- ------------ - --------- -------- - -- ------------------------------------ - -- ---- ---- - ---- - --------------- ---------- ---- - ----------------- -- --- --- - -62 -25 ---------- - --- ---- - -- - - -- ----------- - - - - . -82 -102 -35 ----- ------------------- --------------------- ----------- ----- - - - ­---------- - --------------122 Lower -142 -45 -.New t.., . . . .................. ....... ............................................ .............. Till (LNt) -162 -- - - - - -- -santrIf-M) ------------------------------------ ------ - -55 --- ......- - ....- ------------------- sa c --- - -- -- - - - -182 -202 —7 65 ......... . ..... ........... .......... . ......... ..... ......... -222 -75 ------- ­­ ------------ - - --- - --- ---------- ------- -------- - --- -------- ---- ----------- ---- --- - - - -- ---- - -- ----- ------ - ------------ -- ------- ------- -242 ---------------------------------------------------- ---------------- -Sand (f, rn,c) & si cl layers Thorncliffe (0.2'to 2.5'thick) -262 Fin. (TF) -85 ......... ... ............ .. ...... ................... ...... 280'- Sand (f rn,c) - layered -282 -302 -95 -322 330'- Sand (f gr) with Silt -105 ............. -_ - ---_----------------_------- ........... ---------------------_---- ..._._._..._......------ - - - - -= -342 ------------- -- ---------------------------------------------- ---------------- 351 Dm -------------------------------------------------------- - - - - -- - - - - -- ---------------- -362 -115 - ----- Sunnybrook 367.4.1.�...__ ---- ----------------------- ----------- - ---------- ­.._..­­ ....................... --------------------- - -382 Drift (Su) Scarborough -402' -125 :--Frn.-(Sq) - -- ----- -- - ------ ----- - --- . ...... .. ... ........ ...... - ------------------------------- -- - -------- -------- 1-1- ,,-- -422 419.2'to 425'- Shale f -135 - I ­­ ­.­ .. . . .... ----- ------ - - ...... - --------- -------------- ---------- ------- - - -- - -- - ---- -J- -1142 8-16 Municipality of Clarington Report PSD- 024 -15 3. Rot ®sonic Proposal Page 6 3.1 G360 Group from the University of Guelph and other participating hydrogeologists are proposing to add a multilevel monitoring well installed in a borehole drilled by rotosonic methods at MW -15. It would have state of art multi -level monitoring equipment. It would be drilled using a different methodology than the deep borehole providing additional scientific data (Attachment 1). 3.2 Hydro One is willing to entertain the proposal for the rotosonic borehole and multilevel installation (Attachment 1). Central Lake Ontario Conservation is .willing to sign a Memorandum of Understanding for this well and monitoring of the deep piezometer (E) for the longer term (beyond 2019). The Conservation Authority have indicated that they would be willing to provide for the long term care, maintenance, monitoring and decommissioning of the multilevel rotosonic well providing that funding is made available for these future tasks (Attachment 2). The proposal is to maintain these piezometers for the long term so that as much scientific data as possible is obtained. 4. Council Direction 4.1 Council at its meeting of April 28, 2014 passed Resolution #C- 172 -14 (Attachment 3) which granted the University of Guelph G360 Group permission to access a portion of Townline Road for the purpose of undertaking an independent long term groundwater monitoring assessment in the vicinity of the proposed Clarington Transformer Station in accordance with their proposal dated April 27, 2014. 4.2 The proposal outlined two phases. The first was a deep borehole /monitoring well, drilled to at least the depth of the Thorncliffe Aquifer; the second phase was for a rotosonically installed multi -level monitoring well. The first phase of this proposal has been addressed by Resolution #C- 336 -14 (Attachment 4) which granted Hydro One permission to exclusively use and improve Townline Road to enter the site providing that they drill a deep monitoring well to at least the Thorncliffe Aquifer. 4.3 Council approved #C- 267 -14 accepting the offer from Hydro One to fund a peer review consultant to assist Staff and the community in reviewing and understanding the hydrogeological information regarding the site. Council received a presentation from Mr.. Usher, the peer review consultant on December 15, 2014; which included an explanation of the conceptual model (Figure 2) of how ground water flows through and below the site. 4.4 Council has requested funding and other in -kind support from the Region of Durham, City of Oshawa, the Trent Conservation Coalition Source Protection Committee and the Credit Valley, Toronto and Region and Central Lake Ontario Source Protection Committee for the development of the monitoring wells and ongoing monitoring and maintenance. To date responses while supportive of the concept have not provided additional funding. 8 -17 Municipality of Clarington Report PSD- 024 -15 5. Monitoring and Maintenance 5.1. Deep Monitoring Well FA The deep monitoring well cluster (5 boreholes at various depths) is located at MW5 -14 on the Hydro One site. The Ground and Surface Water Monitoring Program for the site as approved by the Ministry of Environment and Climate Change in June of 2014, includes the requirement to monitor .ground and surface water for the duration of the construction and at least two years after the completion (estimated as five years duration from approval in January of 2014 to 2019). When Hydro One completes the monitoring program as required by the Ministry they typically decommission all of the monitoring wells on site by removing the monitoring equipment, backfilling and sealing the boreholes. In the case of the deep cluster it is the desire of the Oak Ridges Moraine Hydrology Program (YPDT -CAMC) [a coalition of York, Peel, Durham and Toronto Conservation Authorities and Regional Governments] to maintain the cluster for long term scientific research and knowledge. The decommissioning of the deep cluster of boreholes will be the responsibility of Hydro One as the property owner; it is .a requirement under Regulation 903 of the Ontario Water Resources Act. Arrangements to address this requirement can be articulated in the Memorandum of Understanding. 5.2. Rotosonic Borehole The proposal (Attachment 1) is to locate the rotosonic borehole at MW5 -14 on the Hydro One site. Hydro One. will have to review the proposal and ensure that it meets their requirements and can be accommodated within the schedule and construction works that will be occurring in close proximity to MW5 -14. The proposal attempts to address the numerous issues that would affect this decision, from how the contractor will be retained and paid to Worker's Compensation for the researchers. 5.3. Ongoing Monitorinq and Maintenance A Memorandum of Understanding with regard to the long term monitoring and maintenance will have to be entered into with Hydro One to retain the cluster. Central Lake Ontario Conservation has agreed to enter into,the Memorandum of Understanding to maintain and monitor this well cluster. The Conservation Authority supports YPDT - CAMC, who in turn obtain their funding through the regional governments. The researchers from G360 Group and the staff of YPDT -CAMC will have to work with and meet Hydro One's requirements to access the site. The requirements will be outlined in the Memorandum of Understanding. Not applicable. Municipality of Clarington Report PSD- 02415 Page 8 7. Conclusion Requiring Hydro One to drill the deep hole has provided an opportunity to better understand water resource management for the eastern portion of the Oak Ridges Moraine. This new proposal provides the opportunity to reallocate the funds for Phase 1 to work contemplated in Phase 2 of the original proposal and for longer term hydrogeological research. As stated by Steve Holysh and Dr. Gerber in their letter: "While much water related information exists across the Oak Ridges Moraine, the quality is quite variable. The presence of state -of -the -art, groundwater monitoring infrastructure is largely non - existent. The Hydro One Clarington transformer station site contains a large thickness of glacial till deposits that protect both shallow and deep aquifer systems. The proposed [rotosonic hole and] monitoring will provide valuable information regarding groundwater flow through these till deposits that can be applied across much of south - central Ontario... The proposal to Hydro One ... seeks to install high quality groundwater monitoring infrastructure at a location on the Moraine ( Clarington). Monitoring at the site would generate research -level hydrogeological information and knowledge ultimately leading to a better understanding of aquifer (water supply) vulnerability. This site will fill a large gap relating to the paucity of information relating to how groundwater flows through till deposits associated with the Moraine..." 8. Strategic Plan Application Not applicable. Submitted by: Reviewed by: Davi . Crome, MCIP, RPP Director of Planning Services F anklin Wu, Chief Administrative Officer Staff Contact: Faye Langmaid, Manager of Special Projects-; 905- 623 -3379 ext. 2407 or flanwaid clarington.net Attachments: Attachment 1 — Proposal dated April 2, 2015 from Group 360 Attachment 2 - CLOCA letter dated April 7, 2015 Attachment 3 — Council Resolution #C- 172 -14 Attachment 4 — Council Resolution #C- 336 -14 The following is a list of the interested parties to be notified of Council's decision: Brad Bowness, Hydro One Clint Cole, Enniskillen Environmental Association Drs. John Cherry and Beth Parker, Group 360, University of Guelph Gayle, Soo -Chan, CLOCA Dr. Rick Gerber, YPDT -CAMC Steven Usher, SLR Consulting (Canada) Ltd DJC /FL /sn • Attachment 1 to Municipality of Clarington Report PSD-024-15 Hydro h geologiGal. Assessment of the South Slope of the Oak Ridges Moraine, Clarington, Ontario (Hydro One Clarington Transformer Station - MWS-14) Proposal April '€z2, 2015 Study Team University of Guelph, 6360 Bell-i Parker, PhD - Director, G360 Centre for Applied Grounft, oter Research John Cherry, Phl), P-Eng - kssociate Director, G36G Centre for Applied Groundwater Research; Director, University Consorburn for Field-Focused' Groundwater Contamination Research Ernmanuefle Arnaud, PhD: Jana Levison, PhD, EIT Tara Harvey, Graduate Student McMaster University ,L-arnes Srnith, PhD Sidney Du-.qqan., Graduate Student KellyAffielan, Graduate Student Central Lake Ontitio Conservation Awhority Richard Gerber, PhD, P.Geo, (Oak Ridges Moraine GrOUnd-Water Program YPDT-CAMC) Proposal: Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario TABLE OF CONTENTS 1. INTRODUCTION ............................................. ............................... 3 1.1 Background .................................................................................... ............................... 3 1.2 Current Status ................................................................................ ............................... 5 1.3 Proposed Long -Term Monitoring ................................................... ............................... 8 1.4 Next Steps ...................................................................................... ............................... 8 2. TASKS, METHODOLOGY & REPORTING .... .............................10 2.1 Infrastructure: Rotosonic and modular multi -level system ............ ............................... 10 2.2 Site Access .................................................................................... .............................11 2.3 Reporting Structure ...................................................................... ............................... 12 3. DELIVERABLES ............................................. .............................12 3.1 Short- Term —Years 1- 5 ................................................................. .............................12 3.2 Long -Term Monitoring (after 5 years; >2019) .............................. ............................... 13 4. FINANCIAL, LEGAL & SCHEDULE ............... .............................13 5. SUMMARY ...................................................... .............................14 6. REFERENCES ...............................................: .............................16 APPENDIX A: Rotosonic Borehole Quote ........................... ..........17 APPENDIX B: Reference Letters ...................... .............................18 LIST OF FIGURES Figure 1: Hydro One Clarington Transformer station location with approximate project area shown as black line (Image: Google Earth) .................................. ............................... 3 Figure 2: Project site plan (Figure from Stantec, 2014) ........................... ............................... 6 Figure 3: Piezometers installed at Hydro One Clarington transformer station Site MW5 -14.. 7 Figure 4: Proposed interaction and information /data sharing structure . ............................... 12 April 02, 2015 Hydro One monitoring site MW5 -14 Page 2 of 18 8 -21 Proposal: Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario 1. INTRODUCTION 1.1 Background Hydro One Networks Inc. is constructing a transformer station located in the Municipality of Clarington (Figure 9). This project was approved by the Ontario Ministry of the Environment and Climate Change (MOECC) following a Class Environmental Assessment (EA) on January 2 "d, 2014 subject to six conditions. Two conditions relative to this proposal include the preparation and implementation of a Surface Water and Groundwater Monitoring Plan and the establishment of a Community Liaison Committee (CLC) to disseminate and exchange information between Hydro One and members of the public. The CLC first met on June 5, 2014 and is expected to meet through the detailed design and construction phases of the project. In 2014, Clarington, using funds provided by Hydro One, hired a hydrogeological consultant (Steven Usher, SLR Consulting Inc.) to assist with its' review, planning and administrative duties and to provide interpretive support to Council, their constituents and staff in the understanding of technical matters associated with pre and post development conditions at the site. Hydro One's monitoring requirements and CLC duties must extend through 2015 to 2019 as a condition of the EA approval. An opportunity exists for all parties to make use of the detailed information at this site in the Oak Ridges Moraine (ORM) planning area to better understand the flow systems associated with the Moraine. Figure 9: Hydro One Clarington Transformer station location with approximate project area shown as black line (Image: Google Earth). April 02, 2015 Hydro One monitoring site MW5 -14 Page 3 of 18 E:l±% Proposal, Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario The proposed construction of the Hydro One Clarington Transformer Station has and continues to experience controversy. A group of local home owners known as the Enniskillen Environmental Association (EEA) have historically expressed and still have concerns relating to the project and the safety of the local water resources. Researchers from the University of Guelph (UofG; Beth Parker, Jana Levison and John Cherry) have provided comments (Cherry et al., 2013) on behalf of the EEA during and subsequent to the Environmental Assessment process. The Regional Municipality of Durham and the Central Lake Ontario Conservation Authority have also provided review and comment throughout the Environmental Assessment process. The YPDT -CAMC groundwater initiative commenced in 2001 to provide assistance to four Municipalities and their nine Conservation Authority partners with tools and products to better understand and manage their groundwater resources. Among other things, the team of hydrogeological experts developed a shared populated hydrological database, a geological model, and several numerical models. This work has served the agencies in their business needs and supported major aquifer monitoring decisions. Dr. Rick Gerber is a member of the YPDT -CAMC team. Many gaps exist in the technical coverage of the ORM area and it is important to progressively close these gaps to strengthen the overall understanding. Over the last decade, UofG researchers and the YPDT -CAMC team have had informal discussions regarding groundwater monitoring infrastructure and possible future collaboration to begin filling these gaps, largely facilitated. through their shared interest in aquitard hydrogeology. Aquitards are lower permeability deposits such as clay or dense till (deposited by glaciers) soil units but also extending to rock units (e.g. shale, limestone). While monitoring exists for the majority of major aquifers in the Province, there is limited monitoring of these lower permeability aquitards which are considered contaminant barriers to many of the municipally utilized confined aquifer systems. Understanding the efficacy of these barriers is key to adequately assessing vulnerability of deeper municipal drinking water supplies. Collaborative efforts discussed included upgrading the quality of groundwater monitoring infrastructure for regional investigations associated with the Oak Ridges Moraine. Over the last year, Dr. John Cherry has had discussions with the EEA and Municipality of Clarington regarding the need for enhanced site characterization and groundwater monitoring relative to the transformer station and also related to the protection and understanding of the Oak Ridges Moraine in general. Following the EA approval of the Hydro One project by the MOECC (January 2014), UofG approached the YDPT -CAMC team (Rick Gerber) to possibly collaborate on establishing a high - quality monitoring site in the Clarington area. Given the high cost of installing such infrastructure as well as the local concerns, it was decided that if the opportunity to collect high - quality hydrogeological information (long -term) proved to be feasible then this possibility should be explored. Such information is deemed to be useful to both local undertakings and also to the regional analysis of the Oak Ridges Moraine being conducted by the Oak Ridges Moraine Groundwater Program. On October 2, 2014 the Municipality of Clarington provided road allowance access to Hydro One to construct a road into their Clarington Transformer site. Part of the road easement agreement included a condition that Hydro One amend the site groundwater monitoring program to include deep drilling to collect geologic information along with the installation of a deep monitoring well, and that Drs. Rick Gerber and John Cherry be invited to participate. The information generated is also to be shared with the Municipality of Clarington, CLOCA, the EEA and the CLC. This deep drilling program was conducted in December 2014 with further details included in the next section (1.2 Current Status). April 02, 2015 Hydro One monitoring site MW5 -14 Page 4 of 18 8 -23 Proposal: Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario This proposal relates to leveraging the effort and cost that has already been expended by Hydro One for water resource investigations at the site. The aim of the proposed work is to enhance and maintain long -term (following Hydro One monitoring EA obligations) the existing groundwater monitoring infrastructure that has been installed at site MW5 -14. The proposal outlines the components deemed necessary to turn this location into a high - quality, long -term groundwater monitoring location. The two main components relate to: • Drilling a cored borehole by the Rotosonic method for the purposes of the installation of a mutli -level groundwater monitoring device; and • Obtaining legal access to this location (MW5 -14) in perpetuity. 1.2 Current Status Construction of the Clarington Transformer Station is awaiting approval of a Permit To Take Water (PTTW) application submitted to the MOECC. The existing monitoring network, including other site investigation locations, is shown on Figure 2. All on -site investigation boreholes terminated at depths less than 16 m beneath the ground surface (mbgs) with the exception of site MW5 -14 (Figure 3) where a borehole was drilled to 40 mbgs. This location already had 2 piezometers installed by Hydro One as part of their site Monitoring Plan. This is the site that was chosen for the deep groundwater exploration program (conducted during December 2014) as directed in the road easement agreement. The December 2014 drilling program involved drilling and coring a borehole to and into the shale bedrock. A continuous core of the sediment column was obtained from ground surface to approximately 2 m into the bedrock for a total depth of 129.5 m. Borehole gamma logging was conducted at this location to characterize the soils to a depth of approximately 52 m. The field investigative team included individuals from Stantec Consulting (Brant Gill, Natalie Spina), SLR Consulting Inc. (Steve Usher), University of Guelph (Emmanuelle Arnaud, Tara Harvey) McMaster University (Sydney Duggan, Kelly Whelan), and the Oak Ridges Moraine Groundwater Program (Rick Gerber). Natalie Spina, Emmanuelle Arnaud, Tara Harvey, Sydney Duggan and Kelly Whelan were on site daily during drilling to log and sample the core and provide drill crew oversight. Hydro One on -site staff, under the direction of Jeff Cridland, provided assistance and logistical support. A summary of the current groundwater monitors installed at MW5 -14 is included in Figure 3. Five 2 -inch diameter piezometers have been installed labelled here from shallowest to deepest as A to E. Hydro One has incorporated four of the five piezometers (A to D) into their site monitoring program (2015 -2019) that will include measuring water levels and groundwater quality analyses. The deep piezometer (E) is not part of the currently proposed Hydro One monitoring program. It is our recommendation that these five piezometers be monitored in conjunction with each other to ensure a consistent and useful dataset. This situation needs to be rectified as the monitor should not be left idle for the next five years. Ideally the deep piezometer (E) should be incorporated into the Hydro One monitoring program or another party identified to monitor this piezometer. Given the positive interactive situation between all parties that was established for the December 2014 field investigations, we are hopeful that a suitable arrangement can be established whereby all five piezometers at MW5 -14 can be cooperatively monitored. April 02, 2015 Hydro One monitoring site MW5 -14 Page 5 of 18 8 -24 k '1 r �1 0 0 e � o o a � = w � o � r 1 � l 4 E' 'l i A i D � .�i c� .+wa +.[([i- nfrrlRNliWC�cw��.y ..,i�N[gw cx. urn \F- .as \srmmc \•:�'V�- p \a�-�.i.t r 8 -25 C O V N L u N = a- 0 3 z E B � a sa p'� + 0 ® 0 O 1 01.1 � I I� Y U 2 U N 1 k '1 r �1 0 0 e � o o a � = w � o � r 1 � l 4 E' 'l i A i D � .�i c� .+wa +.[([i- nfrrlRNliWC�cw��.y ..,i�N[gw cx. urn \F- .as \srmmc \•:�'V�- p \a�-�.i.t r 8 -25 C O V N L Proposal: Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario Geology Estimated HydroOne Clarington: MW5-14 2" PVC piezometers; Formation Actual A B (s) C (i) D E (DRAFT) R. R. sand heds -5 —Weathered ------ --- ------------------------------------ -22 Halton Till Dm (HT) -42 -15 - ------ - ---------- ------ - - -- --- ------ -------------- --- - --------------- ------ ------- - --- - --- --- ------- ------ ------------ - --- --------------------------- -62 -25 ------------ - - - - -- - -82 -102 -35 --- -------------------- - - -- --------------- - - - - -- ---------- --------- --- -- -122 Lower -142 -45 ---N&Wiff afke-F - -- ------ Till (LNt) -162 ------------------------------------ ------------------------ -55 ---- --- - ------- ---------------- ---- - ------ - - - -182 -202 -zz 65 ----------- ----- - - - - -- -- ---- ------------------------- -- -222 -242 --------- 250'- Sand (fm,c) &si cl layers Thomcliffe (0,2'to 25thick) -262 Fm. (TF) -85 - --------- - 1- 280' - Sand -- ( - f ' , m - c ' ) layered ------------------ -282 -302 -95 - -- - -- ..... -- - - - -- - - - - - - - -_ -- ------------ - - - - -- - _ - - - -- -322 -322 330'- Sand (f gr) with Silt -105 - -------------- ------- --- ---- - -- ---- - ------------------------------- - ---- ---- -- -- - - - ----- ---------------- -342 ------------- -- - - - - -- ---------- ---- ------------------- -------------------------- ------- --------- -362 -115 - ---- ---- ... --- Sun nyb ro ok 367.4'- - - - -- - -- -- -- -- - - -- -- -- --- - -382 Drift (Su) Scarborough -402 -125 -- --- ------- ------ - --.- - --------- ------ - ---------------------- ----- - ----- - ----- 1 T- -422 419.2'to 425'- Shale -135 ---------- - ---- -- I-I - ------- - ---------- --- -442 Figure 3: Piezometers installed at Hydro One Clarington transformer station Site MW5-14. April 02, 2015 Hydro One monitoring site MW5-14 Page 7 of 18 8-26 Proposal: Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario 1.3 Proposed Long -Term Monitoring The Oak Ridges Moraine Groundwater Program has been opportunistic in establishing higher - quality groundwater monitoring locations in various hydrogeologic settings within their study area, which encompasses much of south - central Ontario. Most of these locations are situated within the western half of the Oak Ridges Moraine (ORM). The Program's monitoring locations are seen as complimentary to groundwater monitoring being conducted by municipalities (associated with municipal supply well fields) and ambient groundwater conditions monitored by the Provincial Groundwater Monitoring Network (PGMN; conducted by the MOECC and Conservation Authorities). As mentioned previously, this proposal is an attempt to leverage the effort and cost that has already been expended through Hydro One investigations at the site, and establish a high - quality, long -term groundwater monitoring location at MW5 -14. A high quality, long -term groundwater monitoring site in the proposed geologic setting generally includes the following, some of which has already been accomplished: a) Continuous core of the sediments above bedrock and confirmation of the bedrock rock type: This is usually cored using mud rotary techniques because PQ -sized core generally provides the best quality soil and rock samples and the highest likelihood of drilling to a greater depth; b) Installations of monitoring wells and multi -level sampling ports at various depths within the geologic profile to establish vertical groundwater flow interaction between the various soil and rock units encountered. This interaction is analysed utilizing water levels, chemistry and physical testing (e.g. pumping tests). Ideally, at least one of the monitoring wells should be 2.5" diameter or greater, and installed at or near the bottom of the deepest borehole, to allow for the largest number of geophysical tools to be sent down the borehole for geophysical logging; and c) Access (physical and legal) to the monitoring site in perpetuity to collect hydrogeological information. At monitoring site MW5 -14, Hydro One has already facilitated and completed the most costly items outlined in a) and part of b) above. For a relatively small further outlay of effort (and funds) it is anticipated that a high - quality monitoring facility can be established at MW5 -14 that will assist the understanding of the regional groundwater flow system. Information generated from such a facility is also expected to benefit more site specific investigations conducted in similar hydrogeologic settings. The proposed further outlay to transform site MW5 -14 (situated on Hydro One property) is described below with any new funding coming from agencies other than Hydro One. 1.4 Next Steps The above work has provided a basic framework for understanding the geologic profile at this site. Five ground water monitors provide spot measurements of conditions at those intervals. The drilling however identified both thick continuous units of similar properties, and also considerable lengths of variable conditions. For example the Newmarket Till below MW5 -14 -D (Figure 3) is a mixture of diamict, and fine- grained sand lenses, and silt lenses which are characterized by contrasting geologic and hydraulic properties. April 02, 2015 Hydro One monitoring site MW5 -14 Page 8 of 18 8 -27 Proposal: Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario The next step, proposed here, is to complete the existing infrastructure with detailed instrumentation capable of long -term groundwater monitoring and designed to examine these hydrogeological nuances. This is detailed in Section 2, below. Specifically, the objectives of the proposed long -term groundwater monitoring program are to: • Fill existing knowledge and data gaps; • Comparison of different field methods including groundwater monitoring construction and exploration methods (e.g. conventional mud rotary coring versus Rotosonic coring); • . Understand the continuity and integrity of the till deposits (aquitards) to be applied both locally and regionally; • These aquitards are the protective layers for aquifers utilized by both private and municipal well supplies; • Understand the regional continuity of aquifers for potential future water supply; and • Validation of the current geological and hydrogeological understanding being applied to municipal groundwater infrastructure on a regional basis. April 02, 2015 Hydro One - monitoring site MW5 -14 Page 9 of 18 Proposal: Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario 2. TASKS, METHODOLOGY & REPORTING The proposed tasks for future work at site MW5 -14 to transform and complete the existing infrastructure to a high - quality, long -term groundwater monitoring facility includes: • Drilling a Rotosonic borehole with associated installation of multiple groundwater sampling ports within that borehole (infrastructure); and • Provision of access by Hydro One to U of GuelphNPDT -CAMC staff in perpetuity (Site Access). 2.1 Infrastructure: Rotosonic and modular multi -level system Complex hydrogeologic settings often exhibit large changes in hydraulic properties and three - dimensional groundwater flow patterns over short distances. The problem can be further exacerbated within aquitards (e.g. glacial till) by the presence of fractures and /or sand seams and the fact that conventional piezometers can take months to years to provide useful information. Conventional piezometers also contain casing joints which can leak, further complicating results. The Lower Newmarket till is situated beneath site MW5 -14 and is found throughout much of the ORM study area. This unit controls the flow of groundwater between the shallow groundwater flow system and the deep groundwater flow system, thereby acting as the protective layer for the deep aquifers used for private and municipal water supply. The Lower Newmarket till and other geologic units encountered on site are characterized as exhibiting subtle yet important changes in hydraulic properties over short distances. This type of setting requires more detailed monitoring to fully understand the details of groundwater flow paths. The proposal is for a Rotosonic borehole to be drilled at MW5 -14. This drilling method vibrates a drill casing to depth while collecting a continuous core sample. The key characteristic of this drilling method is that a drill fluid is not needed for borehole control or as a drill bit coolant. This minimizes the possibility of drill fluid subsurface contamination which can take months to years to remove or naturally dissipate. A modular multi -level system adapted for high resolution monitoring of hydraulic head and ground water quality will be installed within the borehole. The system accommodates up to 15 monitoring intervals within one hole and can be used to monitor overburden and /or bedrock to depths of interest at MW5 -14. Detailed vertical monitoring provides important information on hydraulic head and groundwater quality distributions that are missed with fewer monitoring intervals. The monitoring system offers unique advantages where detailed monitoring in heterogeneous settings is needed to assess and understand groundwater flow and possible contaminant migration. Even with the availability of core logs prior to installation of multi -level systems, most of the specific depths at which the highest head differentials occur often cannot be anticipated from detailed visual inspection of the core, indicating the essential and unique role of the high - resolution head monitoring (Parker et al., 2006). Advantages of the proposed Rotosonic drilling method and installation of multi -level monitoring system include: • Unified, holistic understanding of the hydrologic system including both aquitards (e.g. till, silt) and aquifers (e.g. sand). The existing conventional monitors are screened in aquifers with the exception of monitor MW5 -14C; April 02, 2015 Hydro One monitoring site MW5 -14 Page 10 of 18 • Proposal: Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario • Comprehensive understanding of groundwater hydraulic gradients resulting in an improved appreciation of vertical flow though the stratigraphic profile and of the integrity of the till as a protective barrier for deeper aquifer systems; • Improved understanding of the hydraulic properties of the encountered till units which will be useful to the ORM Groundwater Program. These data are not achievable from conventional borehole monitoring; • Multi -level sample ports are smaller volume than conventional piezometer installations thereby allowing for quicker response times within aquitards; and • The Rotosonic drilling method is reported to be fast with uncontaminated samples (no drill mud) and no downhole sample contamination with the result being that the integrity of soil and groundwater samples is greatly increased. One of the research objectives of selecting this location (MW5 -14) is that different drilling methods (PQ mud rotary versus Rotosonic) can be compared including costs, timing of completion, quality of samples obtained and quality of groundwater monitoring installations achieved. Another ancillary benefit is the training of students in advanced hydrogeologic techniques. A drilling contractor will drill the Rotosonic borehole. The multi -level monitoring system will be installed in the borehole by the drilling contractor and UoG technicians supervised by Beth Parker and John Cherry, in collaboration with Rick Gerber. It is understood that the drilling contract would have to be administered by HydroOne because of Ministry of Labour and 3rd party liability issues. The logging of the Rotosonic core would be done by UoG and McMaster University personnel who logged the core from the borehole to bedrock that was drilled in December 2014. All on -site work will follow the safety and logistical procedures that were established during the December 2014 drilling program, led by Hydro One's Jeff Cridland. All potential site visitors from the University of Guelph, McMaster University and CLOCA (Rick Gerber) are covered under Worker's Compensation. 2.2 Site Access The groundwater monitoring infrastructure at MW5 -14 consists of 5 conventional 2 inch diameter PVC piezometers. Hydro One plans on monitoring only 4 of these (A -D) as part of their EA required monitoring program for the period 2015 -2019. It is assumed that Hydro One plans on decommissioning all 5 piezometers when their monitoring obligations have been satisfied. Given that MW5 -14 consists of 5 groundwater monitors, all 5 should be actively monitored including MW5 -14E. We (YPDT -CAMC, UofG) require formal permission to access this site through 2019 to ensure that all 5 monitors are actively monitored if Hydro One is unwilling to do so. We request site access permission to install the groundwater monitoring infrastructure detailed in Section 2.1. The installation of this further groundwater monitoring infrastructure will upgrade this site to a high - quality groundwater monitoring facility to be utilized for both regional and local hydrogeologic investigations in the long term. Given the outlay of funds to install the current monitoring infrastructure and the proposed outlay of funds to upgrade the facility, it would be a lost opportunity to decommission this site after Hydro One is finished their monitoring requirements in 2019. We request permission to April 02, 2015 Hydro One monitoring site MW5 -14 Page 11 of 18 8 -30 Proposal: Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario access site MW5 -14 in perpetuity to continue collecting valuable groundwater information as outlined in Section 1.4 above. A legal entity is needed should any of this groundwater monitoring infrastructure cease to be used at some point in the future and to provide for maintenance of the piezometers in the long -term. The legal entity is responsible for decommissioning should this prove to be necessary. Central Lake Ontario Conservation Authority has agreed to be the legal entity for this proposed long -term, high - quality groundwater monitoring facility at MW5 -14. Further details are provided below. 2.3 Reporting Structure The proposed reporting structure is summarized in Figure 4. It is anticipated that a streamlined interaction and reporting protocol will be optimal given the different entities that are involved including the proposal team, local government and Hydro One. PPraposed Interaction Structure Long -term groundwater monitoring site MW5 -14 Hydro One (Owner) a ri ngton Tra nsform er Station Site MWS -14 Desfgaated Uafsan Rick Gerber Centra l La ke Ontario Conservation Authority (CLOCA; Legal Entity) > Universityof Guelph G360 B. Parker;J. Cherry; E. Arnaud > McMaster University • JamesSmith Rfck Gerber Municapa'lTtyof Clarington En n i skillen Environm enta I Assoc. Figure 4: Proposed interaction and information /data sharing structure. 3. DELIVERABLES 3.1 Short -Term —Years 1 -5 Hydro One is conducting an on -site monitoring program for the approximate period 2015- 2019 to satisfy MOECC requirements. It is preferred that the Hydro One monitoring program - April 02, 2015 Hydro One monitoring site MW5 -14 Page 12 of 18 8 -31 Proposal: Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario includes all 5 piezometers at MW5 -14. Until this issue is resolved it is unclear what, if anything, other parties will be asking to complete. It would be prudent for all 5 piezometers to be monitored for the period 2015 -2019. We look forward to further discussion towards resolving this issue. 3.2 Long -Term Monitoring (after 5 years; >2019) The long -term monitoring goals at MW5 -14 will be to continue the monitoring program conducted by Hydro One for the period 2015 -2019. It is assumed that the ultimate groundwater monitoring infrastructure at MW5 -14 will include the current 5 groundwater monitors plus multi -level monitoring probes installed within a Rotosonic borehole. It is anticipated that transducers with dataloggers will. be installed in select piezometers collecting data at regular intervals (hourly), and that manual measurements (monthly) will also be conducted. Groundwater sampling and analysis will be conducted (annually) along with physical aquifer /aquitard testing. These data will be shared with the various interested stakeholders regarding water resources associated with the Oak Ridges Moraine. Information will be disseminated through publication in University theses, scientific journals, public lectures and talks at conferences, as well as through the YPDT -CAMC web site (www.oakridgeswater. ca). 4. FINANCIAL, LEGAL & SCHEDULE The following lays the groundwork for the suggested logistics and details. Letters of Reference outlining pertinent details are included in Appendix B. Subsequent discussions with all parties, particularly Hydro One, will refine these details. 1) Legal Entity - CLOCA has agreed to be legally responsible for the groundwater monitoring infrastructure at site MW5 -14 subsequent to 2019 for the boreholes that Hydro One must monitor as a condition of the EA. They will do this as well for the proposed detailed multi -level monitoring installation in the Rotosonic borehole immediately upon completion. This also means the arrangement and completion of the decommissioning of all boreholes at some point in the future (> 2019) should this become necessary; a. It is requested that Hydro One transfer decommissioning funds to CLOCA for the existing borehole cluster (5 piezometers A through E) at site MW5 -14. The anticipated cost is expected to be on the order of $10,000 assuming $2000.00 per piezometer; b. CLOCA will also be responsible for the decommissioning of the additional Rotosonic borehole at some time in the future (this borehole is not under the EA approval conditions and the construction costs are not being funded by Hydro One); c. A Memorandum of Understanding (MOU) will be prepared between CLOCA and Hydro One. 2) RotoSonic Drilling — Rotosonic drilling and multi -level piezometer installation will be supervised by the University of Guelph. Funding sources and logistics for this includes: a. Municipality of Clarington $25,000 - To be transferred to Hydro One to pay for the preferred Rotosonic driller. A quote from Choice Sonic Drilling is included as Appendix A; April 02, 2015 Hydro One monitoring site MW5 -14 Page 13 of 18 Proposal: Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario b. EEA $5,000 to John Cherry — This will be used by UofG to purchase a Waterloo System multi -level installation to be installed within the Rotosonic borehole; c. John Cherry NSERC — Should Rotosonic drilling (2a) cost more than $25,000 then an invoice will be sent by Hydro One to John Cherry to cover the remainder; d. John Cherry NSERC — Should the purchase of multi -level piezometers cost more than $5,000 then John Cherry will pay for the remainder; e. This task can be completed at any time subject to driller availability. Time is not expected to lower drilling costs so ideally the sooner the better. Also given that groundwater trends can take long periods of time to develop (e.g. decades), a longer monitoring data set is preferable; and f. University of Guelph and McMaster University researchers will make regular visits to site to measure water levels, or take groundwater samples, or conduct hydrogeological testing (under the supervision of YPDT -CAMC staff). 3) Long -term Monitoring (> 2019) — The key components of this task will be site access from Hydro One which will be outlined in the MOU with the legal entity ( CLOCA) and the existence of a decommissioning fund as outlined in 1 above. Other items include: a. YPDT -CAMC staff (employees of CLOCA) will make regular (monthly) visits to the site to measure water levels, or take groundwater samples, or conduct hydrogeological testing subject to Hydro One schedules and health and safety requirements; b. University of Guelph and McMaster University researchers will make regular visits to site to measure water levels, or take groundwater samples, or conduct hydrogeological testing (under the supervision of YPDT -CAMC staff); c. Annual maintenance costs are estimated at $1000 /year. CLOCA will prepare a capital budget submission for FY 2016 and ongoing to cover these costs. Alternatively, the Oak Ridges Moraine Groundwater Program (YPDT -CAMC) program could cover these costs should the partners agree; and d. Laboratory analysis (e.g. chemistry, isotopes) will be conducted opportunistically as funding is available. 5. SUMMARY The following provides a summary of the relative events and requests contained within this proposal for Hydro One's consideration: 1) Hydro One has established a monitoring network for the Clarington Transformer station location in response to MOECC project approval requirements. It is anticipated that this monitoring program will extend through the period 2015 to 2019; 2) Hydro One conducted deep groundwater exploration tasks at site MW5 -14 during December 2014 in response to conditions attached to their road easement agreement with the Municipality of Clarington. This exploration was conducted in concert with CLOCA, YPDT -CAMC, University of Guelph, McMaster University, Municipality of Clarington, and CLC (SLR Consulting) representatives; 3) Monitoring site MW5 -14 now contains 5 groundwater monitors (piezometers) installed at various depths. It is unclear if Hydro One will monitor all 5 of these monitors for their monitoring period 2015 to 2019; April 02, 2015 Hydro One monitoring site MW5 -14 Page 14 of 18 8 -33 Proposal: Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario 4) Given Hydro One's current groundwater related site expenditures at MW5 -14 if would seem prudent to monitor all 5 piezometers at MW5 -14 for the 2015 -2019 monitoring period; 5) Permission is requested to augment monitoring capabilities at site MW5 -14 by drilling a Rotosonic borehole and installing the associated multi -level groundwater monitoring system; 6) We hope to work out a mutually agreeable solution to enable monitoring to occur at all 5 monitors at MW5 -14 plus the installed multi -level monitoring system through the period 2015 to 2019; 7) From a technical perspective (and to better capitalize on the Hydro One expenditure to date) it would be preferred that Hydro One permit the continuation of groundwater monitoring at site MW5 -14 post -2019. The alternative would be to decommission this location in 2019 when Hydro One has fulfilled their MOECC monitoring requirements. No additional costs would incur to Hydro One as a result of longer term monitoring; 8) Post -2019 we request permission to access the groundwater monitoring facilities at site MW5 -14 in perpetuity with CLOCA acting as the legal entity; and finally 9) No direct cost or funding is requested from Hydro One except for transfer of funds that would have been spent decommissioning the five MW5 -14 piezometers A -E to CLOCA. These funds will be held by CLOCA for decommissioning at a later date should this be deemed necessary at some point in the future ( >2019). We thank you for your consideration of this proposal and we look forward to a successful collaboration in establishing a high - quality, long -term groundwater monitoring facility at site MW5 -14. The water resource information generated at this site is anticipated to benefit both regional and local investigations across south - central Ontario. Sincerely, Dr. Beth Parker University of Guelph, G360 Group Dr. James Smith McMaster University Dr. John Cherry University of Guelph, G360 Group Dr. Richard Gerber Oak Ridges Moraine Groundwater Program (YPDT -CAMC) 416- 737 -1550 April 02, 2015 Hydro One monitoring site MW5 -14 Page 15 of 18 8 -34 Proposal: Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario & REFERENCES Cherry, J.A., B. Parker and J. Levison. 2013. Independent Review, Hydrogeological Concerns for the Clarington Transformer Station Class Environmental Assessment Draft Environmental Study Report. Prepared for the Enniskillen Environmental Association. July 31. Hydro One. 2012. Clarington transformer station class environmental assessment draft environmental study report. Report Number: 590 - CLEA- 12 -11. Environmental Services and Approvals, Hydro One'Networks Inc. Toronto, Ontario. Parker, B.L., J.A. Cherry and B.J. Swanson. A multi -level system for high - resolution monitoring in rotasonic boreholes. Ground Water Monitoring and Remediation, 26(4), 57- 73. Stantec Consulting Ltd. 2013. Hydrogeologic & hydrologic assessment report Clarington transformer station, 1609 - 60745. Prepared for Hydro One Networks Inc., Stantec Consulting Ltd., Kitchener, Ontario, 102 pp. Stantec Consulting Ltd. 2014. Pre - Station Construction Groundwater and Surface Water Baseline Conditions Report, Hydro One — Clarington Transformer Station. November 18, 82pp. April 02, 2015 Hydro One monitoring site MW5 -14 Page 16 of 18 8 -35 Proposal: Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario APPENDIX A: Rotosonic Borehole Quote April 02, 2015 Hydro One monitoring site MW5 -14 Page 17 of 18 fflow. i � HOtCE THE ONLY IN SONIC DRILLING Project SONICGRILLINGLTD Proposal, Choice Sonic Drilling Ltd. Quote No: 171 72 Main st, Mount Albert Customer Name: John Cheery Ont, LOG 1 MO Client Contact: Tel:647-527-3745 Project No 0: Concession 7&8 choicesonicdrilling.com Contract Name: Scope of work Drilling one BH's to approximately 200 feet, it will be turned into a multi level piezometer upon BH's final depth. All BH's will be drilled using Sonic technology and will produce a continuous core sample of 4.5"to depth of hole. All wells will be to MOE specifications. Materials would be supplied by client. Start date from: 01-Sep-14 Finish date to: 01-Oct-14 DESCRIPTION UOM QUANTITY RATE EXTENDED RATE Mob/Demob to site I I Perdiem for crew I Hourly rate for Sonic Rig, Box truck I Tooling Charge 4"x 6"Drilling1 8"override tooling charge if needed I Water delivery to site with rental of water cubes I Decommission of BH"s routed to surface I Flush well protector or stick up well protectors I Total 1 18,140.00 Hourly drill rate includes loading, moving,drilling, installing, testing , development and clean up. All utilities will be cleared by client prior to drill's arrival Discreet sampling materials,testing equipment and all water samples will be the responsibility of the client. Water used for drilling can either be supplied on site or can delivered for an extra cost Drill cuttings and waste water caused by drill will be handled by client. I I Page 1 of 1 Proposal: Detailed Hydrogeological Assessment, Oak Ridges Moraine, Clarington, Ontario APPENDIX 6: Reference Letters Reference letters from: 1. Central Lake Ontario Conservation Authority; 2. Oak Ridges Moraine Groundwater Program (YPDT- CAMC); 3. University of Guelph; and 4. McMaster University. April 02, 2015 Hydro One monitoring site MW5 -14 Page 18 of 18 I-41 C� DU RQAasw'{ `QA BOIL REORHO L-01 TORONTO C­mki­ft e thoritics n M—aft. C—I16 Oak Ridges Moraine Groundwater Program (YPDT -CAMC) March 30, 2015 Faye Langmaid Manager of Special Projects, Municipality of Clarington Planning Services Department 40 Temperance Street Bowmanville, ON L1 C 3A6 905 - 623 -3379, ext. 2407 Re: Hydrogeological Assessment of the South Slope of the Oak Ridges Moraine, Clarington, Ontario — proposal to Hydro One. Dear Ms. Langmaid; The Oak Ridges Moraine Groundwater Program was established in 2001 by four municipalities (Peel, York and Durham Regions, City of Toronto) and nine conservation authority partners situated within south - central Ontario across the extent of the Oak Ridges Moraine. Program staff also work closely with the Ontario Geological Survey, the Ontario Ministry of the Environment, the Ontario Ministry of Natural Resources, and the Geological Survey of Canada. Projects with researchers at Canadian Universities are also on -going (e.g. University of Waterloo, Trent University). The goal of this collaborative effort is to establish science - based, responsible water resource management. The premise of the Program is that sound technical understanding leads to more effective water resource planning and policy. This is seen as vital in regards to the Oak Ridges Moraine given its importance in influencing water supply and ecosystem health within much of south - central Ontario. One of the key components of any hydrogeologic analysis is the availability of long -term, high quality monitoring information. While much water related information exists across the Oak Ridges Moraine, the quality is quite variable. The presence of state -of- the -art, groundwater monitoring infrastructure is largely non - existent. The Hydro One Clarington transformer station site contains a large thickness of glacial till deposits that protect both shallow and deep aquifer systems. The proposed monitoring will provide valuable information regarding groundwater flow through these till deposits that can be applied across much of south - central Ontario. The locations of higher quality monitoring locations are shown on the attached Figure 1. Higher quality sites include the presence of a carefully logged soil core extending from ground surface to bedrock and the installation of 3 or more monitoring wells at various depths. To date, the higher quality monitoring stations shown have been largely installed over narrow geologic structures (e.g. tunnel channels) where the till deposits have been partially or completely eroded. The proposal to Hydro One referenced above seeks to install high quality groundwater monitoring infrastructure at a location on the Moraine ( Clarington). Monitoring at the site would generate research -level hydrogeological information and knowledge ultimately leading to a better understanding of aquifer (water supply) vulnerability. This site will fill a large gap 101 Exchange Avenue, Vaughan, ON, Canada, L4K 5R6 www. oakridgeswater. ca • Hydrogeological Assessment of the South Slope of the Oak Ridges Moraine, Clarington, Ontario (Hydro One Transformer Station MW5 -14) - proposal relating to the paucity of information relating to how groundwater flows through till deposits associated with the Moraine. We fully support the proposed project as its intent is viewed as significantly enhancing our Program objectives. We have developed significant hydrogeologic expertise related to the flow systems associated with the Oak Ridges Moraine. We expect that we will work closely with the study team to convey our knowledge, particularly in placing the local findings into the regional context that we have developed. Other in -kind contributions are possible, for example one opportunity may include collecting samples from the monitoring infrastructure and having them analysed as part of our on -going isotope study being conducted with researchers from the University of Waterloo. We look forward to developing a successful collaboration with Hydro One as outlined in the proposal. We also look forward to working with world -class researchers in enhancing our understanding of the hydrogeology of the Oak Ridges Moraine. Finally, we fully welcome the long- needed establishment of state -of- the -art- monitoring facilities along the Oak Ridges Moraine. Sincerely, Steve Holysh, P.Geo. Hydrogeologist and Co- Manager Oak Ridges Moraine Hydrogeology Program (YPDT -CAMC) sholysh @trca.on.ca; 416- 661 -6600 x5588 " A111- Richard Gerber, Ph.D., P.Geo. Hydrogeologist and Co- Manager Oak Ridges Moraine Hydrogeology Program (YPDT -CAMC) rgerber @trca.on.ca; 416 -661 -6600 x5589 March 30, 2015 ORM Groundwater Program (YPDT -CAMC) Page 2 of 3 8 -40 Hydrogeological Assessment of the South Slope of the Oak Ridges Moraine, Clarington, Ontario (Hydro One Transformer Station MW5 -14) - proposal Figure 1: Higher quality monitoring locations in the Oak Ridges Moraine study area. Higher quality locations include the presence of a carefully logged core to bedrock along with the installation of 3 or more monitoring wells at variable depths. March 30, 2015 ORM Groundwater Program (YPDT -CAMC) Page 3 of 3 8 -41 GEORGIAN : LAKE SII,ICOG -_ _ ( e P. - HydroOne MW5 -1.4 0 ONTARIO I 600000 650000 700000 E -Uu g 750000 Legend Ground Surface _ (V1.5; 100m v4 grid) - masl - ORM Planning boundary Map Scale in metres (1:1026616) 36050 Edge of Niagara Escarpment Tunnel Channel Zones (v3; Oct2OO7) Municipal & CA boundary 0 20000 40000 60000 Projection: LITM NAD83 ZoneI7 _ Interpreted tunnel channel Date (d /m /y): 11/03/2015 YPDT -CAMC - core + 3 or more piezomete Figure 1: Higher quality monitoring locations in the Oak Ridges Moraine study area. Higher quality locations include the presence of a carefully logged core to bedrock along with the installation of 3 or more monitoring wells at variable depths. March 30, 2015 ORM Groundwater Program (YPDT -CAMC) Page 3 of 3 8 -41 Attachment 2 to Municipality of Clarington Report PS®- 024 -15 '�%Cbnsei,vw 601-1 7th April, 2015 Attention (Faye Langmaid Manager of Special Projects Municipality of Clarington Planning Services Department 40 'Temperance Street Bowmanville, ON L1 C 3A5 100 WP'llin4 Avenue OV'som, Onzrio Ll H c s> (gD5) 570 -041.1 Fix (9-051 57"2*4 Web: EIfi=3ir: mlEelcca.t� CLOCA IMS File: rssE8 ISU.fi,DFCT; 1p' eniorandum of Agreement CLOCA — HydroOne for ongoing menitaring_ and a) abitenance of NIW5 -14 cluster of inermtoring borehules This is to advise that CLOCA arfrees to enter into an agreement with Hydro One (the property owner) to take on the ongoing monitoring of both tire: MVW'5 -14 cluster of monitoring boreholas located on the Hydro One Claringlon transformer station site after the 2019 EA stipulated period; and the detailed multi -level proposed rotosonic borehole immediately upon completion.. CLOCA staff engaged in the planners monitoring work on the site will be covered under CLOCA's WSIB coverage. The arrangement will also ever the decommissioning of alJ borehall s at Some Point in the future (> 2010) should thiq become nenssary. This agreement will be conditional upon. a) Hydro One agrees to transfer decommissioning fronds to CLOCA for the existing borehole cluster (5 piezorneters A through 1=) at site tMS -14, The anticipated cost is expected to be on the order of $10,000 assuming $2900.09 per piezometer, b) CLOCA sewres funding for the maintenance of the existing cluster past 2019; and funding for any rnaintenance and future docomrriissionir g costs associated with the rotosonfc borehole immedfetely upon completion_ Note that the rotosonic borehole is not under the EA approval conditions and the can struction casts are not being funded by hydro One-, c) A Memorandum of Agreement (MOA) will be prepared between CLOCA and Hydro One to outline the details regarding roles and responsibilities, site access and funding arrangements associated with the cornplate cluster, 8 -42 d) As it p-ertains to the multWevel rotiosonic borehole. suppwl and approva[ is provided by the Municipality of Claringrion and University of t3ueiph; and e) The agreement is endorsed by the CLOCA BOaTd of Directors. StLmw z 0}4 [ *. , - !,A& 4- 1.5 (4&2 111 Attachment 3 to Municipality of Clarington Report PSD- 024 -15 Council Resolution #C- 172 -14 Moved by Councillor Novak, seconded by Councillor Hooper WHEREAS on March 3, 2014 Council resolved to write to Hydro One and request that the Enniskillen Environmental Association and their consultant, Group 360, be allowed access to the proposed Clarington Transformer Site to perform an independent hydrological study and authorized payment of up to $25,000 for the study; and WHEREAS in its delegation to Council on March 24, 2014, Hydro One stated that it would not allow Group 360 access to its property for such purpose; and WHEREAS the Enniskillen Environmental Association has now requested that Council grant Group 360 permission to use a portion of the unopened Townline Road road allowance in order to undertake an independent analysis of the potential hydrogeologic impacts -of the proposed Clarington Transformer Station; WHEREAS Council supports the Association's desire to undertake further research and is prepared to fund such research to a maximum of $25,000, provided the work is undertaken outside of the area required for the station access road in order to avoid the significant additional social, environmental and financial impacts that would be associated with the relocation of the access road to a location running west off of Langmaid Road; and WHEREAS the University of Guelph professors Dr. Beth Parker, Dr. Jana Levison and Dr. John Cherry submitted a proposal dated April 27, 2014 outlining the scope of work for a research project valued at approximately $250,000 NOW THEREFORE BE IT RESOLVED: 1. THAT the University of Guelph Group 360 be granted permission to access that portion of the Townline Road road allowance north of Part 3 on Plan 40R -28285 for the purpose of undertaking an independent long term groundwater monitoring assessment in the vicinity of the proposed Clarington Transformer Station generally in accordance with the terms of reference provided by Dr. Beth Parker dated April 27, 2014; 2. THAT Council provide the University of Guelph a maximum of $25,000 to fund the research undertaken by Group 360 within the road allowance; and 3. THAT such research be funded with a transfer from the 2013 Donations Account to the Consulting Reserve. CARRIED AS AMENDED LATER IN THE MEETING (See following motions) Council Resolution #C- 173 -14 Moved by Councillor Neal, seconded by Councillor Traill THAT Part 1 the foregoing Resolution #C- 172 -14 be amended by replacing the words "north of Part 3 on Plan 40R- 28285" with the words "which is within the Oak Ridges Moraine "; and THAT a Part 4 be added as follows: `THAT Hydro One's use of the Townline Road allowance shall not interfere with this assessment.' CARRIED LATER IN THE MEETING 8 -44 Attachment 4 to Municipality of Clarington Report PSD- 024 -15 Council Resolution #C- 336 -14 Moved by Councillor Neal, seconded by Councillor Novak That Report EGD- 020 -14 be received; That the easement be granted on the condition that Hydro One Networks at its cost, amend the groundwater monitoring program to include multi -level monitoring wells, one to be drilled down to the Thorncliffe formation as soon as possible; That Dr. Rick Gerber and Dr. John Cherry be invited to participate; and THAT the information from the monitoring be shared with the Municipality, the Enniskillen Environmental Association and the Community Liaison Committee. CARRIED AS AMENDED LATER IN THE MEETING (See following motions Council Resolution #C- 341 -14 Moved by Councillor Neal, seconded by Councillor Novak THAT the foregoing Resolution #C- 336 -14 be amended to add the words "at least" prior to the words "the Thorncliffe formation" and to add the words "or deeper if recommended by the expert consultants involved" following the word "formation." "CARRIED LATER IN THE MEETING The foregoing Resolution #C- 341 -14 was then put to a vote and CARRIED ON THE FOLLOWING RECORDED VOTE: Council Member Yes No Declaration of Absent Pecuniary Interest Councillor Novak -,% Councillor Partner,,[ Councillor Traill ,% Councillor Woo,,[ Councillor Hooper Councillor Neal Mayor Foster,,[ The foregoing Resolution #C- 336 -14 was then put to a vote and CARRIED AS AMENDED ON THE FOLLOWING RECORDED VOTE: Council Member Yes No Declaration of Absent Pecuniary Interest Councillor Traill �,r Councillor Woo,,[ Councillor Hooper N% Councillor Neal ,,% Councillor Novak Councillor Partner Mayor Foster ,r 8 -45 Report To: General Purpose and Administration Committee Date of Meeting: April 20, 2015 Report Number: EGD- 007 -15 Resolution: File Number: By -Law Number: Report Subject: Report on Building Permit Activity for January, February, and March 2015 Recommendations: 1. That Report EGD- 007 -15 be received for information. 9 -1 Municipality of Clarington Report EGD- 007 -15 Page 2 Report Overview The following is a report on building permit activity in Clarington for the months of January, February, and March as well as the total for year to date. The construction value total for the months of January, February, and March 2015 was 55.5% lower than the same period in 2015. To the end of March 2015, we issued 109 new residential dwelling units, compared to 216 at the same time in 2014. 1. Permits Issued 1.1 Month of January, February, and March The following is a table showing the number of permits issued and the value of construction in each of the building categories for January, February, and March. 2015 and January, February, and March 2014. 1.2 Year to Date E'er The following is a table showing the number of permits issued and the value of construction in each of the building categories for year to date 2015 and year to date 2014. 2015 2014 Building Category Number Of Permits Value Of Construction Number Of Permits Value Of Construction % Change Of Value 2015 -2014 Residential 139 $37,116,571 248 $66,133,376 -43.9% Industrial 2 $24,000 7 $25,264,488 -99.9% Government 1 $750,000 0 $0 N/A Commercial 14 $473,700 13 $507,240 -6.6% Institutional 1 $10,000 1 $50,000 -80.0% Agricultural 4 $2,590,000 5 $83,500 3,001.8% Demolition 36 $0 36 $0 N/A Total 197 $40,964,271 310 $92,038,604 -55.5% 1.2 Year to Date E'er The following is a table showing the number of permits issued and the value of construction in each of the building categories for year to date 2015 and year to date 2014. 2015 2014 Building Category Number Of Permits Value Of Construction Number Of Permits Value Of Construction % Change Of Value 2015 -2014 Residential 139 $37,116,571 248 $66,133,376 -43.9% Industrial 2 $241000 7 $25,264,488 -99.9% Government 1 $750,000 0 $0 N/A Commercial 14 $473,700 13 $507,240 -6.6% Institutional 1 $10,000 1 $50,000 -80.0% Agricultural 4 $2,590,000 5 $83,500 3,001.8% Demolition 36 $0 36 $0 N/A Total 197 $40,964,271 310 $92,038,604 -55.5% Municipality of Clarington Report EGD- 007 -15 2. Permit Value 2.1 High Value Permits Paqe 3 With respect to building permit activities over $250,000 and large residential building permit activities, the details are provided as follows: Clarington Public Library Renovation and interior expansion of library 2950 Courtice Road, Courtice Value of construction - $750,000 2.2 Historical Comparison of Permit Value The following are bar graphs showing an historical comparison of the building permits issued for the month of January, February, and March and year to date for a three year period. 3. Permit Revenue 3.1 The following is a table comparing the permit fees collected in January, February, and March and the year to date 2015 with those collected in January, February, and March and year to date 2014. 2015 2014 January, Year To Date January, Year To Date February, and February, and March March 1 i Permit Fees $268,835 $268,835 $682,034 $682,034 Municipality of Clarington Report EGD- 007 -15 4. Residential Units 4.1 Types of Residential Units Page 4 The following is a table comparing the types of dwelling units issued in January, February, and March and the year to date 2015 and in January, February, and March and year to date 2014. The following are pie charts show the types of dwelling units issued in January, February, and March 2015 as well as the types of dwelling units issued in the year to date 2015. Dwelling Unit Type January, February, and March 2015 Townhouse Apartment 2 10% 2% Townhouse 11 ■ Apartment 2 9 -4 Single Detached 62 57% Dwelling Unit Type Year To Date 2015 Townho 11 10% Apartment 2 2% Single Detached 62 57% 2015 2014 January, February, and March Year to Date January, February, and March Year to Date Single Detached 62 .62 147 147 Semi - Detached 34 34 44 44 Townhouse 11 11 21 21 Apartments 2 2 4 4 Total 109 109 216 216 The following are pie charts show the types of dwelling units issued in January, February, and March 2015 as well as the types of dwelling units issued in the year to date 2015. Dwelling Unit Type January, February, and March 2015 Townhouse Apartment 2 10% 2% Townhouse 11 ■ Apartment 2 9 -4 Single Detached 62 57% Dwelling Unit Type Year To Date 2015 Townho 11 10% Apartment 2 2% Single Detached 62 57% Municipality of Clarington Report EGD- 007 -15 Page 5 4.2 Historical Comparison of Residential Units The following is a table showing the number of new residential units issued in each area of Clarington for the year to date 2015, as well as a comparison of the past ten years. Area Date 2015 :. III. _ ,• .� ===W- e• - mmm =® mmmm= Ole Enniskillp ,Maple Grove ME.- M11 9 -5 Municipality of Clarington Report EGD- 007 -15 Page 6 5. Inspections 5.1 The following is a table showing how many inspections were attended in January, February, and March and the year to date 2015 as well as those attended in January, February, and March and year to date 2014. 6. Concurrence Not Applicable 7. Conclusion The construction value at the end of January, February, and March was 55.5% lower this year than last year, with 109 residential dwelling units issued, compared to 216 in 2015. This is because 2014 was an exceptional year with regards to building permits. We compared the first three months of 2015 with previous years, and believe building permit activity in 2015 will be at an historical average. 8. Strategic Plan Application Not Applicable ,e Submitted by: Reviewed Anthony S. Cannella Director of Engineering Services by:'�G / / "F anklin Wu, f Chief Administrative Officer Staff Contact: Rick Pigeon, Chief Building Official, 905 - 623 -3379 extension 2303 or RPigeon(a-)-clarington.net. There are no interested partied to be notified of Council's decision. ASC /RP /jo RX1 2015 2014 January, February, and March Year to Date January, February, and March Year to Date -Building Inspections 1,588 1,588 1,608 1,608 Plumbing & Heating 1,761 1,761 1,791 1,791 Pool Enclosure Inspections 0 0 1 1 Total 3,349 3,349 3,400 3,400 6. Concurrence Not Applicable 7. Conclusion The construction value at the end of January, February, and March was 55.5% lower this year than last year, with 109 residential dwelling units issued, compared to 216 in 2015. This is because 2014 was an exceptional year with regards to building permits. We compared the first three months of 2015 with previous years, and believe building permit activity in 2015 will be at an historical average. 8. Strategic Plan Application Not Applicable ,e Submitted by: Reviewed Anthony S. Cannella Director of Engineering Services by:'�G / / "F anklin Wu, f Chief Administrative Officer Staff Contact: Rick Pigeon, Chief Building Official, 905 - 623 -3379 extension 2303 or RPigeon(a-)-clarington.net. There are no interested partied to be notified of Council's decision. ASC /RP /jo RX1 Engineering 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: April 20, 2015 Report Number: EGD- 008 -15 Resolution: File Number: By -law Number: Report Subject: Review of Lot Grading and Drainage Recommendations: 1. That Reaort EGD- 008 -15 be received for information. 9 -7 Municipality of Clarington Report EGD- 008 -15 Report Overview Paae 2 Occasionally, residents have drainage concerns on their property. They often turn to the Municipality for advice in making improvements, or assistance in intervening in a dispute with their neighbour. This report clarifies the Municipality's limited role in these drainage disputes, while recommending a new service of providing original design documentation to assist residents reinstate their grading to the original design if they deem it necessary. 1. Background At the January 26, 2015 Council meeting the following resolution #GPA- 042 -15 was approved: That Staff be directed to review the policies and by -laws pertaining to residential lot grading and report back to the General Purpose and Administration Committee meeting of April 20, 2015 on potential improvements that can be made. The majority of new residential lots are created through development processes such as land divisions or plans of subdivision. The development of these lots involves agreements that require the grading of the lot(s) be designed and supervised by professionals such as engineers and surveyors. These professionals are required to design, inspect and certify the lot grading to the municipality to ensure the public that the lot is properly graded and drained according to good engineering practices and the appropriate municipal standards. This process works well. 2. Lot Grading and Drainage Process 2.1. In new subdivisions, the developer's engineer designs and supervises the grading and drainage of all lots. This process includes the following aspects: 2.1.1 Overall Master Grading Plan: When new subdivisions are created, the developer's engineer designs the overall lot grading to ensure water runoff from each individual lot will be accommodated in a structured manner through the subdivision. This overall plan is referred to as the Master Grading Plan. A typical sample of this plan is attached. (Attachment No. 1) 2.1.2 Individual House Siting Plan: Individual house designs are then prepared ensuring that each individual lot matches the Master Grading Plan. Each house siting plan is reviewed and approved by the developer's engineer to ensure conformance in that regard. Ensuring the two plans dovetail ensures a coordinated neighbourhood drainage system. Off-81 Municipality of Clarington Report EGD- 008 -15 2.1.3 Role of Developer's Engineer: e3 In new subdivisions, the developer's engineer designs the lot grading and provides field inspection of the grading of all lots. Upon completion of the grading by the builder, the developer's engineer inspects each lot to ensure conformance with the approved Master Grading Plan /House Siting Plan. At that point, in essence, the lot grading 'warranty' from the engineer has expired. Since the lot grading was originally inspected and certified correct, any subsequent problems are deemed due to homeowner landscaping activities. 2.1.4 Role of Municipality: The role of the Municipality is to ensure the developer's engineer is (a) adhering to the Municipality's lot grading guidelines and (b) providing field inspections to ensure the process is being followed. The Municipality also requires final written certification by the developer's engineer for each lot. Prior to the certification, any lot grading complaints or inquiries from new home purchasers are relayed to the developer's engineer for investigation and, where necessary, surveying and corrective grading work. 2.1.5 Certification: Upon the completion of the lot grading /sodding, the developer's engineer is required to individually inspect each lot to ensure the grading conforms to the approved plans and further state that they do not expect any future drainage issues. The certification must be prepared in writing by the developer's professional engineer, to the satisfaction of the Director of Engineering to ensure legal documentation of the status of the lot grading. Once the lot grading certification is submitted to the Municipality by the professionals, the developer's engineer can no longer undertake new inspections due to homeowner landscaping work. In these situations the homeowner (and subsequent homeowners) are deemed responsible to maintain the grading and drainage of the lot, as it was originally provided. 2.2 Subsequent Lot Grading Issues After the lots are certified, homeowners often choose to carry out landscaping work on their lots by constructing fences, flowerbeds or other property enhancements, all of which have the possibility of altering the certified grades for the lot. Moderate drainage problems can result over the years. With numerous subdivision residents making ongoing improvements over the years, the drainage complications can begin to accumulate. Lot grading problems, by their nature, will always be contentious. Neither the Municipal Law Enforcement Division nor the Engineering Services Department have the financial, legal or professional resources — including surveyors and possibly structural /soils engineers —to determine the cause, the solutions and which neighbour is responsible (if not both). =111 Municipality of Clarington Report EGD- 008 -15 2.2.1 Main Causes: Page 4 Who is responsible for drainage issues that arise? In many cases, multiple residents have altered grades but that doesn't necessarily mean they have created problems. While most residents tolerate minor drainage problems, others are frustrated and feel the Municipality should become involved in their civil dispute. But attempting to pinpoint exactly where the problem is, what the extent of the problem is and which property owner(s) created the problem can be very difficult. While things like flower beds or sheds can be obvious sources of blockage, subtle changes like adding topsoil over the years can be deceptive. Only a full survey of the private property and a review by an engineer can determine where the problem lies, and what some solutions might be. Attempting to assign clear blame between neighbours is often very difficult. 2.2.2 Determining the Extent of the Issue and Possible Solutions: The grading and drainage of residential lots is a challenging at the best times. No two residents will have the same opinion on the extent of the problem or what is deemed acceptable to correct the problem. Depending on the relationship between neighbours and the extent of the problem, minor drainage problems can be deemed major. Another contributing factor occurs following a change in property ownership. The new owner may be annoyed by the drainage patterns, or the new owner may choose to make grading changes which affect the existing resident. Both scenarios are complicated and require the residents to work together to resolve any drainage concerns to their mutual satisfaction. Due to the costs to investigate and correct, most neighbours eventually arrive at a mutual agreement to make minor improvements. The only alternative is for them to hire professional surveyors to determine the grades and recommend solutions acceptable to the residents based on their preferences and budgets. 2.3 Review of Policies and By -laws As part of this report, a review of the Municipality's by -laws and policies was undertaken by the Municipal Clerk's Department and the Municipal Solicitor. 2.3.1 By -laws: There are two Municipal regulatory by -laws that have provisions applicable to residential lot grading. Section 2.06 of the Property Standards By -law (2001- 070) requires property owners to maintain surface conditions of yards so as to prevent surface water run -off onto that of any neighbouring properties. Clause 4.1(d) of the Site Alteration By -law (2008 -114) places restrictions on a person's ability to alter the grade of the land through the addition or removal of fill if such alteration will result in any change to an approved grading and drainage plan. From an enforcement standpoint, the difficulty with both of these by -laws is proving the pre- existing grade. Without clear evidence of the pre- existing grade (i.e. surveyed elevations from an Ontario Land Surveyor), it is extremely difficult to prove the degree of any grade alteration and its impact, if any, on drainage. e Municipality of Clarington Report EGD- 008 -15 Paae 5 Prosecutions under either by -law cannot succeed without such evidence. The Municipality does not have the professional resources to properly investigate and survey the lands. Additionally the timing of such alternations impacts staff's ability to act. Since the enactment of this By -law, the Municipal Law Enforcement Division has received 142 complaints regarding drainage. No charges have been laid in any of these situations due to the significant challenges faced by the Officers (i.e. expertise in the form of surveyors and drainage engineers, the delay between the actual site alteration and the filing of a complaint, and the difficulty in absolute determination of the cause of the issue). To lay a charge, or to even gain compliance, the situation must present as being obvious beyond a reasonable doubt that there is a recent change in grade causing the drainage issue. Enforcement of this by -law parallels that of the Noise By -law and the former fence viewing process, in that it requires expertise beyond that of the Municipal Law Enforcement Division and the Engineering Services Department. While not impossible, the Clerk's Department concurs that ability to enforce this by -law is exceptionally difficult and relies on the input of external expertise in the form of surveyors and drainage engineers. Such expertise requires a significant financial commitment on the part of the Municipality. 2.3.2 Policies: The Engineering Services Department has researched nearby municipalities' lot grading criteria to determine if our standards are sufficient. In this regard, it was concluded that Clarington's criteria meets or exceeds most other municipalities' standards for minimizing drainage impacts while maximizing property usage. Despite these findings, additional steps are being reviewed by the Engineering Services Department to enhance our criteria. They include: • Making a stronger effort to have surface water take the shortest routes; • Minimize surface water flowing through abutting property where feasible; • Minimize swale bends or alignment changes; • Provide educational pamphlets to new home purchasers, outlining the need to maintain existing drainage patterns; • Provide copies of original house siting plans (where available). This new policy will assist residents determine the extent of the problem and will aid a surveyor /landscaper in determining changes made and the simplest solution; • Pursuing any other drainage efficiency opportunities that may arise. 9 -11 Municipality of Clarington Report EGD- 008 -15 Paae 6 3. Concurrence This report has been reviewed by Andrew Allison, Municipal Solicitor, and Anne Greentree, Municipal Clerk, who concur with the recommendations. 4. Conclusion Lot grading problems, by their nature, will always be contentious. Attempting to intervene in determining the landscaping history, the cause of the problems and the cheapest solution is often an extremely difficult task due to the number of years that have passed, the need for surveying the lands and the homeowners' resources. For this reason, the Municipality leaves it to the neighbours to resolve between themselves, or resort to civil action if they deem it warranted. The Municipality cannot assume the role of the original engineer nor can the Municipality pursue investigations and solutions on behalf of the homeowners themselves. The Municipality's role continues to be a supportive one, limited to educating on the need to maintain proper drainage for your own property and abutting properties, and providing residents with the original grading information and basic advice where simple solutions are seen. Where issues are more extensive, the only solution may be litigation between the residents. In addition, it is recommended that the Engineering Services Department initiate a new step of providing both residents with copies of the original lot grading plans for their properties (if available). This will tend to encourage discussion between the residents based on facts, encouraging them to work cooperatively to determine a solution to their mutual benefit. If they choose to have some survey work done, the documentation will assist the surveyor in determining the best solution and litigation will be less likely. 5. Strategic Plan Application Not applicable Submitted by: "- Reviewed by: Anthony S. Cannella, C.E.T. K ankIin Wu Director of Director of Engineering Services Chief Administrative Officer le v ASC /NAC /nl /dw Attachments: Attachment 1 — Typical Master Grading Plan Detail 9 -12 Attachment 1 to Municipality of Clarington Report EGD- 008 -15 120,51 ----------------- - A; 86 20 I io -.1) 1 J °' ° N 120.8 _ __ 'm-- ------------ -- - - -- 120_40 � u 121.16 w o i 120.33 121.17 ° `« Lq o 120.65 120.67 :� ,,, 120.22 I o --- ----------- -- -= -I 6 '-- 120.97 w o, rO.4 N N 120.15 - - -- 121_03 N o 120 d3 ° 120.4t. - - -rr- `_-120.73 1120.0 o 0 0 o I 119.97 120,86 - - ' C m w .- ._----- ------ - - - 120,18 - - -- '- 120.51 . N Ol I J N 119.79 120.68 p--------------------------- 5 119.96 xox 119.68 1 O o -----------------.--------_---- -120.26 41 io o I 119.61 120.45 119�r � u �119.61 x.x ze I !+o 0 - t19.9B D ------ -- ----- - - - - -- - -' 120.13 119.50 -' I 119.43 ------ ---- - -- - - -- 120_19 07 j 119.23 x 119.89 0 119_32 e - m 1t 1 I 119.25 IO1 la N .n 119.95 --- --.. -. IN J(o N 118,88 119.14 I n i---- 118.83 118.99 119.15 119.07 - ---- ^^ 119.78 j S j 118.53 II - - - - - -- 119.07 o 1 118.89 119.71 N 1 118.02 118.15 1 118.29 (C O1 118.87 Im N I� O 118.73 / 179.53 0 - - - - - - - --- - - - - -- v :-j 1v I N CO IN I 01 to ll7,98 118.12 i 118,26 1 118.40 i 118.53 118.67 I I I \ \ 1 ZIm [117,75], : 117.40 117.40 117.49 117.67 117.94 Y6 j'11 15 11715 1 2 I1J �L ZJ ZV � JZV I y - -•__.� -___ I CW. _ i ' I -- - -- i � I� 1 l 1: I 4 ? d Engineering 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: April 20, 2015 Report Number: EGD- 009 -15 Resolution: File Number: By -law Number: Report Subject: Clarington Fields Washroom Recommendations: 1. That Report EGD- 009 -15 be received for information. 9 -14 Municipality of Clarington Report EGD- 009 -15 Page 2 Report Overview This report is to provide Council information on the future construction of a washroom building at Clarington Fields. 10 Background 1.1. At the March 2 and 5, 2015 Council meetings the following resolution was passed; "That $150,000 per annum, from the tax levy, be transferred to the Engineering Parks Capital Reserve Fund; and That staff be directed to report back to the first General Purpose and Administration Committee meeting in April following the Strategic Plan meeting regarding options; including washrooms at the Clarington Fields;" 1.2 On March 10, 2015 a Strategic planning session with Council and staff was held. Many ideas were discussed and noted. Several comments were made about the importance of developing more recreational trails, parks on the waterfront and leash free parks. There was also discussion about advancing the construction of a washroom building at Clarington Fields. 1.3 The Ultimate Development Plan for Clarington Fields (attachment 1) shows a washroom /office /change room building located between the ball and soccer field portions of the site. The intent was to install the washroom /office /change room building in conjunction with the future soccer fields. This would provide a centrally located building in the ultimate build out of the park. Washroom access for park users in the interim was provided at the Indoor Soccer Building via access doors to the washrooms from outdoors. The first,phase of Clarington Fields was constructed in 2005 and consisted of four championship ball fields. The second phase of development consisted of a single lighted football /soccer field in 2007. Several interim soccer fields have also been constructed on the north and west sides of the Indoor Soccer building but those fields will be removed when future indoor recreation and parking is constructed at the site. Additional permanent soccer fields, parking lots, and a washroom building for Clarington Fields are included in the Engineering Services Department capital forecast. 1.4 Staff has investigated the option of renting or purchasing a portable washroom /trailer for Clarington Fields. The washroom /trailer would have two individual washrooms equipped with a toilet, vanity, and sink. The cost to rent a washroom /trailer would be , approximately $1,200 per month including once per week cleaning and pump out. Based on a 20 week season the annual rent cost would have been $6,000. The cost to purchase a similar washroom /trailer would be $21,200 for the trailer and approx. $10,000 for set up and landscaping to make it more aesthetically pleasing. Monthly costs for cleaning, pump out, hydro and refilling the fresh water tank were extra. 9 -15 Municipality of Clarington Report EGD- 009 -15 2. Proposal Page 3 2.1 The original concept plan for Clarington Fields included a washroom building with male and female washrooms with multiple stalls, an office with a separate washroom for park staff, and an equipment storage garage. In 2006 the Clarington Tiger Cats Football Club requested football change rooms also be considered as part of the future building. The cost to. add football change rooms was estimated to be $435,000 plus tax. The Tiger Cats executive considered a fundraising campaign to finance the change rooms but have not pursued it since. They currently use the change rooms in the Indoor Soccer Building when.required for their summer rep leagues. A portable washroom /trailer could provide a temporary facility with two individual washrooms. It would be an upgrade to port -a- potties but would still not provide a good quality facility for a site like Clarington Fields. The funding required for a temporary facility would be better directed towards a permanent washroom building in the future. To advance a permanent washroom building at Clarington Fields staff could utilize the $150,000 provided from tax levy in the 2015 budget along with*the anticipated $150,000 from 2016 to construct a washroom building in 2016, without an office or change room. The estimated cost would be $400,000 so additional funding of approximately $100,000 would be required from another source, such as Development Charges. The washroom building could be designed so that an office and change rooms could be added in the future if desired. 3. Concurrence This report has been reviewed by Nancy Taylor, Director of Finance who concurs with the recommendations. 4. Conclusion It is respectfully recommended that a washroom building for Clarington Fields Park be considered in the 2016 Capital Budget pending availability of funding. Municipality of Clarington Report EGD- 009 -15 Page 4 5. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan goal of investing in infrastructure. i Submitted by:f��— A.S. Cannella, C.E.T. Director of Engineering Services rl Reviewed by: Franklin Wu, Chief Administrative Officer Staff Contact: Peter Windolf, Manager Park Development, 905 -623 -3379 ext. 2307 or pwindolf @clarington.net Attachments: Attachment 1 _ Ultimate Park Development Plan PW /ASC /nl 9 -17 0 to r 0.) Q1 W Q Q 0 �L U 0 1.; �7). 1 tom; .''` i .•.- .. ,� 'ry �' } ,r. ?"�, a•s.... _ r- -- , 0„ {I ♦ "� �����. a �t'F <' i • s.+ i s I,. r c.:: � ! `iT+' JiJ tI 1j. �t' Fll_F1t. 1 ` s A! .� t I .. G -H W Legend \ . - Plisse Four Ball Diamonds - Existing - - Phase 2 Football Field - 2006 Phase 3 Washroom /O(Bce /Football Building. Phase 4 Soccer Flelds Addidonal Parking and Nature fralls Clarington Fields Ultimate Park Development Future Phases - Concept Plan r 1dritI 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: April 20, 2015 Report Number: File Number: CSD- 004 -15 N/A Resolution: By -law Number: Report Subject: 2015 Community Grant Requests and Sponsorship Opportunities Recommendations: 1. That Report CSD- 004 -15 be received; 2. That Council consider all submitted grant requests; 3. That Council consider all submitted sponsorship opportunities; 4. That staff be directed to develop criteria and a process for a Municipal Sponsorship Program and report back; and 5. That all applicants listed in Report CSD- 004 -15 be advised of Council's decision. 12 -1 Municipality of Clarington Resort CSD- 004 -15 e2 Report Overview The purpose of this report is to provide Council with a summary of the 2015 Community Grant and Sponsorship applicants in order to make decisions about awarding funding. 1. Background The Community Grant Program is an opportunity for Council to acknowledge the contributions made by local community and volunteer organizations to improve the quality of life for Clarington residents. The Community Grant Program is intended to provide financial assistance to Registered (Federal or Provincial) Not - for - Profits, local Boards of the Municipality or local volunteer community organizations that deliver programs, events or services that are not the responsibility of another level of government (Municipal, Regional, Provincial or Federal) to the residents of Clarington. Funds are awarded by Council through an application process on an annual basis. The Community Grant Policy (Attachment 1) outlines the purpose, eligibility criteria and funding categories of the program. Applications are reviewed to ensure they meet the funding criteria and fall within the defined funding categories. Individual allocations through the Community Grant process may not exceed $5,000 per request. On April 14, 2014 Council allocated $56,000.00 to 29 organizations (Report CSD -006- 14). Included in this total, Council passed the following resolution ( #GPA- 290 -14): "That $500.00 be set aside for a community grant to the Courtice Horticultural Society, pending submission of a completed community grant application." In reference to the above resolution: • No application was received from a Courtice horticultural or garden club. The 2015 Community Grant information meeting was held on January 14, 2015 and was attended by over 40 individuals representing over 25 community organizations. The Community Services Department invited organizations to a meeting to introduce the upcoming grant program and to brief applicants on any changes or revisions to the program while walking them through the application process. This also provides an 12 -2 Municipality of Clarington Resort CSD- 004 -15 Paae 3 opportunity for staff to address any specific questions or concerns applicants may have with their application. Additionally, an advertisement was placed in all local papers and on the municipal website announcing the program and deadline information. For 2015, a total of 39 grant applications and 6 sponsorship requests have been received for review and consideration. 2. 2015 Community Grant Applications 2.1. Application Process All applications received have been recorded in the 2015 Master List of Grant Applicants (Attachment 2) or Sponsorship Opportunities (Attachment 3), providing Council with an overview of applicants requesting funding. Each application is also presented on a summary sheet numbered from 15 -01 through 15 -39. The summaries provide a snapshot of the programs and services provided by the organizations, the intended use of the Community Grant funding and a two year financial summary of each organization to assist Council in their decision making for the awarding of funding (Attachment 4). Balance Sheets for requests of $3,001.00 and higher are included on the back of the associated summary sheet (Attachment 4). Organizations who submitted incomplete applications were contacted and staff worked with them to provide as much of the outstanding information as possible. 2.2. Additional Information From time to time, various applicants provide comments through the application process or in other cases a Resolution of Council was previously approved that may affect how a particular application is dealt with. The following applications and associated comments are provided for Council's information. Newcastle Village Concerts (applicant 15 -18) organizes weekly free concerts throughout the summer in the Newcastle Community Hall Parkette. The space is provided in -kind by the Newcastle Community Hall, however, the Newcastle Village Concerts is applying for funding to supplement the funding they have traditionally obtained through sponsorships in order to offset the costs of advertising and entertainment. Through the application process, staff became aware that the Newcastle Village Concerts group are a volunteer committee appointed by the Newcastle Community Hall Board. 12 -3 Municipality of Clarington Report CSD- 004 -15 Paqe 4 Lions Club of Courtice (applicant 15 -29) empowers volunteers to serve their communities, meet humanitarian needs, encourage peace and promote international understanding. They are applying for funding for equipment used to perform vision screening on students in kindergarten and grade one in classes in eight Courtice schools. The Lions Club of Courtice did apply for and receive funding in 1998 in the amount of $1,000.00. Through Resolution #GPA- 335 -98, this was approved for a one time grant. Additionally, the Lions Club of Courtice does provide financial donations and for this reason, staff have determined them to be ineligible for funding under the Community Grant Program. 2.3. First Time Applicants Pride Durham (applicant 15 -09) consists of individuals interested in promoting positive images of gay, lesbian, bisexual and transgender people through promoting and engaging in educational, civic and cultural activities and events. They are applying for funding to offset the costs of hosting a Pride event in Clarington. Bowmanville Creek Conservation Group (applicant 15 -25) coordinates clean -ups of the Bowmanville Creek, undertake stream bank stabilization projects, as well as bypass channel maintenance and fisheries management. They are applying for funding to assist in covering the costs of plants, debris clean -up materials and a fish counter. Oshawa Camaros Baton Club (applicant 15 -36) promotes health and fitness as well as strong community involvement while developing team spirit and strong self- esteem through the sport of baton twirling. They offer programs in Clarington in five different locations from Courtice to Newcastle. They are applying for funding to cover the costs of coaching fees and track suits (uniforms). 2.4. Comments The Community Grant Program in Clarington ensures citizen involvement in recreational / leisure, civic, social and community hall boards enhancing community well- being. Each application is on file in the Community Services Department and will be made available during grant discussions, should further details of a particular application be required. In order to assist groups with the completion of their financial statements and balance sheets (as required) for the purposes of the Grant Program, the following was offered this year: Presentation by the Finance Department of the categories and completion of the financial statements and balance sheet at the meeting in January. The presentation 12 -4 Municipality of Clarington Report CSD- 004 -15 Page 5 allowed for an opportunity for discussion, questions and answers. As well, attendees were offered a copy of the presentation shown that evening. Community Services Department and Finance Department staff offered assistance over the phone, via email and in person to the groups throughout the application period. 3. Sponsorship Funding Recipients In 2014, staff recognized some challenges with the implementation of the municipal sponsorship program, which had been administered through the Corporate Services Department, Communications and Tourism Division. Through the 2015 budget process, the municipal sponsorship account ($40,000.00) was transferred to the Community Grant Program account ($60,000.00) for a total budget of $100,000.00. Upon review of the municipal sponsorship program, staff have identified concerns with transparency, accountability and equitable distribution of funds in its current format. Until such time that a revised sponsorship program can be recommended and approved by Council, awarding of funding through the municipal sponsorship program has been cancelled. At this time, former sponsorship recipients and any subsequent requests for sponsorship have been directed to apply for funding through the Community Grant Program. The Community Grant Program does not meet the needs of some sponsorship requests, however, staff believe there is still some applicability for a municipal sponsorship program. A formal sponsorship program would allow the Municipality to recognize and support valuable events in our community. In recent years, the following were recipients of funding through the municipal sponsorship program: • Angler Symposium • Animal's Gift (Bowmanville Zoo) • Artist & Artisan By the Lake and Show & Sale (A Gift of Art) • Battle of the Bands (Firehouse Youth) • Big Brothers and Sisters of Clarington • Bowmanville Concerts in the Park • Brimacombe (Brimfest) • Christmas in Clarington • Clarington Board of Trade 12 -5 Municipality of Clarington Report CSD- 004 -15 Page 6 • Clarington Project (Community Living Oshawa / Clarington) • Courtice Kids of Steel • Doors Open Clarington (Architectural Conservancy of Ontario) • Orono DBIA Events — concerts • Orono Fair • Orono Town Hall — Canada Day • Rotary Club of Courtice — Canada Day Fireworks • Ganaraska Forest Centre Conservation Dinner • CLOCA Groundwater Festival • Newcastle Chamber of Commerce Home Show • Various golf tournaments The following applications were received by former sponsorship funding recipients through the 2015 Community Grant Program. Applications are also presented on a summary sheet numbered from 15 -S1 through 15 -S4. The summaries provide a snapshot of the programs and services provided by the organizations. (Attachment 4). Newcastle & District Chamber of Commerce (applicant 15 -S1) provides networking and educational workshops for its members. The Chamber also holds the Home & Lifestyle Show and the September Fall Showcase for the community. They are applying for funding to offset the rental fees of the venues for the events they host in the community. Concerts in the Park (Bowmanville) (applicant 15 -S2) offers free concerts for the public in Rotary Park Bowmanville each summer. They are requesting funds to offset the costs of one of the 12 concerts in their summer 2015 lineup. Orono Agricultural Society (applicant 15 -S3) coordinated the Canada Day fireworks and celebration at the Garnet B. Rickard Recreation Complex in 2014 after insurmountable challenges were experienced by the Courtice Rotary. Historically, in an effort to maintain the integrity of the Grant policy, while still supporting the Courtice Rotary Canada Day Celebrations, $5,000 was transferred from the Community Grant Program to the Sponsorship budget. In 2014, the Orono Agricultural Society received this funding to offer the event. In 2015, the Orono Agricultural Society is committed to providing a fireworks display and celebrate the 50th anniversary of our national flag. Following the close of the Community Grant application period, staff have received two additional sponsorship requests that have been noted and included for Council's consideration. It should be noted individual summary sheets are not available for these requests as a formal application was not received. On March 25th, staff received a sponsorship request from the Orono Town Hall Board (applicant 15 -S5) for funding towards a small Canada Day celebration which takes 12 -6 Municipality of Clarington Report CSD- 004 -15 Page 7. place in Orono on June 30th. In the past, this event has received $500.00 in funding through the sponsorship program to provide free concerts as part of the festivities. Community Living Oshawa / Clarington (application 15 -S6) submitted a sponsorship request on April 8th for an upcoming "Ticket to Margaritaville" special event taking place on May 9th at the Oshawa Airport. The request provides for a range of sponsor opportunities from $500.00 to $10,000.00 and the funds will be used to directly improve the quality of life of the children and adults supported by the organization through building upgrades and renovations. 4. Concurrence Not Applicable 5. Conclusion The Community Grant Program is intended to provide financial assistance to not -for- profit, volunteer community organizations providing programs, services or events within the Municipality of Clarington. This program has proven to be an excellent vehicle to acknowledge and support the efforts of our local volunteer community and not - for - profit agencies that provide services which benefit the community in general. If approved, staff will develop criteria and a process for a Municipal Sponsorship Program, that will ensure the funding remains available to events and organizations that provide a direct benefit to Clarington residents. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: A 7` )seph P. Caruana, Director of Community Services Reviewed by: Franklin Wu, Chief Administrative Officer Staff Contact: Erica Mittag, Community Development Coordinator, 905 - 435 -1061 ext. 226 or emittag @clarington. net 12 -7 Municipality of Clarington Report CSD- 004 -15 Attachments: Attachment 1 — Community Grant Policy Attachment 2 — Master List of Grant Applicants Attachment 3 — Master List of Sponsorship Opportunities Attachment 4 — Individual Summary Sheets List of interested parties to be notified of Council's decision is on file in the Community Services Department, JPC /SM/WG 12 -8 Page 8 The Municipality of Clarington has in the past provided the opportunity for community groups and organizations that provide direct services or programs to residents of the municipality, to apply for financial assistance. Attached is the 2015 Community Grant Program and Application Form which outlines the objective, criteria, categories and the funding formula. The Community Grant Application can also be completed on line and submitted directly to grants clarington.net. We encourage you to take advantage of this option. You require Adobe Acrobat (available at http: / /get.adobe.com /reader /) 1. Go to www.clarin tocL nnet 2. On the front page of the website, at the top of the page click on "A to Z Services" from the "List of Services" navigation click the link for letter "C" 3. Select/Click on Community Grant Program & Application If you have any problems/ ti with the online form, please call the'Community Development Coordinator at 90.5 435 =1061 _ext 226. Community Grant applications can also be printed and submitted to: Municipal Administrative Centre ATTN: Community Services Department — Community Grant Program 40 Temperance Street Bowmanville,.Ontario L 1 C 3A6 Any questions regarding the Community Grant Program may be directed to: Erica Mittag, Community Development Coordinator emittag�a.clarington.net or (905) 435 -1061 ext 226 All applications must be completed fully and legibly to be considered for funding. Deadline for submissions is February 27, 2015 12 -9 i� aj I � c COMMUNITY GRANT PROGRAM 1. PURPOSE: The Municipality of Clarington acknowledges the efforts of our local volunteer community and believes that many services, events or projects are best provided through the volunteer efforts of local community organizations. Community Grant funding demonstrates Council's commitment to working with community organizations without eroding their strength and independence and encourages organizations to work toward financial self - sufficiency. The Community Grant Program provides financial assistance to not - for - profit, volunteer community organizations to provide direct programs, events or services to the benefit of the residents of Clarington. This program establishes eligibility requirements and the application process. Eligible organizations can receive funding for one (1) successful grant application per year for a maximum of $5000.00. Applicants are further encouraged to pursue other opportunities for financial support, however, must not receive any other funding from the Municipality of Clarington. Organizations must be and must remain in good financial standing with the Municipality of Clarington. 2. ELIGIBILTY CRITERIA: The following are eligible to apply to the Community Grant Program: • Registered (Federal or Provincial) Not - for. - Profit, or a local Board of the Municipality delivering programs, events or services that are not the responsibility of another level 'of government (Municipal, Regional, Provincial or Federal) to the residents of Clarington. • Local volunteer community organizations with a duly elected executive that hold an Annual General Meeting, maintain a constitution and by -laws, delivering programs, events or services that are not the responsibility of another level of government (Municipal, Regional, Provincial or Federal) to the residents of Clarington. • Organizations must be non - profit, non - political and non - religious in nature. • Organizations that make donations or charitable contributions are ineligible. • Community Grant applications must be approved by the organization at a meeting of the executive and those meeting minutes are to be included with the application. 12 -10 x 3. INTENT OF COMMUNITY GRANT: Community Grants may be provided to eligible applicants as defined above to -fund: • General operating and capital expenses (with the exception of Hall Boards who may only apply for general operating) up to a $5,000 maximum; • Programs, events or services generally which occur within municipal boundaries which benefit the residents of Clarington; • Programs, events or services which address a community need or contribute to the positive image of the municipality; • These funds are not to be used for debt repayment. 4. FUNDING CATEGORIES: 1) Recreation /Leisure • is defined as those organizations offering athletic or leisure opportunities not offered by the Municipality 2) Civic • is defined as those organizations providing events or services promoting the Municipality of Clarington which could be expected to bring economic and /or public relations benefit to the Municipality 3) Social is defined as those organizations offering a specific service (other than recreation/leisure) to residents of the Municipality, which is not considered to be the responsibility of another level of government 4) Boards of Council and Hall Boards • is defined as a group of individuals who may be appointed by Council or who are a community group who manage and maintain a municipally owned facility (Please note; grants to Boards of Council and Hall Boards will be considered for operational expenses only. Capital requests must be referred to the Operations Department for consideration during the annual municipal budget process) 12 -11 5. COMMUNITY GRANT PROCESS: 1. Applications are available from the Municipality of Clarington website, www.clarin.qton.net , from the Municipal Administrative Centre or most Community Services Department recreation facilities as of mid- January of each year. 2. All requests for funding must be accompanied by a fully completed "Community Grant Application" and forwarded to the Community Services Department. Applications must be legible, completed in full, signed and include all required documentation. 3. Submission deadline for completed applications Friday February 27, 2015. 4. Successful applicants will be required to acknowledge the financial support of the Municipality of Clarington in all advertising and promotion related to the programs, events or services for which the Community Grant was approved. Applicants are encouraged to complete the Community Grant Application online and submit directly to grants clarington.net Applications may also be submitted to: Municipal Administrative Centre ATTN: Community Services Department - Community Grant Program 40 Temperance Street Bowmanville, Ontario L1 C 3A6 All inquiries may be directed to: Erica Mittag Community Development Coordinator emittag(cD,clarington.net (905) 435 -1061 ext 226 January 2015 12 -12 Community Grant Application Form 1. ORGANIZATION /ASSOCIATION Organization Name Telephone # Address City / Town Province Postal Code Contact: Information - - - Name Email Address Telephone # 2. ORGANIZATION INFORMATION Mission Statement: " :Officers for Current Year. Position Name Contact Information President (home #): (business #): email): Secretary (home #): (business #): email Treasurer (home #): (business #): email : ' January 2015 12 -13 2. ORGANIZATION INFORMATION (cont'd) January 2015 12 -14 Date of 2015 Annual Meeting: DD' Month mW Is your Organization incorporated as a Yes ❑ No ❑ non - profit? If yes, is the incorporation Provincial or Federal? Provincial ❑ Federal ❑ If Yes, please provide Not for Profit Incorporation Number: If Yes, please provide date of incorporation: DD Month YYYY Is your Organization based within the Municipality of Clarington? Yes ❑ No ❑ Is your Organization based within the Region of Durham? Yes ❑ No ❑ What is the total program registration or association membership in your Organization? What percentage of your registration or membership are Clarington residents? What funding category does your ❑ Recreation & Leisure Organization fall into? ❑ Civic ❑ Social ❑ Boards of Council / Hall Boards List the primary programs / services provided by your Organization that benefit Clarington residents: Program / Service #1: Program / Service #2: Program / Service #3: January 2015 12 -14 3. FUNDING REQUEST INFORMATION: Funding Am ount..Reduested 2015 Request (insert dollar figure) 2014 Received (insert dollar figure) Briefly describe: what. the requeated funds wiill be used for: (50- .1.0.0 words).. ` s January 2015 12 -15 INSTRUCTIONS FOR USING THE STATEMENT OF ESTIMATED REVENUES & EXPENDITURES FORM Part 1: Revenue List all sources of revenue received: (a) Grants Provincial, Federal, United Way, Lottery, etc. (excluding grants from the Municipality of Clarington (b) Sale of Goods or Services (c) Membership /Registration Fees (d) Donations (e) Investment Income (t) Other Revenue (g) Previous Year's Surplus or (Deficit) Part 2 Expenditures. Summarize and list operating expenditures by major object of expenditure classification for your organization's fiscal year (12 month operation) as follows: (a) Personnel Costs Costs for regular full -time, part -time and overtime salaries as well as the cost for all benefits paid (Unemployment Insurance, Canada Pension Plan, Employer Health Tax, etc.). (b) Rent Cost of office and /or program space (e.g. ice rental, sports field rental, gym rental etc.). (c) Office Supplies Cost for office supplies, printing and reproduction, books, subscriptions, postage. (d) Building /Equipment Supplies Cost forjanitorial materials and supplies, paint, hardware and small tools, automobile parts and accessories, gas, oil and propane. (e) Program Supplies Cost for supplies specifically related to delivery of the program which are not included in (b) or (c). (f) Professional Services Advertising, communications, insurance, meals, travel, educational charges, consultant's fees and other services. (g) Maintenance and Repair Maintenance and repair of buildings, vehicles and equipment. (h) Utilities Heat, hydro, sewer and water. (i) Capital Cost for acquisition of all items of equipment, furniture, land, buildings and major improvements. (j) Contributions and Financial Charges Costs for contributions /donations made to others, interest and.principal payments of debt, provision for reserves for future purchases, bank, collection charges, etc. (k) Other Expenses Part 3: Enter your net (deficit) or surplus: (1) minus (2). Part 4: Enter grants from the Municipality of Clarington. Part 5: Enter your net (deficit) or surplus (including Municipal grant): (3) plus or minus (4). January 2015 12 -16 Organization Name: STATEMENT OF ESTIMATED REVENUES & EXPENDITURES FORM (a) Grants (not including Municipal Grant) Please specify :Please specify (b) Sale of Goods or Services (c) Membership/Registration Fees i (d) Donations (e) Investment Income (f) Other Revenue ,Please specify �Please specify 'Please specify W Previous Year's (Deficit)/ Surplus (a) Personnel Costs (b) Rent �(c) Office Supplies (d) Building /Equipment Supplies :(e) Program Supplies (f) Professional Services (g) Maintenance & Repairs (h) Utilities ,(i) Capital Purchases (furniture, c 'a) Contributions & Financial Chat E(k) Other Expenses :Please specify 'Please specify ,Please specify Net (Deficit)/Surplus BEFORE ,municipal grant MUNICIPAL GRANT AMOUNT Totall Net (Defiiciit)/Surplluls� W,rTH',, municiva These two figures must match. Prepared by: Position with Organization:* Date Completed (DD/MM/YYYY): January 2015 12-17 541 v /�V INSTRUCTIONS FOR THE USE OF THE BALANCE SHEET FORM *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015 - December 31, 2014 for financial dollars) Part. 1: ,ASSETS a) Cash: Total of all bank account balances at December 31 st. b) Investments: Total of all investment certificates -GIC, Bonds at December 31st. c) Accounts Receivables: Total of all monies owing to the Organization from others at December 31st. d) Accounts Receivables Federal HST: Total of all outstanding refunds from the Federal Government for HST at December 31 st. e) Inventory Supplies: Total of all supplies purchased in bulk or that have a high dollar that are for resale or for the Organization to carry out its business at December 31 st. f) Prepaid Expenses: Prepaid expense is a cost that expands over more than 1 fiscal year and is the dollar value AFTER December-31st. (i.e. Insurance) g) Capital Assets: Amortized value of anything owned with a lifespan of greater than a year (i.e. desk, appliances, vehicle) Total Assets: Add Part 1 lines a to f. - Part 2 LIABILITIES AND NET REVENUE a) Accounts Payables: Total of all bills /invoices due for the year of the Balance Sheet but not paid as at December 31 st. b) Accounts Payables Federal HST: Total of HST owing to the Federal Government for the year of the Balance Sheet but not paid as at December, 31st. c) Loans: Total dollar value of all loans due to the bank or others at Dec. 31 st. d) Deferred revenue: Total dollar value of monies received before December 31 st that relate to the Organization's next year's activities. i.e. Next year's memberships e) Net Revenue (deficit) or surplus: The dollar value from the last "Line" in the "Actual" column on the Statement of Estimated Revenues & Expenditures. Total Liabilities and Net Revenue (deficit) or surplus: Add Part 2 lines a to e. NOTE: Total Assets Value equals Total Liabilities and Net Revenue Value. January 2015 12 -18 Organization Name: BALANCE SHEET as of December 31, 2014 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015 - December 31, 2014 for financial dollars) ( *Financial information — Fiscal Year prior to Grant Request) Part 1- ASSETS a) Cash Balance $ b) Investments $ c) Accounts Receivable $ d) Accounts Receivable — Fed. Gov't HST $ e) Inventory Supplies $ f) Prepaid Expenses $ g) Capital Assets $ TOTAL ASSETS'., j $ ParU: LIABILITIES a) Accounts Payable $ b) Accounts Payable — Fed. Gov't HST $ c) Loans $ d) Deferred Revenue $ e) Net Revenue (deficit) or surplus $ TOTAL LIABILITIESr & NET; REUENUE`(OEFICIT) $ _ OR SURPLUS - Prepared by: Position with Organization: Date Completed (DD /MM /YYYY): January 2015 2 -19 COMMUNITY GRANT APPLICATION Declaration and Acceptance of Conditions Organization Name: Address In the event that the funds allocated are not used for the services, event or project as described in the application, or if there are misrepresentations in the application, the amount of the financial assistance will be payable forthwith to the Municipality. 2. If there are any changes in the funding of the services, event or project from that contemplated in the application, the Municipality will be notified of such changes through the Community Services Department. 3. The applicant will make or continue to make attempts to secure funding from other sources, external to the Municipality of Clarington. 4. The applicant will keep proper books of accounts of all receipts and expenditures, relating to the services, event or project described in the application. 5. The applicant will retain and make available for inspection by the Municipality or its auditors all records and books ,of accounts of the Organization upon request from the Municipality, (which may be made within two years of the grant award). 6. If the services, event or program proposed in the applicant's application are not commenced, or are not completed and there remain municipal funds on hand, or if the services, event or project are completed without requiring the full use of the municipal funds, such funds will be returned to the Municipality. 7. The applicant agrees that the services, event or project shall not be represented as a Municipal service, event or program, without prior approval and that the applicant does not have the authority to act as an agency of the Municipality in any way, the only relationship being that the Municipality has approved and granted financial assistance to the applicant. 8. The applicant agrees to provide the Municipality a year end summary confirming the financial assistance provided by the Municipality was used for the services, event or project as described in their application. Failure to provide such documentation will rule them ineligible for further financial assistance under this program. 9. The Grant Recipient shall indemnify and hold harmless the Municipality of Clarington against any claims, costs, causes of action, fines or any other losses or other penalties the Municipality of Clarington suffers related to the giving and usage of the grant to the grant recipient. Date of the Executive Meeting at which the making of this o Minutes of Executive Meeting attached application was approved (DD /MM /YYYY): We certify that, to the best of our knowledge, the information provided herein is accurate and complete and is endorsed by the Organization, which we represent. Name: Name: Title: Title: Date (DD /MM /YYYY): Date (DD /MM /YYYY): January 2015 12 -20 2015 Master List of Grant Applicants Organization Appl. # Date Received First name Last name Request Receipt 2014 2015 Request Comments 2015 Receipt Brow nsdale Community Centre 15 -01 February 23, 2015 Paul Brownell $5,000.00 $3,000.00 $5,000.00 Hampton Community Association 15 -02 February 27, 2015 Amanda Townson $3,000.00 $3,000.00 $3,000.00 Kendal Community Centre 15 -03 February 27, 2015 Alli Strutt $2,500.00 $3,000.00 $3,000.00 Newtonville Community Hall 15 -04 February 20, 2015 Yvonne Stefanin $5,000.00 $3,000.00 $3,000.00 Orono Town Hall 15 -05 February 18, 2015 Bev Donald $5,000.00 $3,000.00 $3,000.00 Solina Community Centre 15 -06 February 27, 2015 Herb Tink $2,500.00 $3,000.00 $3,000.00 Tyrone Community Centre 15 -07 February 27, 2015 Joanne Skinner $5,000.00 $3,000.00 $5,000.00 Bowmanville Santa Claus Parade 15 -08 February 20, 2015 Allison Dart $0.00 $0.00 $3,000.00 Pride Durham 15 -09 February 26, 2015 Dan Caudle $0.00 $0.00 $3,000.00 CSD- 004 -15 2.3 Architectural onservatory of 15 -10 February 4, 2015 Grant Humes $5,000.00 $3,000.00 $5,000.00 Newcastle Village and District 15 -11 February 26, 2015 Myno Van Dyke $1,500.00 $1,500.00 $2,500.00 Music Night in the Hark 15 -12 February 27, 2015 Betty Stapleton $0.00 $0.00 $1,000.00 Clarington Concert Band 15 -13 February 27, 2015 Colin Rowe $0.00 $0.00 $1,200.00 The Driftwood Theatre Group 15 -14 February 28, 2015 Julianne Snepsts $1,500.00 $1,000.00. $3,000.00 Great ana ian own Ban I d Festival 15 -15 February 27, 2015 David Climenhage $0.00 $0.00 $2,500.00 Lakeshore New Horizons Band 15 -16 January 30, 2015 Ronald Christianson $750.00 $750.00 $750.00 Performing Arts Collective of Clarinaton 15 -17 February 27, 2015 Michael Khashmanian $0.00 $0.00 Withdrawn Newcastle Village Concerts 15 -18 February 25, 2015 Lorraine Forget $750.00 $750.00 $750.00 CSD- 004 -15 2.2 Newcastle Art Show Inc. 15 -19 February 27, 2015 Ann -marie Harley $5,000.00 $2,500.00 $5,000.00 Bowmanville Gardens llotment 15 -20 February 24, 2015 William Heathcote $500.00 $500.00 $500.00 Bowmanville Ecology Garden 15 -21 February 25, 2015 Vincent Powers $1,500.00 $500.00 $500.00 Bowmanville Horticultural Rnriptv 15 -22 February 11, 2015 Peggy Darch $500.00 $500.00 $500.00 Newcastle Horticultural Society 15 -23 February 11, 2015 Darlene Sullivan $500.00 $500.00 $500.00 Orono Horticultural Society 15 -24 February 24, 2015 Aimie Harris $700.00 $500.00 $600.00 t wmanvi e Creek 15 -25 February 16, 2015 Dave Lawson $0.00 $0.00 $3,000.00 CSD- 004 -15 2.3 12-21 Organization Appl. # Date Received First name Last name Request R201 pt ce 2015 Request Comments 2015 Receipt Bethesda House 15 -26 February 27, 2015 Jaki Mackinnon $0.00 $0.00 $500.00 Big Brothers and Sisters o Claronaton 15 -27 February 27, 2015 Darlene Brown $5,000.00 $5,000.00 $5,000.00 Feed the Need Durham 15 -28 February 27, 2015 Julien LeBourdais $3,000.00 $3,000.00 $5,000.00 Lions Club of Courtice 15 -29 February 6th, 2015 Jack Fisher $0.00 $0.00 $3,681.00 CSD- 004 -15 2.2 u e s Place 3upport Resource Centre for Women & 15 -30 February 24, 2015 Carol Barkwell $0.00 $0.00 $5,000.00 The Gathering Place 15 -31 February 25, 2015 Isabel Peat $4,500.00 $4,000.00 $4,000.00 The Learning Disabilities Association of Peterborough 15 -32 February 25, 2015 Shari Davis $2,000.00 $2,000.00 Withdrawn Withdrawn due to closure of Clarin ton office Bethesda Cemetery Board 15 -33 February 26, 2015 Lee Skinner $5,000.00 $750.00 $5,000.00 Bowmanville Figure sting Club 15 -34 February 26, 2015 Jennifer McCarthy $4,000.00 $1,500.00 $5,000.00 Clarington Swim Club 15 -35 February 24, 2015 Lynsey Rivest $0.00 $0.00 $5,000.00 Oshawa Camaros Baton Club 15 -36 February 27, 2015 LeeAnn Wilson $0.00 $0.00 $5,000.00 CSD- 004 -15 2.3 Home Base Durham 15 -37 January 29, 2015 Judy Mead $5,000.00 $2,500.00 $3,800.00 Bowmanville & District Navy 15 -38 February 26, 2015 Ronald Cooke $0.00 $0.00 $3,000.00 Soper Valley Model Railroad Assoc 15 -39 February 18, 2015 Bill Harford, Jr. $4,000.00 $750.00 $3,000.00 12 -22 2015 Master List of Sponsorship Opportunities Attachment 3 to CSD- 004 -15 Organization Appl. # Date Received First name last name 2014 2014 2015 Request Comments Newcastle District Chamber o 15 -S1 February 20, 2015 Marilia Hjorngaard $250.00 $250.00 $1,860.00 CSD- 004 -15 3.0 Concerts in the Park (Bowmanville) 15 -S2 March 9, 2015 Brian Purdy $1,000.00 $1,000.00 $1,000.00 CSD- 004 -15 3.0 Orono Agricultural Society 15 -S3 February 27, 2015 Todd Graves $5,000.00 $5,000.00 $5,000.00 CSD- 004 -15 3.0 Courtice Multisport Series 15 -S4 February 26, 2015 Derrick McKay $1,000.00 $1,000.00 Withdrawn Cancellation of 2015 event Orono Town Hall 15 -S5 March 25, 2015 Sharon McCartney $500.00 $500.00 $500.00 CSD- 004 -15 3.0 Community Living Oshawa/ Clarington 15 -S6 April 8, 2015 Terri Gray $500.00 $500.00 $500 - $10,000 CSD- 004 -15 3.0 12 -23 Attachment 4 to CSD- 004 -15 Municipality of Clarington Summary of Grant Information Applicant Organization: Brownsdale Community Centre Application #: 15 -01 Date Received: February 23, 2015 Contact Name: Paul Brownell The primary programs / services of the Organization are: • Provide a facility for Clarington residents to hold birthday parties, weddings, family get - togethers, and a meeting space for local organizations (e.g.. Girl Guides) Description of the program / service / event that the funding will be used for: The Hall Board has been upgrading the premises over the past 3 years in order to make it more desirable for the community to rent. This coming year we have plans to replace the outdated kitchen cupboards and the countertops which need to be updated to provide a sanitary food preparation surface. Additionally the kitchen requires a dishwasher. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Kitchen cupboard upgrade • Painting • Dishwasher Financial Summary: 12 -25 2014 2015 Revenue $ 17,111.45 $ 18,721.38 Expenses $ 17,390.07 $ 21,600.00 Net ($ 278:62) ($ 2,878.62) Grant j$ 3,000:00 _:: $ 5-000.00 Final Net $ 2,721.38 $ 2,121.38 12 -25 Organization Name: Brownsdale Community Centre BALANCE SHEET as of December 31, 2014 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015 - December 31, 2014 for financial dollars) ( *Financial information — Fiscal Year priorto Grant Request) Part 1: ASSETS Cash Balance $4,898.70 Investments $ Accounts Receivable $ Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $ Capital Assets $ TOTAL ASSETS .$4,898.70 Part.2: LIABILITIES Accounts Payable $1,950.00 Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ Net Revenue (deficit) or surplus $2,721.38 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $4,671.38 Prepared by: Donna Taylor / Paul Brownell Position with Organization: Treasurer/ Chairman Date Completed (DD /MM /YYYY ): 17/02/2015 lf! M- Municipality of Clarington Summary of Grant Information Applicant Organization: Hampton Community Association Application #: 15 -02 Date Received: February 27, 2015 Contact Name: Amanda Townson . The primary programs / services of the Organization are: • Hall rental space for local organizations (e.g.. Beaver /Scouts) • Community events Description of the program / service / event that the funding will be used for: The requested funds will be used to help offset the operating costs through office supplies, professional services and personnel costs. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Office Supplies • Professional services • Personnel Costs Financial Summary: 12 -27 2014 2015 Revenue $ 12,984.32. $ 14,799.91 Expenses $ 11,684.41 $ 15,400.00 Net $ 1,299.91 ($ 600.09) Grant: $ :3;000 00 ° 11 $ :3;0.00.00 Final Net $ 4,299.91 $ 2,399.91 12 -27 Municipality of Clarington Summary of Grant Information Applicant Organization: Kendal Community Centre Application #: 15 -03 Date Received: February 27, 2015 Contact Name: Alli Strutt The primary programs / services of the Organization are: • Facility rental space • Community activities • Annual dances, country market day Description of the program / service / event that the funding will be used for: The requested funds will be used to help to pay the utility and heating bills and other operating expenses. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Hydro and Fuel costs Financial Summary: 12 -29 2014 2015 Revenue $ 22,960.00 $ 27,410.00 Expenses $ 23,550.00 $ 32,600.00 Net ($ '590.00) ($ 5,190.00) Grant _ $ .3,000 OQ '- _ $ 3;000 O0_ Final Net $ 2,410.00 ($ 2,190.00) 12 -29 Municipality of Clarington Summary of Grant Information Applicant Organization: Newtonville Community Hall Application #: 15 -04 Date Received: February 20, 2015 Contact Name: Yvonne Stefanin The primary programs / services of the Organization are: • Community events • Hall rentals • Programs for seniors Description of the program I service I event that the funding will be used for: The requested funds will be used to assist with operational costs of the hall. The Hall Board has made a decision to apply proceeds from events to the renovation-of the kitchen. This renovation is required and will take many years of fundraising to achieve its goal. The grant is necessary to cover the ongoing and increasing costs of the Community Hall and will help cover expenses such as re- finishing the floors, heating, hydro and water. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Flooring (re- finishing) • Hydro • Water Financial Summary: 12 -31 2014 2015 Revenue $ 9,170.32 $ 12,817.29 Expenses $ 7,553.03 $ 8,860.00 Net $ 1,617.29 $ 3,957.29 &,000,. - Final Net $ 4,617.29 $ 6,957.29 12 -31 Municipality of Clarington Summary of Grant Information Applicant Organization: Orono Town Hall Application #: 15 -05 Date Received: February 18, 2015 Contact Name: Bev Donald The primary programs / services of the Organization are: • Community group meetings • Community events • Social events Description of the program / service / event that the funding will be used for: The requested funds will be used to paint the interior space of the Hall, replace broken tables and chairs and to replace lost / stolen table linens. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Tablecloths • Tables • Chairs Financial Summary: 12 -33 2014 2015 Revenue $ 28,315.00 $ 34,379.00 Expenses $ 21,936.00 $ 23,850.00 Net $ 6,379.00 $1 0,529.00 Grant. -: _ - '$,3.000.00 ; .. $ 3;000 001 Final Net $ 9,379.00 $ 13,529.00 12 -33 Municipality of Clarington Summary of Grant Information Applicant Organization: Solina Community Centre Application #: 15 -06 Date Received: February 27, 2015 Contact Name: Herb Tink The primary programs / services of the Organization are: • Meeting space for local groups • Sport events • Tennis court and playground Description of the program / service / event that the funding will be used for: The requested funds will be used to cover the cost of yearly snow plowing and the ever rising cost of utilities. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Snow plowing • Utilities Financial Summary: 1 2 =35 2014 2015 Revenue $ 41,288.13 $ 44,860.67 Expenses $ 38,927.46 $ 43,800.00 Net $ 2,360.67 $ 1,060.67 Grant ` = $. 3,000 00 ` $ 3,OQ0.00 Final Net $ 5,360.67 $ 4,060.67 1 2 =35 Municipality of Clarington Summary of Grant Information Applicant Organization: Tyrone Community Centre Application #: 15 -07 Date Received: February 27, 2015 Contact Name: Joanne Skinner The primary programs / services of the Organization are: • Rental space for community fundraising events • Rental space for weddings, funerals and family functions • Community dances Description of the program I service / event that the funding will be used for: Due to the always increasing Hydro Bills and Oil bills, we would appreciate any possible financial assistance that could be provided which would continue to allow the Tyrone Community Centre to be an important part of Tyrone. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Carpeting for stage • Countertop for bar Financial Summary: 12 -37 2014 2015 . Revenue $ 66,879.41 $ 57,777.00 Expenses $ 52,101.88 $ 55,550.00 Net $ 14,777.53 $ 2,227.00 Grant: $ 3,'00G. OQ Final Net $ 17,777.53 $ 7,227.00 12 -37 Organization Name: Tyrone Community Centre BALANCE SHEET as of December 31, 2014 'Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015 - December 31, 2014 for financial dollars) ( *Financial information — Fiscal Year priorto Grant Request) Part 1: ASSETS Cash Balance $15,164.32 Investments $ Accounts Receivable $ Accounts Receivable — Fed..Gov't HST $ Inventory Supplies $ Prepaid Expenses $2,539.89 Capital Assets $7,387.53 TOTAL ASSETS $25,091.74 Part 2: LIABILITIES Accounts Payable $4,500.00 Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ Net Revenue (deficit) or surplus $20,591.74 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $25,091.74 Prepared by: Joanne Skinner Position with Organization: Treasurer Date Completed DD /MM /YYYY : 18/02/2015 12 -38 Municipality of Clarington Summary of Grant Information Applicant Organization: Bowmanville Santa Claus Parade Application #: 15 -08 Date Received: February 20, 2015 Contact Name: Allison Dart The primary programs / services of the Organization are: • To provide a fun Santa Claus parade for the entire community Description of the program / service / event that the funding will be used for: The requested funds will be used to refurbish the Santa Claus Float. The reindeer and Santa's sleigh are made of fibreglass and are falling apart and need a new paint job. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Refurbish and paint items on floats Financial Summary: 12 -39 2014 2015 Revenue $ 15,583.00 $ 14,680.00 Expenses $-16,903.00 $ 19, 815.00 Net ($ 1,320.00) ($ 5,135.00) Grant:..: _ $ = .00: Final Net ($ 1,320.00) ($ 2,135.00) 12 -39 Municipality of Clarington Summary of Grant Information Applicant Organization: Pride Durham Application #: 15709 Date Received: February 26, 2015 Contact Name: Dan Caudle The primary programs / services of the Organization are: • Promote and engage in educational, civic, and cultural activities in order to enrich the lives of gay, lesbian, bisexual and transgender people and the community • Provide Durham Region with its own LGBT Pride events Description of the program/ service / event that the funding will be used for: To produce and host an event in Clarington where members of the LGBTQ community can gather with members of their community and allies in a setting geared towards Pride, while also giving a chance to show the diversity of this community to other constituents in the Municipality of Clarington in a positive and inclusive environment. This program also helps youth struggling with orientation know they are not alone, there are programs available to them. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Hall rental • Bartender • Food • Decoration • DJ /Lighting • Advertising Financial Summary: 12 -41 2014 2015 Revenue, $ 14,497.75 $ 32,158.94 Expenses $ 11,323.81 $ 34,300.00 Net $ 3,173.94 ($ 2,141.06) Grant . , ,. $ 00 - Final Net $ 3,173.94 $ 858.94 12 -41 Municipality of Clarington Summary of Grant Information Applicant Organization: Architectural Conservancy of Ontario - Clarington Branch Application #: 15 -10 Date Received: February 4, 2015 Contact Name: Grant Humes The primary programs / services of the Organization are: • Doors Open Clarington • Establishment of Camp 30 Foundation • ACO Heritage Events Description of the program / service / event that the funding will be used for: Doors Open Clarington will occur on Saturday, June 13, 2015. The provincial theme for Doors Open Ontario is "Sport & Recreation" in honour of the 2015 Pan American Games. To link with this theme, we have an exciting and interesting blend of site locations featuring north central Clarington and specifically the villages of Leskard and Kirby. We have confirmed Canadian Tire Motorsport Park as our premiere site. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Support Doors Open Clarington • Registration. with Ontario Heritage Trust • Brochures and other printing • Event day expenses • Event advertising Financial Summary: 12 -43 2014 2015 Revenue $ 4,777.45 $ 5,079.94 Expenses $ 6,012.51 $ 9,754.00 Net ($ 1,235.06) ($ 4,674.06) Grant.. - $_ 3OQQ 00_'- =: $ 5,OQ0:00. Final Net $ 1,764.94 $ 325.94 12 -43 Organization Name: Architectural Conservancy of Ontario — Clarington Branch BALANCE SHEET as of December 31, 2014 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015 - December 31, 2014 for financial dollars) ( *Financial information — Fiscal Year prior to Grant Request) Part. 1: ASSETS Cash Balance $4,054.42 Investments $ Accounts Receivable $ Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $ Capital Assets $ TOTAL ASSETS $41054.42 Part 2: LIABILITIES Accounts Payable $375.00 Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ Net Revenue (deficit) or surplus $3,679.42 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $4,054.42 Prepared by: Grant Humes Position with Organization: Treasurer Date Completed DD /MM /YYYY): 02/02/2015 12 -44 Municipality of Clarington Summary of Grant Information Applicant Organization: Newcastle Village and District Historical Society Application #: 15 -11 Date Received: February 26, 2015 Contact Name: Myno Van Dyke The primary programs / services of the Organization are: • Historical presentations • Drop in historical assistance • Building preservation award • Annual newsletter • Historical document retention Description of the program / service / event that the funding will be used for: The requested funds will be used to assist the society in carrying out its important mission as a resource for historical information about individuals, families, homes, places of worship, businesses that make up the rich fabric of Newcastle and District's past. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Rent • Equipment/Supplies • Newsletter Financial Summary: 12 -45 2014 2015 Revenue $ 3,327.46 $ 3,243.07 Expenses $ 4,134.39 $ 5,215.00 Net ($ 806.93) ($ 1,971.93) Grant. = $ 15b0;00" =- $ - 2;500,00' - Final Net $ 693.07 $ 528.07 12 -45 Municipality of Clarington Summary of Grant Information Applicant Organization: Music Night in the Park (Newtonville) Application #: 15 -12 Date Received: February 27, 2015 Contact Name: Betty Stapleton The primary programs I services of the Organization are: • Weekly summer night concerts in the park • All ages, free events Description of the program / service / event that the funding will be used for: The requested funds will be used to hire musical groups to perform summer concerts in Ina Brown Parkette. The concerts are held on Sunday nights during the summer months free of charge for all ages and are enjoyed by many. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Entertainment Financial Summary: 12 -47 2014 2015 Revenue $ 4,128.00 $ 3,376.15 Expenses $ 3,251.85 $ 3,560.00 Net $ 876.15 ($ 183:85) Grant $. .::0.0. Final Net $ 876.15 $ 816.15 12 -47 Municipality of Clarington Summary of Grant Information Applicant Organization: Clarington Concert Band Application #: 15 -13 Date Received: February 27, 2015 Contact Name: Colin Rowe The primary programs / services of the Organization are: • Musical concerts & parades • Volunteer / Community hours for students • Mentoring of students pursuing studies in music at the post- secondary level Description of the program / service / event that the funding will be used for: Production on April 18, 2015 of a spring concert as a musical "Salute to the British Isles" with guest conductor, the renowned Canadian composer and arranger, Mr. Bobby Herriot. The program will feature compositions by Mr. Herriot with solo performances by Donna Lajeunesse from the CBC "Sound of Music" reality show and Fr. Paul Massel (from the Toronto Production of Phantom of the Opera). As an added bonus, there will Joe a musical tribute to Scotland accompanied by Bagpipes and Drums., The Organization intends to use the 2015 Community Grant Funds in the following manner: • Hotel accommodations for guest conductor • Hall rental • Guest performers Financial Summary: 12 -49 2014 2015 Revenue $ 9,353.47 $ 9,775.77 Expenses $ 13,247.70 $ 11,865.00 Net ($ 3,894.23) ($ 2,089.23) Grant = $. 00 `` _ _ $ 12Q0 00 Final Net ($ 3,894.23) ($ 889.23) 12 -49 Municipality of Clarington Summary of Grant Information Applicant Organization: The Driftwood Theatre Group Application #: 15 -14 Date Received: February 28, 2015 Contact Name: Julianne Snepsts The primary programs / services of the Organization are: • Bard's Bus Tour Performance of "Shakespeare's Will" July 12th in Bowmanville • Bard's Bus Tour Performance of "Shakespeare's Will" August 12th in Courtice Description of the program / service / event that the funding will be used for: The Driftwood Theatre Group is presenting "Shakespeare's Will" at the Visual Arts Centre on July 12 and August 12th at Tooley's Mill Park in Courtice. This is an outdoor, professional theatre production that is offered to the residents of Clarington for a "pay - what- you -can" admission, with no minimum contribution to attend. This removes two of the most significant barriers to experiencing theatre - distance and cost - by bringing live theatre directly to residents. Support from the Municipality would cover a portion of the costs of bringing the show to Clarington, helping us in our mission to make live theatre more accessible to audiences across Ontario. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Artist fees (actors, crew, stage manager etc.) Financial Summary: 12 -51 2014 2015 Revenue $289,321.00 $338,553.00 Expenses $302,573.00 $341,553.00 Net ($ 13,252.00) ($3,000.00 3;000.00 Final Net ($ 12,252.00) $0 12 -51 Municipality of Clarington Summary of Grant Information Applicant Organization: Great Canadian Town Band Festival Application #: 15 -15 Date Received: February 27, 2015 Contact Name: David Climenhage The primary programs / services of the Organization are: • Brings alive Canada's musical heritage through concerts by our professional heritage brass band Description of the program / service / event that the funding will be used for: Our heritage brass band, known as the Orono Cornet Band is made up of some of the finest professional brass musicians from the GTA. We recreate a town brass band of the "Confederation" era. The group performs period Canadian music on original 19th century brass instruments. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Compensation for 12 musicians and director • Concert overhead expenses Financial Summary: 12 -53 2014 2015 Revenue $ 2,362.00 $ 4,094.00 Expenses $ 768.00 $ 5,174.00 Net $ 1,594.00 ($ 1,080.00) Grant $ 00 `. $ 500-.00: Final N& t $ 1,594.00 $ 1,420.00 12 -53 Municipality of Clarington Summary of Grant Information Applicant Organization: Lakeshore New Horizons Band Application #: 15 -16 Date Received: January 30, 2015 Contact Name: Ronald Christianson The primary programs / services of the Organization are: • Teach adults music theory and instrumentation • Public performance in our community Description of the.program / service / event that the funding will be used for: The requested funds would be used to assist in the purchase of sheet music, percussion equipment and to support the overall program. The Organization intends to use the-2015 Community Grant Funds in the following manner: • Sheet music • Program support • Percussion equipment Financial Summary: 12 -55 2014 2015 Revenue $ 25,816.25 $ 20,136.64 Expenses $ 18,429.61 $ 20,536.64 Net $ 7,386.64 ($ 400.00) Grant: Final Net $ 8,136.64 $ 350.00 12 -55 Municipality of Clarington Summary of Grant Information Applicant Organization: Performing Arts Collective of Clarington Application #: 15 -17 (Withdrawn) Date Received: February 27, 2015 Contact Name: Michael Khashmanian The primary programs /services of the Organization are: • Promoting performing arts Description of the program / service / event that the funding will be used for: The requested funds will be used towards securing a performance space within Clarington on a short term basis, such that theatre & musical productions can be hosted. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Theatre productions • Facilities rental • Website development Financial Summary: 12 -57 2014 2015 Revenue $ .00 $ 1,500.00 Expenses $ .00 $ 5,100.00 Net $0 ($ 3,600.00; Grant .: _ - $ 00 - $ withdrawn Final Net $0 $0 12 -57 Municipality of Clarington Summary of Grant Information Applicant Organization: Newcastle Village Concerts Application #: 15 -18 Date Received: February 25, 2015 Contact Name: Lorraine Forget The primary programs / services of the Organization are: • We organize weekly free concerts throughout the summer in the Newcastle Community Hall Parkette Description of the program / service / event that the funding will be used for: The requested grant funds will be used to supplement the funding we obtain through sponsorships provided by 15 Newcastle local businesses and organizations. The Newcastle Community Hall provides sponsorship "in kind" by allowing the concerts to use the Hall at no charge when it rains, if the hall is available. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Advertising - posters, flyers. • Advertising Sandwich board • Bottled water, postage • Entertainment Financial Summary: 12-59 2014 2015 Revenue $ 3,124.60 $ 3,089.96 Expenses $ 3,784.64 $ 3,789.00 Net ($ 660.04) ($ 699.04) 75.0-00 : _ = $ :750 00: Final Net $ 81, $ 50.96 12-59 Municipality of Clarington Summary of Grant Information Applicant Organization: Newcastle Art Show Inc. Application #: 15-19. Date Received: February 27, 2015 Contact Name: Ann -marie Harley The primary programs / services of the Organization are: • Promotion of local artists • Classes, workshops, camps, drama programs taught by local artists • Attraction of over 8,000 annual visitors to the gallery and art shows Description of the program / service / event that the funding will be used for: The funds will be used to offset some of the expenses incurred to produce the annual summer art show. Specifically increased advertising and better event management. This 8th year of the art show will bring even more visitors to Clarington, which has seen as many as 5,000 attend in the past. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Advertising • Musical entertainment • Facility rental • Equipment rental • Decor • Clean -up, miscellaneous • Administrative support, software, tickets Financial Summary: WaS 2014 2015 Revenue $148,718.00 $164,941.00 Expenses $153,077.00 $168,755.00 Net ($ 4,359.00) ($ 3,814.00) G ran, .` : _ _ _. _ $ 2,500.00 $ . S,D00 00 . Final Net ($ 1,859.00) $ 1,186.00 WaS Organization Name: Newcastle Art Show Inc. BALANCE SHEET as of December 31, 2014 'Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015 - December 31, 2014 for financial dollars) ('Financial information — Fiscal Year prior to Grant Request) Part 1: ASSETS Cash Balance $(4,301.00) Investments $ Accounts Receivable $13,684.00 Accounts Receivable — Fed. Gov't HST $1,589.00 Inventory Supplies $1,150.00 Prepaid Expenses $2,425.00 Capital Assets $73,677.00 TOTAL ASSETS $88,224.00 - Part 2: LIABILITIES Accounts Payable $56,385.00 Accounts Payable — Fed. Gov't HST $(60.00) Loans $117,799.00 Deferred Revenue $(84,041.00) Net Revenue (deficit) or surplus $(1,859.00) TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $88,224.00 Prepared by: Ann -marie Harley Position with Organization: Chair / President Date Completed (DD /MM /YYYY ): 03/03/2015 12 -62 Municipality of Clarington Summary of Grant Information Applicant Organization: Bowmanville Gardens Allotment Application #: 15 -20 Date Received: February 24, 2015 Contact Name: William Heathcote The primary programs / services of the Organization are: • Provide a garden plot to any interested gardener • Promote wellness through healthy produce • Promote family and social activities Description of the program / service / event that the funding will be used for: Our goal is to provide Clarington residents the opportunity to grow their own food in an environmentally friendly setting. We strive to promote healthy outdoor activity and promote wellness in general through the consumption of pesticide free produce. We also provide a setting for family activity and social interaction. The Organization intends to use the 2015 Community Grant Funds .in the following manner: • Insurance Premium Financial Summary: 12 -63 2014 2015 Revenue $ 3,785.00 $ 3,632.89 Expenses $ 1,822.11 $ 1,822.11 Net $ 1,962.89 $ 1,810.78 Grant $ 500 0'0 : $ X00,00 ` Final Net $ 2,462.89 $ 2,310.78 12 -63 Municipality of Clarington Summary of Grant Information Applicant Organization: Bowmanville Ecology Garden Application #: 15 -21 Date Received: February 25, 2015 Contact Name: Vincent Powers The primary programs / services of the Organization are: • Area to grow vegetable gardens • Tools and fenced in area • Knowledge and place for learning and physical activity Description of the program / service / event that the funding will be used for: Provide seeds, plants, tools, water and a library to individuals and organizations. Support local residents who would like to learn and grow their -own food. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Plants • Seeds • Tools • Water Barrels • Fertilizer Financial Summary: 12 -65 2014 2015 Revenue $ 360.00 $ 670.00 Expenses $ 790.00 $ 1,090.00 Net ($ 430.00) ($ 420.00) Grant,_;: $ : 500.00:_ $ 50Q.00; Final Net $ 70.00 $ 80.00 12 -65 Municipality of Clarington Summary of Grant Information Applicant Organization: Bowmanville Horticultural Society Application #: 15 -22 Date Received: February 11, 2015 Contact Name: Peggy Darch The primary programs / services of the Organization are: • Beautify the Municipal Administrative Centre and Library planters with seasonal plantings four times a year • Continue to weed and restore the heritage flower gardens at the Clarington Museum • Support horticultural related projects such as seeds for Waverley Public School garden project Description of the program / service / event that the funding will be used for: Members volunteer each year to help beautify the Municipal Administrative Centre and Library by keeping the planters and surrounding beds filled with seasonal plantings four times each year. We also weed and continue to help restore the heritage flower gardens at the Clarington Museum. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Planting materials Financial Summary: UVEM 2014 2015 Revenue $ 4,762.00 $ 4,715.00 Expenses $ 4,997.00 $ 5,290.00 Net ($ 235.00) ($'575.00) :500.00: $ :500 00 Final Net $ 265.00 ($ 75.00) UVEM Municipality of Clarington Summary of Grant Information Applicant Organization: Newcastle Horticultural Society Application #: 15 -23 Date Received: February 11, 2015 Contact Name: Darlene Sullivan The primary programs / services of the Organization are: • Educational speakers on horticulture subjects • Planting of community gardens • Plant sales and community lunches Description of the program / service / event that the funding will be used for: The funds will be used to purchase plants for the gardens at the Community Hall in Newcastle, the Library and cemetery. They will also be used for the purpose of promoting horticulture at our meetings where we have speakers as well as flower and vegetable competitions. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Plants • Meeting expenses Financial Summary: 'U:S'7 2014 2015 Revenue $ 7,900.00 $ 4,181.00 Expenses $ 9,274.00 $ 5,260.00 Net ($ 1,374.00) ($ 1,079.00) Grant 500 .0,0 `: $ 500.00: Final Net ($ 874.00) ($ 579.00) 'U:S'7 Municipality of Clarington Summary of Grant Information Applicant Organization: Orono Horticultural Society Application #: 15 -24 Date Received: February 24, 2015 Contact Name: Aimie Harris The primary programs / services of the Organization are: • Planting & maintaining gardens in Orono • Providing education to our community • Outreach (youth) for our community Description of the program / service / event that the funding will be used for: We will purchase flowers, soil, fertilizer & mulch to beautify Buttercup Hollow Park, the Library, downtown, cenotaph and Clarke Museum gardens. We will be hiring professional guest speakers to provide education for our community as well as floral workshops. We will provide prizes for floral, vegetable & photography competitions, and the Orono Fair. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Flowers & plants • Soil & mulch • Guest speakers • New project supplies • Christmas Parade expenses • Seeds & bulbs • Signage Financial Summary: 12 -71 2014 2015 Revenue $ 14,861.00 $ 20,539.00 Expenses $ 4,999.00 $ 6,070.00 Net $ 9,862.00 $ 14,469.00 Grant = $ _;500 00 : = $ °:600 00 ` Final Net $ 10,362.00 $ 15,069.00 12 -71 Municipality of Clarington Summary of Grant Information Applicant Organization: Bowmanville Creek Conservation Group Application #: 15 -25 Date Received: February 16, 2015 Contact Name: Dave Lawson The primary programs / services of the Organization are: • Bowmanville Creek clean -ups • Streambank stabilization projects • Bypass channel maintenance • Fisheries management Description of the program / service / event that the funding will be used for: We will coordinate clean -ups of the Bowmanville Creek, streambank stabilization projects, bypass channel maintenance and fisheries management. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Planting to stop erosion • Debris clean -up materials • Fisheries management & purchasing a fish counter Financial Summary: 12 -73 2014 2015 Revenue $ .00 $ 1,165.00 Expenses $ 735.00 $ 3,000.00 Net- ($ 735.00) ($ 1,835.00) Grant $ :00 $ .3;000.O Final Net ($ 735.00) $ 1,165.00 12 -73 Municipality of Clarington Summary of Grant Information Applicant Organization: Bethesda House Application #: 15 -26 Date Received: February 27, 2015 Contact Name: Jaki Mackinnon The primary programs / services of the Organization are: • Secure shelter and outreach support to victims of domestic violence • Programs and supports for female and male youth Community education on domestic violence, healthy relationships and related topics Description of the program / service / event that the funding will be used for: The funds will be used to cover costs associated with the 2015 Clarington Community Christmas Celebration, a free, inter - generational, indoor holiday event collaboratively co- hosted by Clarington groups and not - for = profit agencies. Participating agencies contribute personnel to staff the event, and supplies, however due to the growth of the event over the past 2 years, funds are being requested for additional supplies and to cover the cost of clean -up of the donated facility (Clarington Beech Centre) after the event. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Facility Cleaning • Activity Supplies Financial Summary: 12 -75 2014 2015 Revenue $906,993.00 $923,297.00 Expenses $906,993.00 $923,297.00 Net $0 $0 Grant <. - $ 00 - -: $ 500..00` Final Net $0 $ 500.00 12 -75 Municipality of Clarington Summary of Grant Information Applicant Organization: Big Brothers and .Sisters of Clarington Application #: 15 -27 Date Received: February 27, 2015 Contact Name: Darlene Brown The primary programs / services of the Organization are: • Traditional Match Programs • In School Mentoring Program • Big Bunch Group and Champions of Change Programs Description of the program / service / event that the funding will be'used for: This grant will enable us to continue to respond to the needs of our community, while providing a mentor to all children in need as we currently have 28 children on our waitlist with many more waiting for our School Based Programs. It will support our Traditional Match program which provides one on one mentors to children for 3 - 4 hours per week. These mentors provide friendship, guidance, support and one on one attention which helps develop a positive outlook while increasing the child's level of self esteem. Our qualified staff member screens /trains each program volunteer and supports /monitors each match, ensuring that National Child Safety Standards are met. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Traditional Match Program Wage Expenses Financial Summary: 12 -77 2014 2015 Revenue $261,538.00 $292,549.00 Expenses $271,145.00 $302,156.00 Net ($ 9,607.00) ($ 9,607.00) ran 5,000.00 Final Net ($ 4,607.00) ($ 4,607.00) 12 -77 Organization Name: Big Brothers and Sisters of Clarington BALANCE SHEET as of December 31, 2014 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015 - December 31, 2014 for financial dollars) ( *Financial information — Fiscal Year prior to Grant Request) Part 1: ASSETS Cash Balance $(28,463.00) Investments $ Accounts Receivable $4,110.00 Accounts Receivable — Fed. Gov't HST $3,271.00 Inventory Supplies $ Prepaid Expenses $ Capital Assets $198,487.00 TOTAL ASSETS $177,405.00 Part 2: LIABILITIES Accounts Payable $8,219.00 Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ Net Revenue (deficit) or surplus $169,186.00 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $177,405.00 Prepared by: Darlene Brown Position with Organization: Executive Director Date Completed DD /MM/YYYY): 23/02/2015 12 -78 Municipality of Clarington Summary of Grant Information Applicant Organization: Feed the Need Durham Application #: 15 -28 Date Received: February 27, 2015 Contact Name: Julien LeBourdais The primary programs I services of the Organization are: • Ensuring that low income people in Clarington have access to fresh, nutritious fruits, vegetables & other perishable food • Ensuring that low income people in Clarington have access to a variety of non- perishable food items • Ensuring that low income people in Clarington have access to non -food items (e.g. baby diapers, personal hygiene products) Description of the program I service I event that the funding will be used for: Feed the Need in Durham provides an essential service to 9 food banks, shelters, pantries, and social service agencies in Courtice, Bowmanville & Newcastle, giving them a variety of food, both perishable (fruits, vegetables, milk, yogurt) and non- perishable as well as non -food items (baby diapers, personal hygiene items, soap, paper products)., The funding will help us maintain this service and operate a warehouse and two trucks (one of them refrigerated) so we can continue to safely supply food needed by thousands of people in Clarington. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Warehouse Rent • Warehouse Manager wages • Power costs • Delivery & Pick -Up costs Financial Summary: 12-79 2014 2015 Revenue $443,310.64 $400,942.40 Expenses $440,368.24 $418,400.00 Net $ 2,942.40 $17,457.60) Grant .00 Final Net $ 2,942.40 ($ 12,457.60) 12-79 Organization Name: Feed the Need Durham BALANCE SHEET as of December 31, 2014 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year..(i.e. Grant request year is -2015 - December 31, 2014 for financial dollars) ( *Financial information — Fiscal Year prior to Grant Request) Part 1: ASSETS Cash Balance $110,925.95 Investments $ Accounts Receivable $2,886.91 Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $19,458.32 Capital Assets $86,769.36 TOTAL ASSETS $220,040.54 Part 2: LIABILITIES Accounts Payable $16,844.64 Accounts Payable — Fed. Gov't HST $(6,500.64) Loans $ Deferred Revenue $70,986.61 Net Revenue (deficit) or surplus $138,709.9.3 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS. $220,040.54 Prepared by: Julien LeBourdais Position with Organization: Executive Director Date Completed DD /MM /YYYY): 27/02/2015 HPAM111 Municipality of Clarington Summary of Grant Information Applicant Organization: Lions Club of Courtice Application #: 15 -29 Date Received: February 6th, 2015 Contact Name: Jack Fisher The primary programs / services of the Organization are: • Vision screening of students in kindergarten • Effective speaking programs for schools • Support local food banks and local sports teams Description of the program / service / event that the funding will be used for: The requested funds will be used to purchase vision screening equipment to test students in kindergarten & grade one classes in eight Courtice schools. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Mobile screener - refractor • Near /distant perception test • Stereo fly -depth perception testing Financial Summary: 12 -81 2014 2015 Revenue $ 11,620.00 $ 14,385.00 Expenses $ 9,065.00 $ 13,960.00 Net $ 2,555.00 $ 425.00 Grant - $ 00 _ $ .3;681.00:; ; Final Net $ 2,555.00 $ 4,106.00 12 -81 Organization Name: Lions' Club of Courtice BALANCE SHEET as of December 31, 2014 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015 - December 31, 2014 for financial dollars) ( *Financial information — Fiscal Year prior to Grant Request) Part 1: ASSETS Cash Balance $3,307.00 Investments $ Accounts Receivable $ Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $ Capital Assets $ TOTAL ASSETS $3,307.00 Part 2: LIABILITIES Accounts Payable $ Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ Net Revenue (deficit) or surplus . $3,307.00 .TOTAL LIABILITIES & NET REVENUE (DEFICIT), OR SURPLUS $3,307.00 Prepared by: J A Fisher Position with Organization: Assistant Treasurer Date Completed (DD /MM /YYYY): 26/02/2015 12 -82 Municipality of Clarington Summary of Grant Information Applicant Organization: Luke's Place Support & Resource Centre for Women & Children Application #: 15 -30 Date Received: February 24, 2015 Contact Name: Carol Barkwell The primary programs / services of the Organization are: • Family Law Support services and safety planning • Group Support sessions and Family Law workshops • Specialized resources and online reference manuals Description of the program / service / event that the funding will be used for: Luke's Place will develop two new family law information workshops as well as revise existing workshops to ensure the materials are current and reflective of today's reality.' Women are often unaware of their legal rights, unable to present evidence of abuse effectively, overwhelmed by the family court process and documentation requirements. Family court outcomes for abused women who are unrepresented are inadequate at best and life threatening at worst. Both the new and revised workshops will provide essential information as the women move toward independent, violence -free lives. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Workshop conductor wages • Promotion & registration support • Childcare, transportation • Honoraria • Supplies, refreshments Financial Summary: 12 -83 2014 2015 Revenue $549,003.00 $526,737.00 Expenses $564,799.00 $555,536.00 Net ($ 15,796.00) ($28,799.00) Grant. 04 $ :5,000 00; Final Net ($ 15,796.00 ) ($ 23,799.00) 12 -83 Organization Name: Luke's Place Support & Resource Centre for Women & Children BALANCE SHEET as of December 31., 2014 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015 - December 31, 2014 for financial dollars) ( *Financial information — Fiscal Year priorto Grant Request) Part 1: ASSETS a) Accounts Payable a) Cash Balance $139,994.34 b) Investments $20,549.42 c) Accounts Receivable $ d) Accounts Receivable — Fed. Gov't HST $16,812.61 e) Inventory Supplies $ f) Prepaid Expenses $8,982.64 g) Capital Assets $1,452.99 TOTAL. ASSETS $187,792.00 Part 2: LIABILITIES a) Accounts Payable $2,035.54 b) Accounts Payable — Fed. Gov't HST $ c) Loans $ d) Deferred Revenue $118,471.33 e) Net Revenue (deficit) or surplus $67,285.13 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $187,792.00 Prepared by: Carol Barkwell Position with Organization: Executive Director Date Completed DD /MM/YYYY): 18/02/2015 12 -84 Municipality of Clarington Summary of Grant Information Applicant Organization: The Gathering Place Application #: 15 -31 Date Received: February 25, 2015 Contact Name: Isabel Peat The primary programs / services of the Organization are: -,Community meals at no cost • Fellowship, relationship building, community connections, social skills development Description of the program / service / event that the funding will be used for: We provide meals at no cost served with dignity and compassion to anyone who is in need and / or is interested in building healthy relationships and connections with the people in our community. Our future goal is to purchase skill building educational materials to be able to offer education and support for basic social skills and other life skills. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Food • Table supplies, decorations • Dishes, paper products • Take -out containers • Custodial costs Financial Summary: 12 -85 2014 2015 Revenue $ 12,405.58 $ 20,136.83 Expenses $ 7,868.75 $ 11,350.00 Net $ 4,536.83 $ 8,786.83 Granfi $ 4,000.00 $ 4 ooa. - Final Net $ 8,536.83 $ 12,786.83 12 -85 Organization Name: The Gatherinq Place BALANCE SHEET as of December 31, 2014 Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2.015 - December 31, 2014 for financial dollars) ( *Financial information — Fiscal Year priorto Grant Request) Part 1: ASSETS Cash Balance $8,668.99 Investments $ Accounts Receivable $ Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $ Capital Assets $ TOTAL ASSETS $8,668.99 Part 2: LIABILITIES Accounts Payable $ Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ Net Revenue (deficit) or surplus $8,536.83 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $8,536.83 Prepared by: June Zwier / Isabel Peat Position with Organization: Co -chair / Secretary Date Completed DD /MM /YYYY : 23/02/2015 Municipality of Clarington Summary of Grant Information Applicant Organization: The Learning Disabilities Association of Peterborough Application #: 15 -32 (Withdrawn) Date Received: February 25, 2015 Contact (dame: Shari Davis The primary programs / services of the Organization are: • Technology for Learning Development Program • Resource Facilitation, information sharing, support • Job-Fit Program, job preparedness Description of the program / service / event that the funding will be used for: This application has been withdrawn due to the closure of the organization's satellite office in Clarington due to cited lack of demand for service and resources. Funding from the Municipality will support some programming costs for our Technology for Learning Development Program; including family subsidies for struggling families, tutor travel to tutoring locations throughout Clarington, and volunteer recruitment as well as training. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Travel • Program resources and supplies • Professional fees • Insurance • Volunteer recruitment and training resources Financial Summary: 12 -87 2014 2015 Revenue $ 49,560.00 $ 54,986.00 Expenses $ 54,089.00 $ 57,786.00 Net ($ 4,529.00) ($ 2,800.00) $ withdrawn Final Net ($ 2,529.00) $0 12 -87 Municipality of Clarington Summary of Grant Information Applicant Organization: Bethesda Cemetery Board Application #: 15 -33 Date Received: February 26, 2015 Contact Name: Lee Skinner The primary programs / services of the Organization are: • Selling of burial plots /niches • Provide internment services • Provide a Decoration Day service Description of the program / service / event that the funding will be used for: The requested funds will be used to continue to repair /restore old white-tablets monuments in the older section of the cemetery. Our goal is to preserve these monuments for as many years as possible. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Monument Repairs Financial Summary: 12 -89 2014 2015 Revenue $ 48,581.88 $ 41,049.97 Expenses $ 30,181.91 $ 29,060.00 Net $ 18,.399.97 $ 11,989.97 ;Grant $ 750..00 ` $ 5,000:0`: Final Net $ 19,149.97 $ 16,989.97 12 -89 Organization Name: Bethesda Cemetery Board BALANCE SHEET as of December 31, 2014 Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015 - December 31, 2014 for financial dollars) ( *Financial information — Fiscal Year priorto Grant Request) Part 1: ASSETS Cash Balance. $18,399.97 Investments $80,000.00 Accounts Receivable $ Accounts Receivable — Fed. Gov't HST $450.00 Inventory Supplies $ Prepaid Expenses $1,248.00 Capital Assets $ TOTAL ASSETS $100,097.97 Part 2: LIABILITIES Accounts Payable $375.00 Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue' $ Net Revenue (deficit) or surplus $19,149.97 TOTAL LIABILITIES & NET REVENUE (DEFICIT) OR SURPLUS $19,524.97 Prepared by.* Ralph Werry Position with Organization: Secretary / Treasurer Date Completed (DD /MM/YYYY ): 25/0212015 12 -90 Municipality of Clarington Summary of Grant Information Applicant Organization: Bowmanville Figure Skating Club Application #: 15 -34 . Date Received: February 26, 2015 Contact Name:. Jennifer McCarthy The primary. programs / services of the Organization are: • Pre - Canskate, Can -skate programs • Star Skate programs • Competitive Skate programs Description of the program / service / event that the funding will be used for: The requested funds will be used to implement the "Uplifter" program for easier online registration and to recover a deficit from the operation of a summer program. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Uplifter start up costs • Cost recovery for summer program Financial Summary: 12 -91 2014 2015 Revenue $140,232.17 $156,519.21 Expenses $135,832.96 $150,185.00 Net $ 4,399.21 $ 6,334.21 Grant'. $ 1,5Q0.00'. $ 5,000..+30 Final Net $ 5,899.21 $ 11,334.21 12 -91 Organization Name: Bowmanville Figure Skating Club BALANCE .SHEET as of December 31, 2014 *Please note this portion of the application is only required for requests of $3;001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015 - December 31, 2014 for financial dollars) ( *Financial information — Fiscal Year priorto Grant Request) Part 1 ASSETS Cash Balance $62,986.79 Investments $27,777.08 Accounts Receivable $1,441.23 Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $182.24 Capital Assets $ TOTAL ASSETS $923387.34 Part 2: LIABILITIES Accounts Payable $9,821.86 Accounts Payable — Fed. Gov't HST $ Loans $82,565.48 Deferred Revenue $ Net Revenue (deficit) or surplus $ TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $92,387.34 Prepared by: Jennifer Ogle Position with Organization: Treasurer Date Completed DD /MM /YYYY : 27/02/2015 WC10Ya Municipality of Clarington Summary of Grant Information Applicant Organization: Clarington Swim Club Application #: 15 -35 Date Received: February 24, 2015 Contact Name: Lynsey Rivest The primary programs / services of the Organization are: • Learn to swim fundamentals (one on one learn to swim instruction) • Pre - Competitive Swimming • Competitive & Masters Swimming Description of the program / service / event that the funding will be used for: These funds will be used to pay for pool time. Pool time is the most crucial and expensive aspect of our program. To run our programs effectively and efficiently we require enough pool time to meet the needs of our membership and this is one of our biggest expenses. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Pool Rental Fees Financial Summary: 12 -93 2014 2015 Revenue $195,244.00 $272,266.00 Expenses $209,678.00 $261,220.00 Net ($ 14,434.00) $11,046.00 Grant :: $ 00 ' 0a $ 5,000.0a Final Net ($ 14,434.00) $ 16,046.00 12 -93 Organization Name: Clarington Swim Club BALANCE SHEET as of July 31, 2014 *Please note this portion of the application is only required for requests of $3,009.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015 - December 31, 2014 for financial dollars) ( *Financial information — Fiscal Year prior to Grant Request) Part 1: ASSETS Cash Balance $77,745.00 Investments $ Accounts Receivable $8,022.00 Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $ Capital Assets $ TOTAL ASSETS $85,767.00 Part 2: LIABILITIES Accounts Payable $18,601.00 Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $81,600.00 Net Revenue (deficit) or surplus $(14,434.00) TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $85,767.00 Prepared by: Michael Patrick Position with Organization: Treasurer Date Completed (DD /MM /YYYY): 31/07/2014 12 -94 Municipality of Clarington Summary of Grant Information Applicant Organization: Oshawa Camaros Baton Club Application #: 15 -36 Date Received: February 27, 2015 Contact Name: LeeAnn Wilson The primary programs / services of the Organization are: • Baton twirling lessons - primarily in Clarington school gyms Description of the program / service / event that the funding will be used for: Through our programs we promote health and fitness as well as strong community involvement while developing team spirit and strong self- esteem. The requested funds will be used to purchase uniforms / track suits and will assist with coaching fees. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Uniforms / track suits • Coaching fees . Financial Summary: 12 -95 2014 2015 Revenue $ 47,656.16 $ 40,008.86 Expenses $ 55,647.30 $ 55,450.00 Net ($ 7,991.14) ($15,441.14) Grant Final Net ($ 7,991.14) ($ 10,441.14) 12 -95 Organization Name: Oshawa Camaros Baton Club BALANCE SHEET as of December 31, 2014 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015 - December 31, 2014 for financial dollars) ( *Financial information Fiscal Year prior to Grant Request) Part 1: ASSETS Cash Balance $7,063.17 Investments $ Accounts Receivable $2,287.08 Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $ Capital Assets $ TOTAL ASSETS $9,350.25 Part 2: LIABILITIES Accounts Payable $ Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ Net Revenue (deficit) or surplus $(7,991.14) TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $(7,991.14) Prepared by: Michelle Bretherick Position with Organization: President Date Completed DD /MM /YYYY : 04/03/2015 12 -96 Municipality of Clarington Summary of Grant Information Applicant Organization: Home Base Durham Application #: 15 -37 Date Received: January 29, 2015 Contact Name: Judy Mead The primary programs / services of the Organization are: • Multisport gym program including adapted cardio, ball skills, sportsmanship, social skills • Swim session including adapted aquafit • Arts program including adapted music, visual arts and drama / improv offerings Description of the program / service / event that the funding will be used for: Our activities provide relief to Clarington families living in isolation due to the challenges of supporting an adult with Autism. In 2015 we will continue to focus on expanding our membership, activities and schedule to encourage greater participation. The Organization intends to use the 2015 Community-Grant Funds in the following manner: . • Facilitator fees • Venue rentals • Insurance premium • Postage, printing Financial Summary: 12 -97 2014- 2015 Revenue $ 4,634.30 $ 8,394.00 Expenses $ 2,140.08 $ 8,850.00 Net $ 2,494.22 ($ 456.00) Grant $ 2; 500:00 $ 3'; $00:00; Final Net $ 4,994.22 $ 3,344.00 12 -97 Organization Name: Home Base Durham BALANCE SHEET as of December 31, 2014 Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015 - December 31, 2014 for financial dollars) ( *Financial information — Fiscal Year priorto Grant Request) Part 1: ASSETS Cash Balance $5,050.27 Investments $ Accounts Receivable $ Accounts Receivable — Fed. Gov't HST $54.00 Inventory Supplies $ Prepaid Expenses $120.00 Capital Assets $ TOTAL ASSETS $5,224.27 Part 2: LIABILITIES Accounts. Payable $210.05 Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $20.00 Net Revenue (deficit) or surplus $4,994.22 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $5,224.27 Prepared by: Howard Smith Position with Organization: Treasurer Date Completed DD /MM /YYYY : 16/01/2015 12 -98 Municipality of Clarington Summary of Grant Information Applicant Organization: Bowmanville & District Navy League Application #: 15 -38 Date Received: February 26, 2015 Contact Name: Ronald Cooke The primary programs /services of the Organization are: • Free Sea Cadet program for Youth • Sailing • Other Recreational activities Description of the program / service / event that the funding will be used for: The requested funds will be used to promote and recruit Sea Cadets and Navy League volunteers via advertising our youth program in the Metroland Online Media through the purchase of a 12 article bundle. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Marketing Package Financial Summary: 12 -99 2014 2015 Revenue $ 40,819.81 $ 62,979.49 Expenses $ 24,640.32 $ 56,500.00 Net $ 16,179.49 $ 6,479.49 Grant $ ; - 00 $.. 3;000.00:: Final Net $ 16,179.49 $ 9,479.49 12 -99 Municipality of Clarington Summary of Grant Information Applicant Organization: Soper Valley Model Railroad Assoc Application #: 15 -39 Date Received: February 18, 2015 Contact Name: Bill Harford Jr. The primary programs / services of the Organization are: • Weekly member meetings • Annual Model Train Show and Spring Flea Market • Host open house for Village Harvest Festival, Santa Claus Parade and local schools Description of the program / service / event that the funding will be used for: The requested funds will be used to off -set the rental costs for the Association for hall rental, and hall or school rental for Annual Fall Show and Spring Flea Market. To assist with the insurance coverage for liability and equipment. To purchase materials to complete upper level of display layout, supplies include lumber, plywood, track and switches, as well as materials for scenery. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Hall rental for Association • Hall rental for flea market • School rental for model train show • Construction materials • Liability /equipment insurance Financial Summary: 12 -101 2014 2015 Revenue $ 13,780.55 $ 11,445.55 Expenses $ 13,385.00 $ 13,150.00 Net $ 395.55 ($ 1,704.45) Grant 3;000 00 Final Net $ 1,145.55 $ 1,295.55 12 -101 Municipality of Clarington Summary of Sponsorship Opportunity Applicant Organization: Newcastle & District Chamber of Commerce Application #: 15 -S1 Date Received: February 20, 2015 Contact Name: Marilia Hjorngaard The primary programs / services of the Organization are: • Home & Lifestyle Show • September Fall Showcase Description of the program / service / event that the funding will be used for: The requested funds will be used to pay for the rental of the facilities where the Chamber holds events such as, shows and member driven events for the community. The Organization intends to use the 2015 funds in the following manner: • Newcastle Arena • Newcastle Community Hall • Newcastle & District Recreation Complex Financial Summary: 12 -103 2014 _- ......_ -.... 2015 Revenue $ 22,651.35 $ 36,859.31 Expenses $ 19,092.04 $ 31,900.00 Net $ 3,559.31 $ 4,959.31 Grant $ 00. $ 1*' 860 Final Net $ 3,559.31 $ 6,819.31 12 -103 Municipality of Clarington Summary of Sponsorship Opportunity Applicant Organization: Concerts in the Park (Bowmanville) Application #: 15 -S2 Date Received: March 9, 2015 Contact Name: Brian Purdy The primary programs / services of the Organization are: • Free concerts in Rotary Park (Bowmanville) Description of the program / service / event that the funding will be used for: The requested funds will offset the costs of one of the 12 concerts in the summer 2015 Concerts in the Park lineup. The Organization intends to use the 2015 funds in the following manner: • Entertainment • Promotion, posters, signage Financial Summary: 12 -105 2014 2015 Revenue $ 11,000.00 $ 11;000.00 Expenses $ 12,000.00 $ 12,000.00 Net ($ 1,000.00) ($ 1,000.00) Grant 1000.00 $ .1;000 00= Final Net $0 $0 12 -105 Municipality of Clarington Summary of Sponsorship Opportunity Applicant Organization: Orono Agricultural Society Application #: 15 -S3 Date Received: February 27, 2015 Contact Name: Todd Graves The primary programs / services of the Organization are: • Orono Fair • Canada Day (Garnet B. Rickard Recreation Complex) • Agricultural promotion and education Description of the program/ service / event that the funding will be used for: To provide the residents of Clarington the opportunity to come together to celebrate Canada Day in a free, accessible and family - friendly environment. To honour the men and women of our armed forces, both past and present. To celebrate the 50th anniversary of our national flag. The Organization intends to use the 2015 funds in the following manner: • Fireworks • Cake • Entertainment • Memorabilia Financial Summary: 12 -107 2014 2015 Revenue $ 5,600.00 $ 44,700.00 Expenses $ 21,500.00 $ 37,000.00 Net ($ 15,900.00) $ 7,700.00 Grant 5;000: Final Net ($ 10,900.00) $ 12,700.00 12 -107 Organization Name: Orono Agricultural Society BALANCE SHEET as of November 30, 2014 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2014 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2015 - December 31, 2014 for financial dollars) ( *Financial information — Fiscal Year priorto Grant Request) Part 1.; ASSETS Cash Balance $180,229.00 Investments $ Accounts Receivable $717.00 Accounts Receivable — Fed. Gov't HST $' Inventory Supplies $ Prepaid Expenses $19,257.00 Capital Assets $200,792.00 TOTAL ASSETS $400,995.00 Part 2: LIABILITIES Accounts Payable $1,729.00 Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ Net Revenue (deficit) or surplus $399,266.00 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $4001995.00: Prepared by: Todd Graves Position with Organization: President Date Completed (DD /MM/YYYY): 30/11/2014 12 -108 Municipality of Clarington Summary of Sponsorship Opportunity . Applicant Organization: Courtice Multisport Series Application #: 15 -S4 (Withdrawn) Date Received: February 26, 2015 Contact Name: Derrick McKay The primary programs / services of the Organization are: • Family focused triathlon for ages 3 to adults of any age Description of the program / service / event that the funding will be used for: This application has been withdrawn due to the recent decision to restructure and refocus their organization. The requested funds will be used to specifically offset pool and other venue related costs on race day and additional marketing materials to promote the event. The Organization intends to use the 2015 funds in the following manner: • Pool Rental Fees • Marketing /Print and Web Financial Summary: Up=i1'1 2014 2015 Revenue $ 20,220.90 $ 18,890.90 Expenses $ 18,830.00 $ 13,918.00 Net $ 1,390.90 $ 4,972.90. . Grant $ 4;,00.00 ;:$ withdrawn Final Net $ 2,890.90 $0 Up=i1'1 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: April 20, 2015 Report Number: COD - 009 -15 Resolution: File Number: CL2015 -7 By -law Number: Report Subiect: Boundary Road Rehabilitation Recommendations: 1. That Report COD - 009 -15 be received; 2. That Coco Paving Incorporated with a total bid amount of $432,992.72 (net H.S.T. Rebate) being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2015 -7 be awarded the contract for Boundary Road Rehabilitation as required by the Municipality of Clarington, Engineering Department; 3. That the total funds required in the amount of $476,000.00 (net HST Rebate) including construction cost of $432,992.72 and $43,007.28 contingency be drawn from the following account: Boundary Road Rehabilitation 110 -32- 330 - 83435 -7401 $ 476,000.00 4. That all interested parties listed in Report COD - 009 -15 and any delegations be advised of Council's decision. 14 -1 Municipality of Clarington Report COD - 009 -15 Report Overview To request authorization from Council to award the contract for Boundary Road Rehabilitation as required by the Municipality of Clarington's Engineering Department. 1. Background Tender specifications were provided by Engineering Department for Boundary Road Rehabilitation. Tender #CL2015 -7 was prepared and posted on the Municipality of Clarington's website. Notification of the availability of the document was posted on the Ontario Public Buyer's Association website and the Daily Commercial News. Nine (9) companies registered as downloading the document. The Tender closed Wednesday, April 1, 2015. 2. Boundary Road Rehabilitation Six (6) tenders were received in response to the tender call. Bids were reviewed and tabulated (see Attachment 1). All submissions were deemed to be compliant. After review and analysis of the bid the Engineering Department and Purchasing Services mutually agreed that the low bidder, Coco Paving Inc. be recommended for the award of contract CL2015 -7 for Boundary Road Rehabilitation work as required by the Municipality (see Attachment 2). Coco Paving Inc. has completed several projects for the Municipality of Clarington in the past. 3. Financial and Budget Considerations The total project cost of $ 476,000.00 includes the construction costs of $432,992.72 (net H.S.T. Rebate), the total bid from Coco Paving Inc., and project contingency of $43,007.28 net H.S.T. Rebate). Boundary Road Rehabilitation $ 476,000.00 110 -32- 330 - 83435 -7401 4. Concurrence This report has been reviewed by Tony Canella, Director of Engineering Services, and concurs with the recommendations. 14 -2 fq Municiparity of Clarington Report COD - 009 -15 Page 3 5. Conclusion It is respectfully recommended that Coco Paving Inc. with the lowest compliant bid of $432,992.72 (net H.S.T. rebate) be awarded the contract for Boundary Road Rehabilitation as per Tender CL2015 -7. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: ( ,/f /� J- Reviewed by: Marie Marano, H.B. Sc., C.M.O. Director, of Corporate Services Nancy Tay/lbr, BB�(; 'CPA, CA., Director of Finance/Treasurer 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 Attachment 2 - Memo from Engineering List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. MM /DF /sm /cb 14 -3 Municipality of Clarington Attachment 1 to )ort COD - 009 -15 Municipality of Clarington SUMMARY OF BID RESULTS Tender CL2015 -7 BOUNDARY ROAD REHABILITATION Bidder Total Bid (net HST Rebate) Totad with HST-:included) Coco Paving Inc. $432,992,72 $480,819.35 Brennan Paving& Construction $499,667.29 $554,858.53 Ashland Paving Ltd. $505,200.39 $561,366.54 Dekeyser Excavating Ltd. $526,393,.08 $584,536.34 All Services Inc. $759.569.20 $819,116.66 Blackstone Paving Construction Limited $809,642.67 $899,072.54 14 -4 Attachment 2 to !Report COD - 009 -15 Ll'1.L"l1/1�� TO: David Ferguson, Purchasing Manager FROM: Ron Albright, Manager, Infrastructure and Capital Works DATE: April 9, 2015 RE: Boundary Road Rehabilitation CL2015 -7 The Engineering Services Department has reviewed the submissions for CL2015 -7 and offers the following comments. The project includes the rehabilitation of Boundary Road between Highway 35 and Highway 115 at the north limit of the Municipality. The scope of work includes .pulverizing the - existing surface treatment and placing -new hot mix -- asphalt: There is a section of full excavation that will increase the sight lines and improve safety. Based on past experience with this contractor, -we recommend award of the contract to Coco Paving Inc. in the amount of $480,819.35, inclusive of HST, or $432,992.72 net of HST rebate. Under the Boundary Road Agreement with the City of Kawartha Lakes, the Municipality of Clarington is responsible for maintaining Boundary Road between Highway 35 and Highway 115. Any capital expenditures in excess of $10,000 shall be shared 50/50 between the City of Kawartha Lakes and the Municipality of Clarington. Both municipalities have included this work in the 2015 capital budgets, and the funding was approved by both Councils. Upon completion of the project, the Municipality of Clarington will recover 50% of the total project costs from the City of Kawartha Lakes. A contingency amount of approximately 10% of construction costs is being carried. Therefore, including contingencies and net HST costs, the Engineering Department advises of the following contract cost breakdown. Funding for the project will come from the Boundary Road Rehabilitation account. 14 -5 Bridy and Gulvell CL '0'i ti- -1 April 10, : ?01; Construction Cost, Based on Low Bid (net of $ 432,992.72 HST Contingencies (net of HST) $ 43,007.28 Total Cost $ 476,000,00 Budget Amount Boundary Road Rehabilitation 110 -32- 330 - 83435 -7401 (2415) $ 476,000.00 Estimated Unexpended Budget $0.00 Additional Funding Required $0.00 H more aeiailea DreaKaown to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). Considering all costs, the project is within budget and the Engineering Dept recommends that the Purchasing Dept. move forward based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. Regards, Ron Albright, P, Eng. Manager, Infrastructure and Capital Works RA/sb /nl Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services Fred Horvath, Director of Operations Rosalie Brent, Manager of Accounting Services 14 -6 `Enniskillen 41, 51 L _5 e Les 9 .17 11, =3 I-- S I.-, M" e C�FOno i '� -� _ J; K 098083 Zb JOB-" 095063 Maple Grove_ 617 -./Z z BOVrtnaIMP e ' n 0 urrj e wms onvi -e. L DRAWN BY E. DATE: Fet% 26, 2015 Legend BRIDGE AND: CULVERT REPAIRS. 7-7 sssol-,, LOCATION PLAN CL20154 (gaELq9torl Bridge Repairs n= N.) C- C, .'D n. w O Unfinished Clarboolff Business (a) 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: April 20, 2015 Addendum to Report Number: PSD- 052 -14 Resolution Number: File Number: S -C- 2012 -0001 and ZBA 2012 -0008 By -law Number: Report Subject: Applications by 289143 Ontario Limited for a proposed draft plan of subdivision and rezoning to permit a 234 unit residential development Recommendations: 1. That Report PSD- 052 -14 be received; 2. That Addendum to Report PSD- 052 -14 be received; 3. That the application for the proposed Draft Plan of Subdivision, submitted by 289143 Ontario Limited to permit the development of 234 residential units be supported, with a revision to reduce the maximum number of medium and high density units from 160 to 140 subject to the conditions contained in Attachment 1 to Report PSD- 052 -14; 4. That the Zoning By -law Amendment application submitted by 289143 Ontario Limited be approved as contained in Attachment 3 to Addendum to Report PSD- 052 -14; 5. 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; 6. That the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD- 052 -14 and Council's decision; and 7. That all interested parties listed in Report PSD- 052 -14 and any delegations be advised of Council's decision. 18 -1 Municipality of Clarington Addendum to Report PSD- 052 -14 Page 2 Report Overview This addendum report is in response to the General Purpose and Administration Committee's motion to amend the draft by -law attached to PSD- 052 -14 by: 1. Deleting Section 1(f) — dealing with requirements for removal of the "(H) Holding prefix from the "R4 -38" zone. 2. Replacing the defined term "Apartment Units" with "High Density Units" and 3. Reducing the minimum number of apartment units from 70 to 40 This report discusses the implications of the requested revisions and recommends the passing of a revised Zoning By -law amendment. 1. Background 1.1. Recommendation Report PSD- 052 -14 (Attachment 1) was considered by the General Purpose and Administration Committee on September 22, 2014. During the meeting, the report was tabled until January 5, 2015. 1.2 Steven Zakem, Aird & Berlis LLP, and solicitor for the applicant, submitted a letter to the Municipality of Clarington on December 17, 2014 (Attachment 2). In his letter, Mr. Zakem requested 2 changes to the proposed Zoning By -law Amendment: 1. To reduce the number of apartment units from 70 to 40, and 2. To delete Section 1(f) of the Zoning By -law amendment which would require the construction of the footings and foundations of the high density /apartment building(s) prior to the constructing the townhouses. 1.3 The General Purpose and Administration Committee considered the request, and the delegation of Mr. Kevin Tunney, planning consultant for the applicant. A motion was introduced to implement Mr. Zakem's request, and further proposed that the defined term "Apartment Units" be replaced with the undefined term "High Density Units ". Specifically the motion proposed "the following changes: • Delete Section 1 (f); • Section 1a (ii) change "Apartment Units" to : "High Density Units "; and • Section 1 a (ii) change the minimum units from 70 to 40." The report together with this action was referred to March 9, 2015. Subsequent letters by Mr. Tunney requested the matter be deferred to April 20, 2015. 1.4 Drafting a Zoning By -law amendment for the medium /high density block is challenging since the developer cannot provide specific details on how the site is intended to be developed. The applicant is not a builder and will eventually sell the zoned block of land to a builder. Therefore the developer is seeking maximum flexibility for marketing purposes, while the objective of Planning Staff is to ensure that the goals of the Official Plan are met. 18 -2 Municipality of Clarington Addendum to Report PSD- 052 -14 e3 1.5 Only one resident appeared at the Public Meeting for the proposed "Eastvale" development. The large number of interested parties on this proposal is generally attributed to the joint Public Information Centre for the "Eastvale" development, and the "Prestonvale Heights" proposal for apartment units at the northwest corner of Prestonvale Road and Bloor Street. The sign -in sheet for the joint Public Information Centre, offered an option to check the applicable file of interest. Many residents who attended with concerns regarding the "Prestonvale Heights" application, requested to be notified of the "Eastvale" development as well. 2. Discussion The following sections provide a discussion on the revisions proposed by General Purpose and Administration Committee to the Zoning By -law amendment attached to PSD- 052 -14 (Attachment 2). 2.1 Replacing the defined term "Apartment Units" with "High Density Units" The Official Plan uses the term High Density as a ratio of the number of dwelling units permitted on a net developable hectare. The purpose of the Zoning By -law and the subject amendment is to prescribe specific permitted uses and regulations, reflective of the proposed development, while conforming to the Official Plan. The Zoning By -law does not currently define "High Density Units ". Density is a performance standard and not a type of dwelling unit. Zoning By -law 84 -63 specifically defines several types of dwellings and residential buildings. An Apartment building is one form of building that could provide high density units. In keeping with the form of Zoning By -law 84 -63, staff prefer to expand the list of permitted uses proposed for the subject lands by adding "Stacked Townhouse Dwelling "; "Long Term Care Facility "; and "Retirement Home" in addition to "Apartment Building ". This will offer some flexibility as requested by the developer. This will allow a future builder to use varied built forms subject to meeting the density and unit targets of the Official Plan as discussed in Section 3.3 of this report. The developer requested the addition of stacked townhouse units. However, the only way for a stacked townhouse project to meet the high density standard is to have underground parking. The other stacked townhouse projects in Clarington are medium density. The Big House proposal by H & H Properties was 37.5 units per hectare and Parkwood Village is 29.2 units per hectare. The applicant has agreed to the proposed uses contained in the proposed Zoning By -law in Attachment 3. 2.2 Phasing policy to require that the apartments be built concurrently with the townhouses A typical condition for approval of a draft plan of subdivision is the preparation of a phasing plan to the satisfaction of the Directors of Planning and Engineering Services. This condition provides for the sequential development of public streets and connections, and other municipal infrastructure such as parks. 18 -3 Municipality of Clarington Addendum to Report PSD- 052 -14 18 -4 4 This condition of approval does not address the phasing of a private block of land. Staff is concerned that this is a particularly large block and the applicant anticipates the townhouse units being constructed much earlier. Without a provision dealing with the phasing of the medium and high density block, the townhouse units could proceed independently. The delay in the construction of the high density units, could pose a significant risk to the feasibility of the high density component of the development if the developer has not completed the detailed designs for that phase of the development. The proposed concept plan illustrates the complexity of an amalgamated block. Delayed phasing of a project would also impact existing residents. The neighbourhood can be quite established, and many years later be disrupted with a major construction undertaking (i.e. impacts from noise, dust, construction traffic). If the design of the block has not been contemplated, many of the issues around phasing and impact to residents, road systems, etc. can't be identified at this time. These will be issues that will be left to a future Council will have to deal with. Figure 1: Applicant's concept Plan . _ i i "1 i ROAD H10ENI14Q BLOCK 78 �.��r 3 t �r j VV :� KK I (y - d5URItl4FI0orGando Apt . 1 ' t i DEN; PRCE lj "K 111 ���.'�,� t -- " f ('� `; � i • ' t _ a° j tt: '� ,...... —f �FlRERCUtE -- - • j � � 0�0 ' 41 ,• }v3� \ .) t •, f ('___' �a,_ - '�- -r --t r-- r----- ?— t— r— it -r-•1, ? >n;t., t V� vi '�.. -, �� - `'s' r- ,T I icN 11 l,'t .'.r "S:f,i,•,'t\ \� '�r? i 7.._ i �i' ' 1 I I ' HII OH EOIUM O.PNS�TY y,z %r`! 1 1 � ' � ?c j`Y J 3 I I !; ? t. �'I - I I {•. t i � I � 7 j �� � � I f I I I I 1 1 F ` 4 I `F 1 � / :i - -- RW7 --FEE E '-" i ' r r-i '-7' ! r�-•. 1 �, � ,., f. � � tl / t% = �,,�"- �r.....�- 1 :. I ?� 1 1 I I I I I I I �% - � � • 4 � � V :� � t �. :(t �F ':�• I ,t 1 I' 1 I I I I t I a, I;" j I /jh 'i^ r f. j�• .,f �`,1 I I I I t l I`t� f I i 9 f {t l } 'P ft J i, � � 1'.�? r.- ,J !r t.�.Y�f to.o t�.D, t0.o • 'e• � ■ ■ r } .: • 1� „1 � 3 • �Y i { } � ��� � I ;�2 Al, �O 69 68 87 66 65 6� ��,• � � °,� s`�_ �c j 1 ■ 10.0 as tc.a s.c •o.a ,o.o ;,.sr..` f 6 /0.3m RESER4E r ,} • /40 j ,..T f2ICl g.r- ¢ ¢ t / ' 38 j ■ % ? 4 4 ,45 46 41 4$ ,9 50:51 52 3 54 i I I �i ! ;o �','.;�` rr(4�1 ■ f 7i_ h1 / r .r-; • � i _ _. _ � _ .n _ _ I t .a�_ -i i�, t, :r _ .:� t t \ Municipality of Clarington Addendum to Report PSD- 052 -14 Page 5 In an effort to ensure the comprehensive development of the townhouse and apartment units at the same time, the original Zoning By -law amendment included as Attachment 2 to PSD- 052 -14 required the proponent to build footing and foundations for the apartment buildings at the same time, or prior to the building permit being issued for the medium density units. This was a mechanism to ensure that the medium and high density units would be built concurrently. It was not simply to have the foundations built and to sit for many years. Mr. Zakem and the proposed motion have have requested deletion of the policy that would prohibit removal of the Holding (H) symbol from the portions of the lands zone (H) R4 -38 to be used for link townhouse dwellings until the footing and foundation of the apartment building portion of the zone is completed. After discussions with the applicant's agent, staff have revised the by -law to provide more flexible conditions for the removal of the Holding symbol that would allow the construction of Block 75 to be phased. The block will eventually require site plan approval. Staff would require that the entire block be comprehensively designed for all of the proposed buildings, services, access and egress, etc. in order to receive site plan approval. At that time staff will have a better understanding of the proposed built form, site design and building program. Staff would work with the builder to ensure the orderly phasing of the development of the overall block. Some portion of the townhouses may be delayed until the later phase if the impacts on those residents are significant. The revised wording of the condition for removing the Holding symbol requires Council to be satisfied that the site plan agreement for Block 75 contains provisions with respect to phasing and construction of the units within the block to the satisfaction of the Directors of Planning and Engineering Services. 2.3 Reducing the number of apartment units The developer has requested that the number of apartment units be reduced for 70 to 40. According to the Region of Durham Official Plan the lands are within a Regional Corridor. Regional Corridors have a long term density target of 60 residential units per gross hectare; a floor space index of 2.5, and a variety of building forms being mid -rise and higher to be detailed in local Official Plans. The Clarington Official Plan currently designates the lands for both Medium and High Density Residential Development. The Official Plan also contains housing and population targets. Any reduction in the proposed high density units would be moving in the wrong direction. The proposed modification to reduce the number of apartment units on the subject lands is not supported by staff as the density and housing target would no longer comply with the policies of the Regional and Clarington Official Plans. Staff recommend limiting the medium density component of the site to 60 units and the high density component to 80 units, resulting in a lower overall density for the block from 160 units to 140. This still conforms to the current Medium and High Density Residential designations in the Official Plan. it= Municipality of Clarington Addendum to Resort PSD- 052 -14 Page 6 A minimum density of 80 units per hectare is required for the high density component of the development to conform with the Official Plan. In addition to a minimum density requirement, the number of the high density units is required to be between 70 and 80 units and the maximum height is 6 stories. The balance of the site could be used to build up to a maximum of 60 townhouse units. In order to meet the mix of medium density and high density required by the Official Plan, a provision has been added to restrict the townhouse units to 1.1 ha. Approximately one half of the site would be townhouses and the balance would be developed for apartments or other higher density forms. While the overall potential density of the site is lower, these provisions provide for a site density consistent with the Official Plan and a variety of housing types and tenure. It gives the builder flexibility to incorporate other housing forms provided the targets are met. 3. Concurrence Not Applicable 4. Conclusion Staff support the passing of a revised amendment to the Zoning By -law. It is respectfully recommended that draft Zoning By -law amendment be approved as presented in Attachment 3 of Addendum to Report PSD- 052 -14. 5. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Reviewed by: Div-id J. Crome, MCIP, RPP Franklin Wu, Director of Planning Services Chief Administrative Officer Staff Contact: Anne Taylor Scott, Planner II, 905 - 623 -3379 ext. 2414 or ataylorscott@clarington.net Attachments: Attachment 1 — Report PSD- 052 -14 Attachment 2 — Letter from S. Zakem, Aird & Berlis LLP, December 17, 2014 Attachment 3 — Revised Draft Zoning By -law Amendment List of interested parties to be notified of Council's decision is on file in the Planning Services Department. DJC /CP /ATS /SN /jp Municipality of Clarin Attachment 1 to Addendum to Report PSD-052-14 If this information is required in an alternate accessible format, please contact the Municipal Cletk at 905-623-3379 ext. 2102 ciffboolu Report Planning Services Meeting: General Purpose and Administration Committee Date: September 22, .2.014 Resolution: By =law; Report: PSD-052-14 File: S-C-2012-0001 & ZBA 2012-0008 Subject: Applications for proposed Draft Plan of Subdivision and Rezoning to permit 234 unit residential development ApPlicant! 289143 Ontario Limited Recommendations It is respectfully recommended that the General Purpose and Administration Committee Tecornmend to Council the following. a) That Report PSD452A4 be received; b) That the application for the proposed Draft Plan of Subdivision, submitted by 289143 Ontario Limited to permit the development of 234 residential units s be supported, subject to the conditions contained in Attachment 1 to Report PSD 052114; c) That the Zoning By"law Amendment application. submitted by 289143 Ontario Urnfted be approved as contained in Attachment 2 to Report PS' D-052-14; d) That once all condhions 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 he approved, e) That the Region of Durham Planning and Econorn, le Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-052-14 and Council's decision; and f.) That all interested parties listed in Report PSD-052-14 and any delegations be advised of CounciN decision. -000-1 Submitted by, David Crome, MCI P, RPP Director of Planning Services Reviewed by: Franklin'Aftj, Chief Administrative Officer NW = Municipality of Clarington Report PSD- 052 -14 Page 2 Report Overview A 234 unit draft plan of subdivision is recommended for approval. This greenfield development contains a mix of low, medium and high density units south of Bloor Street and east of Prestonvale Road in Courtice. A total of 0.67 ha of Robinson Creek valleylands will be dedicated to the Municipality, in addition to a 0.22 ha parkette block. The development will provide a diverse mix of housing options, and will assist the Region of Durham and the Municipality of Clarington in achieving population and housing targets in accordance with Growth Plan policies. Application Details 1. Owner /Applicant: 2. Agent: 3. Proposal: 4. Area: 289143 Ontario Limited Tunney Planning Inc. Proposed Draft Plan of Subdivision To allow the development of 234 residential units, including 74 single detached residential units, and a block able to accommodate up to 160 medium density (townhouse) and high density (apartment) units, an open space block and buffer, a parkette and roads. Rezoning To rezone the lands from the Agricultural (A) Zone to appropriate zones that permit the uses as presented in the draft plan of subdivision. 6.59 hectares 5. Location: Part of Lot 33, Concession 1, former Township of Darlington (southeast corner of Bloor Street and Prestonvale Road). Background 6. 289143 Ontario Limited submitted applications for a proposed draft plan of subdivision and rezoning on April 25, 2012 in order to develop a 7.16 hectare parcel of land in the Courtice urban area, just north of the South Courtice Arena. The limits of the subdivision have been reduced slightly to 6.59 hectares. 7. A public meeting was held on June 25, 2012, and a joint Public Information Centre was held on November 29, 2012 for the purposes of providing information and seeking input on the subject applications and applications by Prestonvale Heights Limited at the northwest corner of Prestonvale Road and Bloor Street. W.W.'] Municipality of Clarington Report PSD- 052 -14 Page 3 8. Since the original submission, the draft plan of subdivision has been revised as follows: • Excluded the municipally -owned road allowance between Lots 32 and 33, Concession 1. • Adjusted development limits based on an additional site visit to determine top -of -bank and limit of valleylands and woodlands. • Provided access to medium density block from local road (Street `A') to reduce conflicts along Prestonvale Road south of Bloor Street. • Adjusted unit mix as follows: 9. The applicant submitted the following studies in support of the application. These are summarized in this report: • Environmental Impact Study; • Traffic Impact Study; • Sustainability Letter; • Geotechnical Report; • Phase I Environmental Site Assessment; • Functional Servicing Report; • Stage 1, 2 & 3 Archaeological Assessment; and • Noise Assessment. • Medium High Density Density Residential Residential Low Density Residential Units Units Units Single detached units 15.0 m semi- detached Townhouse Apartment 9.3 m 10.0 m 11.3 m units units Units TOTAL Original 32 n/a 37 22 73 75 239 Application Recommended n/a 35 39 n/a 85 75 234 for approval 9. The applicant submitted the following studies in support of the application. These are summarized in this report: • Environmental Impact Study; • Traffic Impact Study; • Sustainability Letter; • Geotechnical Report; • Phase I Environmental Site Assessment; • Functional Servicing Report; • Stage 1, 2 & 3 Archaeological Assessment; and • Noise Assessment. • Municipality of Clarington Report PSD- 052 -14 Paqe 4 Land Characteristics and Surrounding Uses 10. The subject lands (Figure 1) are currently vacant and in agricultural production. A part of the Robinson Creek Valley system runs along the east side of the property. Figure 1: Aerial View of Site 11. The surrounding uses are as follows: North: Vacant land within the Courtice Urban Area; existing dwellings South: South Courtice Arena and Recreation Facility East: Robinson Creek and valley system West: Existing residential development and vacant lands designated and zoned for residential development, including a block for high density. 18 -10 Municipality of Clarington Report PSD- 052 -14 Page 5 Figure 2: Property Location Map Provincial Policy Provincial Policy Statement 12. Settlement areas shall be the focus of growth. Land use patterns shall be based on densities and a mix of land uses which efficiently use land, resources and infrastructure and other public services. A full range of housing types and densities are to be provided to meet the projected requirements of current and future residents of the regional market area. 13. The Provincial Policy Statement encourages a compact built form which supports the development of transportation systems that minimize the length and number of vehicle trips and also supports the development of viable choices and plans for public transit. Compact built form minimizes negative impact to air quality and climate change and promotes energy efficiency. 18 -11 Location Map (Courtice) NProperty a BLOOR STREET ROADWIDENNG MOCK79 " OPEN MCE MOCK?$ �� SUbjed y P Ste HGWMED(UM DENSITY HIGHOENSITY SLOCK76 ;AF -52—) BLOCK ROBINSON CREEK g VALLEY R 7'i w FUTURE �E PARK fy 3 74 73 T2 71 70 E8 67 68 65 61 63 o 0 62 � B O 3 STREET A' 61 Ig L) at SO m z Z 38 43 44 0 46 47 -101-11511152163 5a 59 0 . /yO �C 37 � � y /, 35 17 32 22 �v 1 31 30 29 2B 27 ffi 23 2a 23 58 2 3 STREET A' 55 O5 4 PARKEfTE 5 7 MOCK7a 8 9 10 11 12 13 14 15 18 17 10 19 p 21 Pa m•oe.c) SOUTH COURTICE RECREATION FACILITY ZBA 2012 -DDOO Figure 2: Property Location Map Provincial Policy Provincial Policy Statement 12. Settlement areas shall be the focus of growth. Land use patterns shall be based on densities and a mix of land uses which efficiently use land, resources and infrastructure and other public services. A full range of housing types and densities are to be provided to meet the projected requirements of current and future residents of the regional market area. 13. The Provincial Policy Statement encourages a compact built form which supports the development of transportation systems that minimize the length and number of vehicle trips and also supports the development of viable choices and plans for public transit. Compact built form minimizes negative impact to air quality and climate change and promotes energy efficiency. 18 -11 Municipality of Clarington Report PSD- 052 -14 Page 6 14. Healthy, active communities should be promoted by planning public streets, spaces and facilities to be safe, meet the needs of pedestrians, foster social interaction and facilitate active transportation and community connectivity. 15. Natural features and areas shall be protected for the long term. Development shall not be permitted in, or adjacent to, significant woodlands and valleylands unless it has been demonstrated that there will be no negative impacts. 16. The applications are consistent with the Provincial Policy Statement. Growth Plan for the Greater Golden Horseshoe 17. The Growth Plan requires municipalities to manage growth, and encourages the creation of complete communities that offer a mix of land uses, employment and housing options, high quality open space, and access to stores and services. Natural heritage features that complement, link or enhance natural systems shall be identified and protected. 18. The subject lands are identified as Greenfield area, and outside of the Built -up area. In greenfield areas, growth is to make efficient use of services and infrastructure and be compact and transit - supportive. Reducing dependence on the automobile through the development of mixed use, pedestrian - friendly environments contributes to achieving complete communities. 19. The Growth Plan requires municipalities to achieve a minimum density target that is not less than 50 residents or jobs per hectare in the designated greenfield area and is measured across the Region of Durham. The subject development would generate approximately 98 residents per hectare. 20. The applications conform to the objectives of the Growth Plan. Official Plans Durham Regional Official Plan 21. The Durham Regional Official Plan designates the subject lands as Living Area, with an indication of Key Natural Heritage and Hydrologic Features. Lands designated as Living Area permit the development of communities with defined boundaries, incorporating the widest possible variety of housing types, sizes and tenure. The natural environment, including Key Natural Heritage and Hydrologic Features, shall be given paramount consideration in light of their ecological functions and scientific, educational and health values. 22. Bloor Street is identified as a Type A Arterial Road and Prestonvale Road is a Type C Arterial Road. 23. Bloor Street is also identified as a Regional Corridor within the Courtice urban area limits. This designation was established to promote public transit ridership 18 -12 Municipality of Clarington Report PSD- 052 -14 Page 7 through well- designed developments that have a mix of uses at higher densities. Development shall be sensitive to urban design considerations and shall be oriented to the corridor, complemented by the consolidation of access points. 24. Regional Corridors shall have high density mixed use areas that support higher order transit services and pedestrian oriented development. A long term density target of 60 residential units per gross hectare and a floor space index of 2.5 is to be supported. The built form should include a wide variety of building forms, generally mid -rise in height with some higher buildings. 25. The subject applications conform to the Durham Regional Official Plan. Clarington Official Plan 26. In the Clarington Official Plan the subject lands are designated as Urban Residential with low, medium and high density residential. The land associated with the Robinson Creek are designated Environmental Protection Area. The lands are within the Bayview Neighbourhood, which has a population allocation of 4500 and a housing unit target of 1625, including 300 medium density units and 125 high density units. 27. The Environmental Protection Area designation reflects the location of the watercourse and valleylands along the east side of the property. Significant woodlands are also present on the subject lands leading to the requirement for an Environmental Impact Study. . 28. Bloor Street is a Type `A' Arterial and Prestonvale Road is a Type `C' Arterial. Arterial roads: • Provide full continuous movements; • Limit private access; • Provide for public transit vehicles and transit stops; • Provide sidewalks on both sides; and • Provide for cycling where possible. 29. The medium /high density block is part of a designated corridor. The Official Plan contains corridor - specific urban design policies to encourage a high quality public realm, connected and walkable orientation of buildings and to create a sense of place in keeping with the character of the neighbourhood. These policies are implemented through the Zoning By -law, and more substantially through Site Plan Controls. The urban design policies support: • Siting buildings near the street line to contribute to a sense of enclosure and a strong street edge; • Locating main building entrances close to the public sidewalk and main street, so that they are accessible and visible; 18 -13 Municipality of Clarington Report PSD- 052 -14 Page 8 • Enhancing the built environment with attention to massing, building articulation, architectural detail, the use of local materials and styles; and • Enhancing the pedestrian environment with awnings, pedestrian scale lighting, landscaping, benches and other street amenities. 30. The policies of Official Plan Amendment 77 encourage sustainable design by promoting energy efficiency and conservation, higher densities, efficient use of infrastructure, integration of transit and green development standards. 31. The applications conform to the Clarington Official ,Plan. Zoning By -law 32. Zoning By -law 84 -63 zones the subject lands Agricultural (A) Zone. A rezoning application is required to place the lands in appropriate zones to permit the development as shown on the proposed draft plan of subdivision. Summary of Background Studies Environmental Impact Study prepared by Niblett Environmental Associates Inc March 2012 and addenda dated November 12 2012 February 27 2013 June 10 2013 and October 2, 2013 33. A three - season Environmental Impact Study was completed in support of the applications. The Environmental Impact Study identified that the Robinson Creek and valley system fulfils the function of a local corridor for wildlife movement. Maintaining this corridor is very important in a highly fragmented landscape. Significant woodland communities are located within the valley system and are also recommended for protection. The development is well beyond any hazard limit associated with the watercourse and steep slopes and beyond the 30 meter buffer to Robinson Creek. 34. Following submission of the application and comments from the Central Lake Ontario Conservation Authority, a site visit was conducted to revisit the top -of- bank and development limit which resulted in a revised subdivision design and reduced the unit yield. 35. Niblett Environmental Associates identified the top -of -bank and recommended a 5.0 metre buffer from staked top -of -bank, with a 10.0 metre buffer proximate to Bloor Street that takes into consideration the location of the Dry-Fresh Ironwood Deciduous Forest. The buffer area will accommodate a municipal trail. 36. The Environmental Impact Study identifies several Butternut Trees which are endangered under the Ontario Endangered Species Act. Butternut Trees are protected from harm or removal and approval is required from the Ministry of Natural Resources to remove a tree. 18 -14 Municipality of Clarington Report PSD- 052 -14 Page 9 37. The Environmental Impact Study identifies one pure Butternut Tree in the development area and proposes to apply to Ministry of Natural Resources for removal and compensation at a 20:1 ratio with native pure stock from a Ministry of Natural Resource approved nursery. Soil conditions are suitable to accommodate compensation plantings within the protected areas to the east given the prevalence of existing Butternut Trees in the woodland and valley systems. 38. The Environmental Impact Study concludes with a number of recommendations to protect the natural heritage features. Traffic Impact Study Prepared by GHD, October 23, 2012, and addendum dated March 14, 2013 39. Based on the results of the analysis, there are no current or future,queuing issues at the signalized intersections and the proposed site traffic can be accommodated by the abutting road network. 40. The site is served by two transit routes in the area. One provides access to Taunton Road and Harmony Road area, while the other provides access to the Oshawa and Whitby GO stations. 41. The report does highlight that future traffic conditions at Prestonvale Road and Meadowglade Road would be at Level of Service `F' representing an at capacity condition with congestion, severe delays and queuing for eastbound traffic, turning left to travel north on Prestonvale Road. Since then, the Municipality of Clarington has created a 4 -way stop condition at this intersection. 42. The report finds some overlap between the weekday am and weekday pm peak hour traffic and the operating hours of MacGillivray Public School and notes that the issues are being addressed by the school board. Sustainability Letter prepared by Tunney Planning Inc., dated May 23 2012 43. The letter highlights the varying densities and that a third of the low density units will be oriented for maximum passive solar gain. 44. Through the implementation of appropriate draft conditions, energy efficiency and sustainable techniques will be addressed during infrastructure construction and the building program. Geotechnical Report prepared by Golder Associates, January 30, 2012 45. The report presents the results of a geotechnical investigation carried out for the proposed development. The report determined the subsurface soil and shallow groundwater conditions at the site by means of a limited number of shallow boreholes. The report provides geotechnical engineering information for the design of the proposed residential development at the site 18 -15 Municipality of Clarington Report PSD- 052 -14 Page 10 Phase I Environmental Site Assessment prepared by Golder Associates September 2011 46. The Phase I Environmental Site Assessment finds no potentially contaminating activities or areas of potential environmental concern in association with the site. The site has been used solely for agricultural purposes and a Phase II Environmental Site Assessment is not required. Functional Servicing Report prepared by Sernas Associates November 2011 47. The report finds that the servicing of the subject lands can be accomplished by the following: • The minor storm sewer system will be designed to convey the 5 year design flows towards the existing Southwest Courtice Stormwater Management Facility; • Major system drainage will be directed overland to the existing Stormwater Management Facility; • Stormwater Management for the proposed development will be provided within the existing Stormwater Management Facility; • A sanitary sewer through the site will accommodate the development connecting to the existing sewer on Prestonvale Road; • The watermain distribution system for the proposed subdivision will consist of watermains located within the road network, with looping accomplished by connecting to the existing watermains; • Lot grading will consist of front to rear drainage, and split drainage lots; and • Sediment and Erosion Control practices will be implemented during construction. Stage 1 -2 & 3 Archaeological Assessments prepared by Northeastern Archaeological Associates Ltd., dated February 8 2012 and March 13 2014 48. Some artifacts were found necessitating a Stage 3 assessment. It concluded that further excavation is unlikely to be beneficial to the archaeological record of Ontario. 49. Based on the information contained in the report, the Ministry of Tourism, Culture and Sport is satisfied that the fieldwork and reporting for the archaeological assessment are consistent with the Ministry's 2011 Standards and Guidelines for Consultant Archaeologists and the terms and conditions for archaeological licences. This report has been entered into the Ontario Public Register of Archaeological Reports. Municipality of Clarington Report PSD- 052 -14 Paae 11 Environmental Noise Assessment prepared by YCA Engineering Limited, dated September 2011 50. The assessment addresses noise generated by vehicular traffic on Bloor Street and Prestonvale Road. The report recommends mandatory air conditioning, noise fences and warning clause for units proximate to Bloor Street and Prestonvale Road. The windows and walls of all units do not require additional building components, beyond Ontario Building Code requirements, in order to mitigate noise. 51. The report recommends that prior to the issuance of a building permit for any dwelling unit for which noise fence, ventilation or building component requirements have been specified in the Noise Study and after the noise barrier construction, a qualified engineer submit a letter to the Municipality indicating that the recommended measures or acceptable alternatives have been incorporated in the dwelling which satisfy the Ministry of Environment criteria. 52. An updated Environmental Noise Assessment will be required as a condition of approval to consider the minor change to the subdivision design and to take into account final grading of the subdivision. An assessment will also be required for the medium /high density block at the time of applying for site plan approval. Public Submissions 53. Prior to the public meeting, two residents contacted the Planning Services Department regarding the applications. One resident requested further information on the applications and the other resident had concerns about the proposed high density development causing an increase in traffic volumes and congestion and compromising pedestrian safety. 54. A public meeting was held June 25, 2012. One resident spoke in opposition to the applications with concerns that the development is another example of urban sprawl that would further impact schooling (over- crowding) and pedestrian safety. Concerns were also raised about community safety overall, and the lack of amenities such as gas stations, grocery stores and parks. 55. A joint Public Information Centre was held at Faith United Church in Courtice on November 29, 2012. The Public Information Centre was held to discuss both the subject applications, and applications at the northwest corner of Prestonvale Road and Bloor Street. Notice of the Public Information Centre was mailed to residents within 250 metres of the subject lands and approximately 40 residents attended the Public Information Centre. 56. The following comments were received at the Public Information Centre and following the Public Meeting: Reduction in availability of agricultural land in Courtice; 18 -17 Municipality of Clarington Report PSD- 052 -14 Page 12 • Integration of the 75 unit apartment building into the existing neighbourhood through design and landscaping; • Lack of amenities and services for the residents; • Sporadic bus service; • Concerned that roads would not be able to accommodate additional traffic; • Lack of parkland in the neighbourhood; • Increased impacts to on- street parking; • Timing of completing traffic study and whether it was completed in winter when hockey is in session; • Objection to the apartment building because of school overcrowding and increased traffic; • Prefer development to be all single detached dwellings; • Prefer condominium tenure versus rental; • The land is better suited for a high school; and • Noise /light pollution and environmental concerns. Agency Comments Durham Regional Planning 57. Durham Regional Planning recognizes that the proposed subdivision development contributes to achieving compact urban development within the Urban Area and provides housing opportunities consistent with the intent of the Regional Official Plan. Regional Planning highlights the lands are part of a Regional Corridor which has a long term density target of 60 residential units per gross hectare, a floor space index of 2.5, and a variety of building forms being mid -rise and higher as detailed in local Official Plans. 58. Durham Regional Works Department has provided the applicant with confirmation on existing service connections in the area and has provided comments on the preliminary functional servicing reports. A road widening and a sight triangle are required along Bloor Street which is a regional road. The Works Department has provided confirmation that the revised Traffic Impact Study has addressed their comments. The proposal was reviewed from a transit perspective and no impacts were highlighted. 59. The Region has no objections and has provided conditions to include in the conditions of draft approval. Central Lake Ontario Conservation Authority 60. Central Lake Ontario Conservation Authority provided a number of comments relating to the review of the Environmental Impact Study and the Functional Servicing Report. These comments were forwarded to the applicant and have now been addressed. iV=:3 Municipality of Clarington Report PSD- 052 -14 Page 13 61. Central Lake Ontario Conservation Authority is now satisfied that the development can proceed and has provided conditions to include in the conditions of draft approval. Kawartha Pine Ridge District School Board 62. Kawartha Pine Ridge District School Board has reviewed the proposed applications and indicates that the development may generate up to 24 elementary pupils to attend Dr. G.J. MacGillivray Public School and up to 18 secondary pupils to attend Courtice Secondary School. 63. Kawartha Pine Ridge District School Board requests sidewalks along the south side of Bloor Street and along the internal Street `A'. The medium and high density block should be designed with pedestrian connections to both Bloor Street and Prestonvale Road at the site plan approval stage. Other Agencies 64. Durham Region Transit, Enbridge Gas, Bell and Rogers Communications have no objections to the proposed applications. Departmental Comments Clarington Engineerinq Services 65. Clarington Engineering Services accepts the findings of the Traffic Impact Study. The department has no objections and notes that Street "A" within the proposed draft plan can be a width of 18 metres, and must include the requested 5 metre by 15 metre sight triangles. 66. The applicant demonstrated that sufficient on- street parking can be accommodated along Street `A'. 67. The Functional Servicing Report has provided adequate justification that the lands can be suitably serviced by existing municipal water and sanitary services in the area, and that there is sufficient capacity in the existing stormwater management infrastructure, however additional justification from a stormwater management perspective will be required as part of the site plan process for the medium /high density block. The draft plan of subdivision must be constructed in a single phase. 68. Engineering Services highlights that during the site plan review process for the Medium and High Density-Block 75, Engineering staff will review stormwater management, parking, drive aisles, loading spaces and turning areas. 69. Warning clauses specific to the lit playing fields and possible future park development are required for lots abutting the South Courtice Arena playing fields. 18 -19 Municipality of Clarington Report PSD- 052 -14 Page 14 Clarington Operations 70. Clarington Operations has no objections but highlights that storm water management will need to be addressed. For the medium and high density block, snow storage areas and amenity space will be required as part of the site plan review process. Other Departments 71. Clarington Community Services, Emergency & Fire Services and the Clarington Building Division have no concerns or objections with the proposed applications. Discussion 72. The proposed draft plan provides a mix of units that complies with the density and population, targets of the Clarington Official Plan. The development would be a sequential and logical extension of development that is occurring in the neighbourhood and would make efficient use of servicing and road infrastructure that exists in the area. 73. The mix of lots has been revised to include slightly larger frontages from the original submission to ensure that entrances, driveways, snow storage and on- street parking can be accommodated. Together with the medium /high density block, the development will assist in providing a variety of housing options. 74. In the original submission, access to the medium /high density block was shown directly from Prestonvale Road, however, in discussions with Engineering Services, the entrance is now via Street `A', a local road. This is contrary to the general direction in the Official Plan that access be directly off the arterial or collector roads. In this instance, it allows for the entrance to the street and for the entrance to the future high density block on the east side of Prestonvale Road to be aligned. 75. A park block (0.22 hectares) will be dedicated to the Municipality. The owner will be required to make a cash payment equal to the value of 0.55 hectares to fulfill the remaining parkland .requirements under the Planning Act. 76. The owner will be responsible for constructing a trail connection from the medium /high density block at Bloor Street to the proposed parkette with access to the South Courtice Arena and playing fields. The trail can be constructed concurrently with the medium /high density block. 77. The revised Environment Impact Study has addressed all staff and agency concerns. The watercourse, valleylands and significant woodland will be protected with an additional 5 -10 metre buffer in which the trail will be located. The Environmental Impact'Study concludes that a Butternut Tree is located within parkette block and within the development limit. The Environmental Impact 18 -20 Municipality of Clarington Report PSD- 052 -14 Page 15 Study supports removal of the Butternut Tree and compensation at a 20:1 ratio and in accordance with the Ministry of Natural Resource's guidelines. 78. Planning staff has consulted with the applicant and there may be an opportunity to protect the tree in the parkette block without providing the required 25 metre buffer as required by the Endangered Species Act. Should the tree be protected within the parkette block, compensation at a 20:1 ratio is still required as the 25 metre buffer is not provided. Protection or removal of the tree will be confirmed at the time of preparation of the Tree Preservation Plan which is required as a condition of Draft Plan Approval. 79. Many of the public comments received were in objection to development, and more specifically the proposed apartment units. Other principal concerns relate to traffic and school overcrowding. The comments are addressed as follows: • The proposed apartment units will conform to the approved high density designation in the Clarington Official Plan and fulfill the corridor policies of the Durham Regional Official Plan. Compact built form and higher densities that can support public transit and alternative forms of transportation are highly encouraged in Provincial, regional and local planning policy documents. • The findings of the Traffic Impact Study conclude that the development can be accommodated by the.existing road network. The study was completed in October 2012 and revised in March 2013, The South Courtice Arena and playing fields has programming 7 days a week, every week of the year, therefore depending on the day of the week and time of day, peak traffic volumes for the facility will vary. The findings of the Traffic Impact Study are based on the weekday morning and evening peak periods for those area residents commuting to and from work. The findings have been accepted by the Region of Durham and the Clarington Engineering Services Department. • The medium /high density block will be required to provide on -site visitor parking. The municipal standard is the provision of 1 visitor parking space for every 4 residential units. This rate appears to be working well in many other medium /high density developments to minimize potential of parking spilling over into nearby streets in the neighborhood. The site is well - served by transit and other services and amenities. Transit routes provide access to the Oshawa and Whitby GO sites and the commercial area at Taunton and Harmony Roads in north Oshawa. Transit service will improve as Courtice continues to grow. Retail and service commercial uses are located at the nearby commercial centre. As population growth continues in the area, retail and commercial growth will also follow. The amount of parkland, in the area satisfies the Official Plan targets used for planning purpose and the medium /high density block will have both indoor and outdoor private amenity space. A Municipality of Clarington Report PSD- 052 -14 Page 16 The Kawartha Pineridge District School Board is aware of the proposed growth in the Official Plan and resident concerns. Kawartha Pineridge District School Board has implemented some initiatives, to address the overcrowding concerns at Dr. MacGillivray, such as shifting Grade 7 and 8 students to Courtice Secondary School, proposing an eight classroom expansion and completing onsite improvements to the driveway and school bus lanes to improve circulation. The Board continues to monitor the situation Kawartha Pineridge District School Board has no objection to this development proceeding. 80. The proposed Zoning By -law Amendment will place the lands in site specific residential zones to permit the units proposed by the draft plan of subdivision. A minimum front yard setback of 7 metres will be required for the single detached homes where there is no sidewalk to ensure sufficient space for 2 cars to park (tandem) in front of the dwelling. In addition, the Zoning by -law has been drafted with a holding provision on Block 75. Prior to passing a by -law to remove the Holding (H) provision for the development of the medium density units in Block 75, in addition to the typical servicing and development agreement requirements, the footing and foundation of the high density /apartment building must be completed. 81. The applicant has provided concurrence with the attached proposed conditions of Draft Approval. 82. All taxes owing to the Municipality of Clarington have been paid in full. Concurrence 83. Not Applicable Conclusion 84. In consideration of all agency, staff and public comments, it is respectfully recommended that proposed draft plan of subdivision and zoning by -law amendment be approved. Strategic Plan Application 85. Not Applicable. Staff Contact: Anne Taylor Scott, Planner II, 905 - 623 -3379 ext. 2414 or ataylorscott@clarington.net Attachments: Attachment 1 - Attachment 2 - 18 -22 Proposed Conditions of Draft Approval Proposed Zoning By -law Amendment Municipality of Clarington Report PSD- 052 -14 The following is a list of the interested parties to be notified of Council's decision is on file in the Planning Services Department: 289143 Ontario Ltd. Tunney Planning Inc. Stacy Howson Michael deBeaupre & Jill Alley - deBeaupre Janice Jones Prestonvale Heights Neighbourhood Association Michelle Speelman Viney & Peter Viney Chris Boileau Pat Brancato Jason Riddell James Beddell Ashok Dhir Enid DeCoe John Da Silva Jackie Adams Lisa Lucchese Michelle Breault Cherise Rooney Thomas Robinson Ken Dean Jennifer Wilson Peter Crocker Hannu Halminen Lauren Calloway Ami Kennedy Vincenzo Nesci Ryan & Heather Harper Michelle Courville Jeff Gallaugher Brian Elston Susan Vialva Jim Oleksiuk Victoria Ryszkowski Maureen & Chris Edwards Mike Dingman Janie Kelloway Jonathan Panyan Shiu Wong & Ford Wong Carrie Falik Steve Phillips 17 18 -23 Municipality of Clarington Attachment 1 To Report PSD- 052 -14 CONDITIONS OF DRAFT APPROVAL FILE NO.: S -C- 2012 -0001 DATE: SEPTEMBER 8, 2014 Part 1 - Plan Identification 1. The Owner shall have the final plan prepared on the basis of approved draft plan of subdivision S -C -2012 prepared by Tunney Planning Inc. identified as job number TUN228 -4, dated February 2012, as revised in January 2014,which illustrates a total of 234 residential units on 6.59 hectares, including: a high /medium density block (160 townhouse and apartment units), 35 single detached dwelling lots with minimum lot frontages of 10.0 metres, 39 single detached dwelling lots with minimum lot frontages of 11.3 metres, a parkette block (0.22 ha), open space (0.67 ha), roads, road widening and reserves. The redline revisions are: Revise right of way width of Street 'A' to be 18 metres. Part 2 — General 2.1 The Owner shall enter into a subdivision agreement with the Corporation of the Municipality of Clarington (the "Municipality ") that contains all of the terms and conditions of the Municipality's standard subdivision agreement respecting the provision and installation of roads, services, drainage, other local services and all internal and external works and services related to this plan of subdivision. A copy of the Municipality's standard subdivision agreement can be found at http: / /clarington.net/documents /planning/ subdivision - agreement- feb20l 4.pdf 2.2 The Owner shall name all road allowances included in the draft plan to the - satisfaction of the Municipality and the Regional Municipality of Durham (the "Region "). 2.3 All works and services must be designed, and constructed in accordance with the Municipality's Design Guidelines and Standard Drawings, 2.4 The subject draft plan of subdivision shall be constructed in a single phase of development. Architectural Control 2.5 (1) The Owner shall be 100% responsible for the cost of any architectural design guidelines specific to this development, as well as 100% of the cost for the "Control Architect" to review and approve all proposed models and building permits, to the satisfaction of the Director of Planning Services. 18 -24 (2) No residential units shall be offered for sale to the public on the draft plan until such time as architectural control guidelines and the exterior architectural design of each building has been approved by the Director of Planning Services. (3) No building permit shall be issued for the construction of any building on any residential lot or block on the draft plan, until the architectural control guidelines for the development and the exterior architectural design of each building and the location of the building on the lot has been approved by the Director of Planning Services. Marketing and Sales 2.6 (1) Prior to executing the subdivision agreement, the Owner shall prepare a Land Use Plan which shows the draft plan and surrounding land uses. The Land Use Plan shall be in a format approved by the Director of Planning Services. (2) The Owner shall erect and maintain a sign on the development site and /or in the sales office which shows the Land Use Plan as approved by the Director of Planning Services. (3) The Owner shall submit its standard Agreement of Purchase and Sale to the Director of Planning Services which includes all warning clauses/ notices prior to any residential units being offered for sale to the public. (4) The Owner shall prepare and submit a Homeowner's Guide for the purposes of educating prospective purchasers about the environmentally sensitive features in the neighbourhood. Site Alteration 2.7 Draft plan approval does not give the Owner permission to place or dump fill or remove fill from, or alter the grade of any portion of the lands within the draft plan. The Owner shall be required to obtain a permit from the Municipality under Site Alteration By -law 2008 -114, as amended, for any such work. If any portion of the lands are within an area regulated by a conservation authority, the Owner shall obtain a permit from the conservation authority in addition to obtaining approval from the Director of Engineering Services regarding the intended haulage routes, the time and duration of the site alteration work and security relating to mud clean up, dust control and road damage. After registration of a subdivision agreement, the provisions of the Municipality's standard subdivision agreement shall apply to any proposed site alteration on the lands covered by the subdivision agreement. Part 3 - Final Plan Requirements 3.1 The following road allowances shown on the draft plan shall be dedicated to the Municipality upon registration of the final plan: (a) Street 'A' 3.2. The Owner shall transfer to the Municipality (for nominal consideration free and clear of encumbrances and restrictions) the following lands and easements: 18 -25 (a) Sight Triangles • 5 metre x 15 metre sight triangles at the corners and intersection of Lots 1, 38, 39, Block 75 and Street `A' on the draft plan. (b) Reserves • 0.3 metre reserves shown as Blocks 80, 81 and 82 on the draft plan. (c) Parkland Dedications Park area shown as Block 76 on the draft plan. (d) Open Space Lands as shown in Blocks 77 and 78 on the draft plan. 3.3 The Owner shall transfer to the Region (for nominal consideration, free and clear of encumbrances and restrictions) the following lands and easements: (a) Road widening along Bloor Street Frontage to provide for a minimum of 18 metres from the centreline of the original right -of -way (Block 79) in addition to a 5 metre x 15 metre sight triangle at the southeast corner of Bloor Street and Prestonvale Road Part 4 — Plans And Reports Required Prior To Subdivision Agreement/Final Plan Registration 4.1 The Owner shall submit the following plans and reports or revisions thereof: Removal and replanting of Butternut Trees (1) The Owner shall submit a copy of a Section 17 Overall Benefit Permit from the Ministry of Natural Resources to remove Butternut Tree (number 9) and replace at a 20:1 ratio, as identified by Environmental Impact Study — Addendum, dated February 27, 2013, by Niblett Environmental Associates Ltd. Planting Plan (2) The Owner shall submit a planting plan for the buffer prepared by a qualified landscape architect to the satisfaction of the Director of Engineering Services and the Central Lake Ontario Conservation Authority. The plan shall use only native species of trees, shrubs and herbaceous plants and be designed to include only species indigenous to the local area. A native upland meadow seed mix shall be applied to the buffer area, where necessary, as part of the landscape plan. The planting plan shall also include planting details of compensation trees for the removal of Butternut Tree (number 9). Tree Preservation P (3) The Owner shall submit a detailed Tree Preservation Plan based on the Environmental Impact study and preliminary Lot Grading Plan to the satisfaction of the Director of Engineering Services and Director of Planning Services. The Tree Preservation Plan shall consider the ability to protect the Butternut Tree in the 18 -26 parkette block. No trees shall be removed until the Director of Engineering Services issues an Authorization to Commence. Noise Report (4) The Owner shall submit to the Director of Engineering Services, the Director of Planning Services and the Region, for review and approval, an updated noise report, based on the preliminary noise report entitled Environmental Noise Assessment, prepared by YCA Engineering Limited, dated September 2011, Project No. Y1125. The mitigation measures shall be included in the Subdivision Agreement and must also contain and full and complete reference to the noise report (i.e. author, title, date and any revisions /addenda) and shall include any required warning clauses identified. in the study. Functional Servicing (5) The Owner shall submit an updated Functional Servicing Report consistent with the recommendations of the Environmental Impact Study, and satisfactory to the Director of Engineering Services and Central Lake Ontario Conservation Conservation Authority. Environmental Sustainability Plan (6) The Owner shall submit an Environmental Sustainability Plan to the satisfaction of the Director of Planning Services. Such plan shall identify the measures that the Owner will undertake to conserve energy and water in excess of the standards of the Ontario Building Code, reduce waste, increase recycling of construction materials and utilize non - toxic, environmentally sustainable materials and finishes. The plan shall include the location of a shade tree for each lot, or provision for a voucher from a local nursery to allow the purchaser to acquire a shade tree to provide passive solar gain during the various seasons. Soils Management Plan (7) Prior to final registration, the Owner shall provide a Soils Management Plan for review and approval by the Director of Engineering Services. Such plan shall provide information respecting any proposed import or export of fill to or from any portion of the Lands, intended haulage routes, the time and duration of any proposed haulage, the source of any soil to be imported, quality assurance measures for any fill to be imported, and any proposed stockpiling on the Lands. The Owner shall comply with all aspects of the approved Soils Management Plan. The Director may require the Owner to provide security relating to mud clean up, dust control and road damage. _Part 5 — Special Terms And Conditions To Be Included In The Subdivision Agreement Environmental Impact Study prepared by Niblett Associates (March 2012) and addenda dated February 27, 2013, June 10, 2013 and October 2, 2013) 18 -27 5.1 1) The development limit has been defined on the constraint map based on the top of bank and an analysis of natural features. A silt and snow fence shall be installed and maintained along the development limit prior to any site preparation activities. . 2) Grading of the site and removal or addition of fill shall be restricted to the area outside the setback fencing and the 5 m buffer. Functioning sediment control measures must be in place prior to, and during the construction phase, and remain in place until all bare or exposed soils have become stabilized (i.e. vegetated). 3) Stockpiling of material (stored or excavated), placing of stumps or any other works shall not be permitted outside the development envelope. 4) A planting plan for the buffer should be prepared in accordance with Condition 4.1(2). 5) Retain the butternuts east of the development limit. Implement a planting plan on site for butternut compensatory plantings as part for removal of trees west of the development limit, subject to MNR approval. 6) Prior to any land clearing, a sediment and erosion control plan shall be prepared for the site preparation, construction and post construction period to prevent negative impacts on the watershed. 7) Grading shall be scheduled to avoid times of high runoff volumes (spring and fall). 8) Time clearing of vegetation outside of the May 1 st -July 31 st timing window for breeding birds as per Environment Canada guidelines. 9) No stockpiles, brush, stumps or other construction materials or vehicles are permitted outside the developable area (below the 5 m buffer and top of bank) 10) Permanent chain link fencing shall be erected on the rear of the lots and park block to prevent access. 11) The field stone piles at the field edge will be pushed /moved to the open space /buffer lands to maintain potential milk snake habitat. This should occur outside of the hibernaculum occupation season (Oct. 1— May 1). Lands Requiring Site Plans 5.2 The owner shall not make an application for a building permit in respect of Block 75 until the Owner has received site plan approval from the Municipality under Section 41 of the Planning Act, R.S.O. 1990, C.P.13. Parkland 5.3 The Owner shall convey Block 76 (0.22 ha) to the Municipality for park or other public recreational purposes in accordance with section 51.1 of the Planning Act, R.S.O. 1990, c.P.13. 5.4 The Owner shall pay the Municipality an amount in lieu of conveying land for park or other public recreational purposes under section 51.1 of the Planning Act, R.S.O. 1990, c.P.13. The Owner acknowledges that this amount represents the value of the land that would otherwise be required to be conveyed at the rate of 1 hectare of land for each 300 dwelling units in the draft Plan, less the area /value of the dedication of Block 76 (0.22 ha), as of the day before the approval of draft Plan of Subdivision S -C- 2012 -0001. 5.5 (1) In this section, "Park Plan" means a plan prepared by a qualified landscape architect showing: (a) all proposed park features including walkways, playgrounds, sports fields and seating areas; and (b) the proposed grading and stormwater drainage system to demonstrate that the proposed park size, configuration and topography will allow for the construction of park facilities. (2) An Authorization to Commence shall not be issued for any Works until the Owner has submitted and the Director has approved the Park Plan. (3) The Owner shall construct, and ensure the Engineering Drawings incorporate the final grades for the park including 200 mm minimum topsoil and seeding, fencing, all storm sewer servicing within the park and provision of sanitary sewer, water connections and hydro service to the park property line along the park frontage. (4) For purposes of the Subdivision Agreement, all works under the section 5.8(3) are considered a separate Works Component with a minimum maintenance period of 2 years. Noise Attenuation 5.6 (1) The Owner shall implement the noise attenuation measures recommended in the noise report entitled Environmental Noise Assessment, prepared by YCA Engineering Limited, dated September 2011, Project No. Y1125 and any addenda thereto. The measures shall be included in the Subdivision Agreement and must also contain and full acid complete reference to the noise report (i.e. author, title, date and any revisions /addenda) and shall include any required warning clauses identified in the study. (2) The Owner shall not make an application for a building permit for any building on the Lands until an acoustic engineer has certified that the plans for the building.are in accordance with the Noise Report. Fencing and Trail 5.7 (1) The Owner shall install non -gated fencing along the eastern boundary of the Medium /High Density Block 75 (except where access is provided to the trail in Block 77), along the eastern boundaries of Lots 55 to 62, inclusive, along 18 -29 the southern boundaries of Lots 1 to 21, inclusive, along the southern boundary of Lot 55, and the eastern boundary of Lot 21 adjacent to the Parkette Block 76, and along the eastern and southern limits of the Parkette Block 76. Final fencing requirements and gates /openings to be determined by the satisfaction of the Director of Engineering Services. Fencing along Block 75 may occur in conjunction with the development of said Block. (2) The Owner agrees to construct, and ensure the Engineering Drawings incorporate an asphalt trail having a width of 3.0 m from a future amenity area on Block 75 to the south limit of the Parkette Block 76. Final alignment of the trail shall be. in accordance with the provisions of the Environmental Impact Study and addenda and to the satisfaction of the Director of Engineering Services and the Central Lake Ontario Conservation Authority. (3) The construction of the trail may occur concurrently with the development of Block 75. Part 6 — Agency Conditions 6.1 Region of Durham (1) The Owner shall provide for the extension of such sanitary sewer and water supply facilities which are external to, as well as within, the limits of this plan that are required to service this plan. In addition, the Owner shall provide for the extension of sanitary sewer and water supply facilities within the limits of the plan which are required to service other developments external to this subdivision. Such sanitary sewer and water supply facilities are to be designed and constructed according to the standards and requirements of the Region. All arrangements, financial and otherwise, for said extensions are to be made to the satisfaction of the Region, and are to be completed prior to final approval of this plan. (2) Prior to entering into a subdivision agreement, the Region shall be satisfied that adequate water pollution control plant and water supply plant capacities are available to the proposed subdivision. (3) The Owner shall grant to the Region any easements required for provision of Regional services for this development and these easements shall be in the location and of ,such widths as determined by the Region. (4) The Owner shall satisfy all requirements, financial and otherwise, of the Region. This shall include, among other matters, the execution of a subdivision agreement between the Owner and the Region concerning the provision and installation of sanitary sewers, water supply, roads and other regional services. (5) The Owner shall carry out an archaeological assessment (Stage 3) of the subject property and mitigation and /or salvage excavation of any significant heritage resources to the satisfaction of the Ministry of Tourism, Culture and Sport. No grading or other soil disturbance shall take place on the subject ff:� $ property prior to a letter of clearance from the Regulatory and Operations Group of the Ministry of Tourism, Culture and Sport. 6.2 Conservation Authority (1) Prior to any on -site grading or construction of final registration of the Plan, the Owner shall submit and obtain approval from the Municipality of Clarington, and the Central Lake Ontario Conservation Authority for reports describing the following: (a) The intended means of conveying stormwater flow from the site, including use of stormwater techniques which are appropriate and in accordance with current and provincial guidelines and requirements; (b) The anticipated impact of the development on water quality, as it- relates to fish and wildlife habitat once adequate protective measures have been taken; and (c) The means whereby erosion and sedimentation and their effects will be minimized on the site during and after construction in accordance with the provincial guidelines. The report must outline all actions to be taken to prevent an increase in the concentration of solids in any water body as a result of on -site or other related works. (2) The owner shall dedicate the Open Space Block 78 and Tableland Buffer Block 77 to an appropriate public agency, such as the Municipality of Clarington. (3) The Owner shall place Open Space Block 78 and Tableland Buffer Block 77 in a protective zone. (4) The owner shall install non -gated fencing along the eastern boundary for the Medium /High Density Block 75, and along the eastern boundaries of Lots 55 to 62, inclusive, as well as along the boundary of the Parkette Block 76 adjacent to the valley to the satisfaction of CLOCA, and the Director of Engineering Services in accordance with Condition 5.7 (1). (5) The Owner agrees to carry out the requirements and recommendations of the Environmental Impact Study for the Eastvale Subdivision Prestonvale Road, prepared by Niblett Environmental Associates Inc., dated March 2012 and the EIS Addendum documents dated February 2013, June 10, 2013 and October 2, 2013. (6) The Owner shall satisfy all financial requirements of the Central Lake Ontario Conservation Authority. This shall include Application Processing Fees and Technical Review Fees as per the approved Authority Fee Schedule. (7) The subdivision agreement between the Owner and the Municipality of Clarington shall contain, among other matters, the following provisions: 18 -31 a. The Owner agrees to carry out the works referred to in Condition 6.2 (1), (2), (3), (4), (5) and (6) to the satisfaction of the Central Lake Ontario Conservation Authority. b. The Owner agrees to maintain all stormwater and erosion and sediment control structures and measures operating and in good repair during the construction period, in a manner satisfactory to the Central Lake Ontario Conservation Authority. c. The Owner agrees to advise the Central Lake Ontario Conservation Authority 48 hours prior to the commencement of grading or initiation of any on -site works. 6.3 Ministry of Culture, Tourism and Sport (1) No demolition, grading or other soil disturbances shall take place on the lands prior to the Ministry of Culture, Tourism and Sport confirming that potential adverse impact to the archaeological resources identified in the archaeological assessment prepared by Northeastern Archaeological Associates Ltd., and dated February .8, 2012, including a Stage 3 Assessment, have been addressed through measures such as preservation, resource removal, licensing and resource conservation requirements. 6.4 Utilities (1) The Owner shall coordinate the preparation of an overall utility distribution plan that allows for the safe installation of all utilities including the separation between utilities to the satisfaction of the Director of Engineering Services. (2) All utilities will be installed within the proposed road allowances. Where this is not possible, easements will be provided at no cost to the utility provider. Proposed easements are not permitted on lands owned by the Municipality unless it can be demonstrated that there is. no- other alternative. Such easements must not impede the long term use of the lands and will be at the discretion of the Director of Engineering Services. (3) The Owner shall cause all utilities, including hydro, telephone, and cable television within the streets of this development to be installed underground for both primary and secondary services. Part 7 — STANDARD NOTICES AND WARNINGS 7.1 The Owner shall include a clause in Agreements of Purchase and Sale for all Lots informing the purchaser of all applicable development charges in accordance with subsection 58(4) of the Development Charges Act, 1997, S.O. 1997, C.27. 18 -32 7.2 The Owner shall include the notices and warnings clauses set out in Schedule 3 of the Municipality's standard subdivision agreement in Agreements of Purchase and Sale for all Lots or Blocks. 7.3 The Owner shall include the following notices and warning clauses in Agreements of Purchase and Sale for the Lots or Blocks to which they apply: Noise Attenuation and Fencing The Owner shall include notices regarding noise attenuation measures in the Agreements of Purchase and Sale for lots as recommended in the noise report entitled Environmental Noise Assessment, prepared by YCA Engineering Limited, dated September 2011, Project No. Y1125 and any addendum thereto. The measures shall be included in the Subdivision Agreement and must also contain full and complete reference to the noise report (i.e. author, title, date and any revisions /addenda) and shall include any required warning clauses identified in the study. Nearby Farm Operations The Owner shall include the following warning clause in agreements of purchase and sale for Lots 1 -74, and Block 75: Farm Operations —There are existing farming operations nearby and that such farming activities may give rise to noise, odours, truck traffic and outdoor lighting resulting from normal farming practices which may occasionally interfere with some activities of the occupants. Nearby Park The Owner shall include the following warning clause in agreements of purchase and sale for Lots 1 -21 and 55: Park - Adjacent lands are designated for parkland uses, including the existing South Courtice Arena, municipal playing fields, and a parkette block xx, 40M xxxx. Adjacent municipal playing fields contain active lighted facilities for night -tune services. Additional park development and /or expansions to existing municipal facilities may occur on municipal lands. Chain Link Fencing The Owner shall include the following notice in the agreements of purchase and sale for Lots 1 -21, inclusive, 55 -62, inclusive, and Block 75: Chain Link Fencing — Chain link fencing is a required feature between this lot and the adjacent park and open space /trail. This fencing must be located on the public portion of the abutting land and will be maintained by the Municipality after the developer has been released from any further responsibility for the fence. ER]WRI Part 8 - CLEARANCE 8.1 Prior to final approval of the plan for registration, the Municipality's Director of Planning Services shall be advised in writing by, (a) the Region how Conditions 1, 2.4, 4.1(4) and 6A have been satisfied; (b) Central Lake Ontario Conservation Authority, how Condition 6.2 has been satisfied; and, (c) Ministry of Citizenship, Culture and Recreation, how Conditions 6.3 has been satisfied. Part 9 - NOTES TO DRAFT APPROVAL 9.1 Terms used in these conditions that are not otherwise defined have the meanings given to them in the Municipality's standard subdivision agreement. 9.2 As the Owner of the proposed subdivision, it is your responsibility to satisfy all conditions of draft approval in an expeditious manner. The conditions of draft approval will be reviewed periodically and may be amended at any time prior to final approval. The Planning Act provides that draft approval, may be withdrawn at any time prior to final approval. 9.3 If final approval is not given to this plan within three years of the draft approval date, and no extensions have been granted, draft approval shall lapse and the file shall be closed. Extensions may be granted provided valid reason is given and is submitted to the Director of Planning Services for the Municipality of Clarington well in advance of the lapsing date. 9.4 Where an agency requirement is required to be included in the Municipal subdivision agreement, a copy of the agreement should be sent to the agency in order to facilitate their clearance of conditions for final approval of this plan. The addresses and telephone numbers of these agencies are: (a) Durham Regional Planning Department, 605 Rossland Road East, P.O. Box 623, Whitby, Ontario L1 N 6A3 (905) 668 -7721. (b) Central Lake Ontario Conservation Authority, 100 Whiting Avenue, Oshawa, (c) Ministry of Citizenship, Culture and Recreation, Culture Programs Unit, Programs and Services Branch, Culture Division, 401 Bay Street, Suite 1700, Toronto, Ontario, M7A OA7 18 -34 Attachment 2 Municipality of Clarington to Report PSD- 052 -14 CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY -LAW NO. 2014- 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 ZBA 2012 -0008; NOW THEREFORE BE IT RESOLVED THAT, the Council of the Corporation of the Municipality of Clarington enacts as follows: 1. Section 15.4 "SPECIAL EXCEPTIONS — URBAN RESIDENTIAL TYPE FOUR (R4) ZONE" is hereby amended by adding thereto, the following new Special Exception: "15.4.38 URBAN RESIDENTIAL EXCEPTION (R4 -38) ZONE Notwithstanding Sections 2, 3.16 a., 15.1 a., 15.2 a., 15.2 b., and 15.2 c., on those lands zoned "R4 -38" on the Schedules to this By -law, in addition to the permitted residential uses may also be used for Link Townhouse Dwelling units, and subject to the following zone provisions: a. i) Maximum total number of dwelling units 160 ii) Apartment units (minimum) 70 (maximum) 80 b. Regulations for Apartment Building i) Lot frontage (minimum) 6 metres ii) Yard Requirements (minimum) (a) Northerly (adjacent to Bloor St) 6 metres to building, 4 metres. to balcony (b) Easterly 7.5 metres (c) Westerly (adjacent to Prestonvale Road) 6 metres to building, 4 metres to balcony (d) Southerly 6 metres to building, 4 metres to balcony (e) Adjacent to abutting residential lot 12 metres ill) Yard Requirements (maximum) (a) Northerly (adjacent to Bloor St) 9 metres to building, 7 metres to balcony (b) Westerly (adjacent to Prestonvale Road) 9 metres to building, 7 metres to balcony iv) Amenity Space (minimum) (a) Outdoor 4.0 square metres per unit (b) Indoor 2.0 square metres per unit 18 -35. C. v) Parking spaces (minimum) (a) 1 bedroom apartment 1.25 spaces (b) 2 bedroom apartment 1.5 spaces (c) 3 or more bedroom apartment 1.75 spaces Regulations for Link Townhouse Dwellings i) Lot frontage (minimum) 6 metres ii) Yard Requirements (minimum) (a) Northerly (adjacent to Bloor St) 4 metres to building, 2 metres to porch (b) Easterly 7.5 metres (c) Westerly (adjacent to Prestonvale Road) 4 metres to building, metres to porch (d) Southerly 4 metres to building, 2 metres to porch (e) Adjacent to abutting residential lot 7.5 metres iii) Yard Requirements (maximum) (a) Westerly (adjacent to Prestonvale Road) 6 metres to building, 4 metres to porch (b) Southerly 6 metres to building, 4 metres to porch iv) Parking spaces (minimum) 2.25 spaces per dwelling v) Unit Setback Requirements (minimum) For the purposes of establishing regulations for each Linked Townhouse Dwelling, the following specific regulations shall apply as if each unit is located on a lot: (a) Minimum Lot area 175 square metres (b) Maximum Lot coverage 50% (c) Minimum Landscaped Open Space 30% (d) in the case of a through lot, the lot line dividing the lot from a public street shall be deemed to be the front lot line. (e) Yard Requirements (i) Front Yard (minimum) a. Garage 6.0 metres b. Dwelling 4.0 metres c. Porch 2.0 metres (ii) Rear Yard (minimum) 7.5 metres (iii) Side Yard (minimum) 1.5 metres, Nil where a building has a common wall with any building on an adjacent lot in the same•zone. e. The provisions of Section 3.1 j. (iv) continue to apply, except where they are in conflict with the yard requirements for a balcony as specified in Section 15.4.38 b. ii) and iii), and for a porch in Section 15.4.38 c. ii) and iii) of this exception zone. f. In addition to the regulations of Section 3.11 with respect to the removal of the "Holding (H)" symbol, Council shall only enact a by -law to remove the Holding (H) symbol from the portions of the lands zone (H)R4 -38 to be used for medium density once the footing and foundation of the high density /apartment building portion of the zone is completed." 18A Section 13.4 SPECIAL EXCEPTIONS — URBAN RESIDENTIAL TYPE TWO (R2) ZONE is hereby amended by adding thereto, the following new Special Exception: "13.4.65 URBAN RESIDENTIAL EXCEPTION (R2 -79) ZONE Notwithstanding Sections 3.1 j. i), iv), 3.22, 13.2 a., b., c. i), ii), III), e., g. and h. those lands zoned R2 -65 on the Schedules to this By -law shall be subject to the following regulations: a. Lot Area (minimum) 300 square metres b. Lot Frontage (minimum) i) Interior Lot 10.0 metres ii) Exterior Lot 13.0 metres c. Yard Requirements i) Front Yard 6.0 metres to private garage or carport except where there is no sidewalk in front of the dwelling 7.0 metres to the 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 except where there is no sidewalk in front of the dwelling 7.0 metres to the private garage or carport; 4.0 metres to dwelling; 2.0 metres to porch iii) Interior Side Yard With private garage or carport 1.2 m on one side; 0.6 metres on the other side; Without private garage or 3.0 metres on one side 0.6 metres on the other side Special Yard Regulation i) Bay windows with foundation may project into any yard to a distance of not more than 0.75 metres with the bay window having a maximum width of 2.4 metres but in no instance shall the interior side yard be reduced below 0.6 metres. ii) Steps may project into the required front or exterior side yards, but in no instance shall the front or exterior yard be reduced below 1.0 metre Visibility Triangle (minimum) 6.5 metres e. Lot Coverage (maximum) i) 1 Storey a) Dwelling 50 percent b) Total of all buildings and structures 55 percent ii) All Other Residential Units a) Dwelling 40 percent b) Total of all buildings and structures 45 percent iii) Notwithstanding the above lot coverage provision, a covered and unenclosed porch /balcony having no habitable 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 area of 12.0 square metres shall be permitted provided it is located in the front yard of the lot and shall not be calculated as lot coverage; 18 -37 3. b) in the case of an exterior lot, an unenclosed porch /balcony up to a maximum area of 20 sq. 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. f. Height of floor deck of unenclosed porch above finished grade (maximum) 1.0 metre g. Driveway Width (maximum) 4.6 metres h. Height (maximum) i) 1 Storey 8.5 metres ii) All other residential units 10.5 metres I. Garage Requirements: i) All garage doors shall not be located any closer to the street line'than the dwellings front wall or exterior side wall or covered porch projection. ii) The outside width of the garage shall be a maximum of 40% of the width of the lot. Section 13.4 SPECIAL EXCEPTIONS — URBAN RESIDENTIAL TYPE TWO (R2) ZONE is hereby amended by adding thereto, the following new Special Exception: "13.4.65 URBAN RESIDENTIAL EXCEPTION (R2 -80) ZONE Notwithstanding Sections 3.1 j. i), iv), 3.22, 13.2 a., b., c. i), ii), III), e., g. and h. and those lands zoned R2 -66 on Schedules to this By -law shall be subject to the following regulations: a. For the purposes of this Section, the terms single car detached garage and double car attached garage shall mean: C. Single Car Detached Private Garage: means a portion of a dwelling which is fully enclosed and roofed and designed for the sheltering of one motor vehicle as a parking space. Incidental storage of household equipment is also permitted. Double Car Attached Private Garage: means a portion of a dwelling which is fully enclosed and roofed and designed for the sheltering of two motor vehicles as parking spaces. Incidental storage of household equipment is also permitted. b. Regulations for dwelling with single car attached private garage: i) Lot Area (minimum) 330 square metres ii) Lot Frontage (minimum) a) Interior Lot b) Exterior Lot Regulation for dwelling with double car attached garage: i) Lot Area (minimum) 330 square metres ii) Lot Frontage (minimum) a) Interior Lot b) Exterior Lot d. Yard Requirements: i) Front Yard 11.0 metres 14.0 metres 11.3 metres 14.3 metres 6.0 metres to private garage or carport except where there is no sidewalk in front of the dwelling 7.0 metres to the ii) Exterior Side Yard iii) Interior Side Yard private garage or carport; 4.0 metres to dwelling; 2.0 metres to porch 6.0 metres to private garage or carport except where there is no sidewalk in front of the dwelling 7.0 metres to the private garage or carport; 4.0 metres to dwelling; 2.0 metres to porch With private garage or carport 1.2 metres on one side; 0.6 metres on the other side Without private garage or 3.0 metres on one side 0.6 metres on the other side e. Special Yard Regulation: i) Bay windows with foundation may project into any required yard to a distance of not more than 0.75 metres with the bay window having a maximum width of 2.4 metres but in no instance shall the interior side yard be reduced below 0.6 metres. ii) Steps may project into the required front or exterior side yards, but in no instance shall the front or exterior yard be reduced below 1.0 metre. iii) Visibility Triangle (minimum) 6.5 metres Lot Coverage (maximum) i) 1 Storey a) Dwelling 50 percent b) Total of all buildings and structures 55 percent ii) All Other Residential Units a) Dwelling 40 percent b) Total of all buildings and structures 45 percent iii) Notwithstanding the above lot coverage provision, a covered and unenclosed porch /balcony having no habitable 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 area of 12.0 square metres shall be permitted provided it is located in the front yard of the lot and shalt not be calculated as lot coverage; b) in the case of an exterior lot, an unenclosed porch /balcony up to a maximum area of 20 sq. 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. g. Height of floor deck of unenclosed porch above finished grade (maximum) 1.0 metre h. Height (maximum) i) 1 Storey 8.5 metres ii) All other residential units 10.5 metres i. Garage Requirements i) All garage doors shall not be located any closer to the street line than the dwellings front walls 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." 4. Schedule "4" to By -law 84 -63, as amended, is hereby further amended by changing the zone designation from: "Agricultural (A) Zone" to "(H) Holding - Urban Residential Exception ((H)R2 -79) Zone'; "Agricultural (A) Zone" to "(H) Holding - Urban Residential Exception ((H)R2 -80) Zone "; "Agricultural (A) Zone" to "(H) Holding - Urban Residential Exception ((H)R4 -38) Zone'; and "Agricultural (A) Zone" to "Environmental Protection (EP) Zone" as illustrated on the attached Schedule "A" hereto. 5. Schedule "A" attached hereto shall form part of this By -law. 6. This By -law shall come into effect on the date of the passing hereof, subject to the provisions of Sections 34 and Section 36 of the Planning Act. BY -LAW passed in open session this day of '12014. Adrian Foster, Mayor C. Anne Greentree, Municipal Clerk ED =W 18 -41 Attachment 2 to Municipality of Clarington Addendum to Report PSD- 052 -14 AIRD & BERL,IS LLP Barristers and Solicitors Steven A, Zakem Partner Direct: 416.865.3440 E-mail: szakem @afrdbeTlis.com December 17, 2014 VIA EMAILICOURIER Our Matter No. 122360 Mr. Adrian Foster, Mayor and Members of Council c/o Anne Greentree, Municipal Clerk Municipality of Clarington 40 Temperance Street Bowmanville, ON L1 C 3A6 Dear Mr. Mayor and Members of Council: Re: Application by 289143 Ontario Limited for Proposed Plan of Subdivision and Rezoning - Southeast Corner Bloor Street and Prestonvale Road, Municipality of Clarington (Courtice) Municiaality of Clarinaton File: S -C -2012 -0001 & ZBA 2012 -0008 We are the municipal solicitors for 289143 Ontario Limited ( "289 ") with respect to the above referenced- matter, On September 22, 2014 the General Purpose and Administration ( "GPA ") Committee considered Report PSD - 052 -14 with respect to the above referenced proposal, The Report recommended approval of the proposed draft plan of subdivision and zoning by -law, The draft plan of subdivision proposed by 289 is attached to this correspondence. Our client supports the proposed plan of subdivision. The Staff Report also attaches a proposed zoning by -law which implements the draft plan of subdivision, A copy of that zoning by -law is attached to this correspondence. At the September 22, 2014 GPA Committee meeting, concerns were expressed by members of Council as to the high /medium density block (Block 75), and the number of proposed units within that block. Our client has incorporated apartment units and townhouses in its development in order to conform with the Municipality of Clarington Official Plan that designates a portion of the property for high and medium density development. Keeping in mind the necessity to conform with the Official Plan, our client proposes two modifications to the proposed zoning by -law that it believes will address the concerns expressed at the GPA Committee 18-42 Brookfield Place, 181 Bay Street, Suite 1800, Box 154 - Toronto; ON • M5) 2T9 . Canada ? 416.863,1500 s 416,863.1515 December 17, 2014 Page 2 meeting and will still provide for a realistic development scenario of the property. These two changes are as follows: 1. Reduce the minimum number of apartment units required by the by- law from 70 to 40. Deletion of this regulation will still allow development of .my client's site to achieve a density on the entire high /medium block (Block 75) of approximately 60 units per hectare which conforms with the Official Plan. 2, Delete section 1(f) of the proposed zoning by -law. This section requires my client to build the footings and foundations of the high density /apartment buildings portion of the site prior to constructing townhouses. This regulation was inserted into the zoning by -law without any notice to my client and without its concurrence. The proposed regulation is problematic for the following reasons: (a) , It will require my client to construct the footings and foundations of buildings that may not be built for a number of years; (b) It represents an unnecessary burden on my client. For the foregoing reasons, 289 respectfully requests that Council adopt the recommendations set out in Report PSD- 052 -14 save and except for recommendation (c) which should be amended to modify section 1.a.(ii) to change the number 70 to 40 and to delete 1.f. The changes are handwritten into the attached version of the zoning by -law for ease of reference. A representative of my client will be in attendance at the GPA Committee meeting scheduled for January 5, 2015 to speak the foregoing. Yours very truly, AIRD & BERLIS UP Steven A. Zak sm SAZ /jfs c,c. Michael Freedman Kevin Tunney _ AIR© & BERLIS LLv Barristers and Sollclors 18 -43 December 17, 2014, Page 3 - Nick Mensink Andrew Allison, Solicitor, Municipality of Clarington David Crome, Director of Planning Services Encl. 21411251.1 GIRD & BERLIS LLP Banisters and Sallcltorn 18 -44 i 00 I -P ;25 j4 .. � iwCh'CTE option 1 .. .. i' 1 .e..�� dam,. , .. � • •~ �w f : r. ; t u � {•f .Y'. iC�- '•'i+xuacirt�nea�cu ,• "meir.x `3 �loas re -u�f • k .. '` � r�� _-'�] + i i { wp+ I Finai uG:1ni i : S '�, ., I T — •�ru �. .• %•gyp, . •r.• ,e< .,., vs „a „> ,.> ,... "�Y S •; bo •- i � �i` t °ter .: ••j' i'$ i t to y � ' c J Iii tit 2 b rt � ar as x> >a xn ;sol ,2t '•_" • � �' .. ter., I Attachment 3 to Municipality of Clarington Addendum to Report PSD- 052 -14 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 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 ZBA 2012 -0008; 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 the following definitions in alphabetical order: a. "DWELLING, STACKED TOWNHOUSE Shall mean one of a group of three or more dwelling units which are separated vertically acid /or horizontally, provided that each dwelling unit has a separate entrance." b. "LONG TERM CARE FACILITY Shall mean a facility regulated through the Ministry of Health and Long Term Care, or any successor, that provides accommodation for people requiring a broad range of 24 hour health care, personal care and support care within a supervised and secured setting and where common facilities for the preparation and consumption of food are provided and common lounges, recreation rooms, medical care facilities and personal services, may also be provided." Shall mean a residential facility, licensed by the Retirement Home Regulatory Authority that provides accommodation in suites primarily for retired persons HIM U11-1 2 or couples. Such suites shall not have a stove or range and have separate entrances from a common hall Common facilities for the preparation and consumption of food are provided. Common lounges, recreation rooms, medical care facilities and ancillary uses such as a beauty salon, barber shop or tuck shop may also be provided." Section 15.4 "SPECIAL EXCEPTIONS — URBAN RESIDENTIAL TYPE FOUR (R4) ZONE" is hereby amended by adding thereto, the following new Special Exception: "15.4.38 URBAN RESIDENTIAL EXCEPTION (R4 =38) ZONE Notwithstanding 15.1 a., 15.2 a., 15.2 c., 15.2 g., and 15.2 h. those lands zoned "R4 -38" on the Schedules to this By -law shall be subject to the following zone provisions: a. Permitted Residential Uses i) Apartment Building ii) Dwelling, Linked Townhouse iii) Dwelling, Stacked Townhouse iv) Long Term Care Facility v) Retirement Home b. Regulations for Apartment Building; Stacked Townhouse Dwelling; Long Term Care Facility; and Retirement Home i) Number of dwelling units ii) Density (minimum) iii) Yard Requirements (minimum) a) to a public street b) abutting residential lots c) all other yards iv) Yard Requirements (maximum) a) to a public street v) Height a) buildings abutting Bloor Street or Prestonvale Road street line b) . all other buildings (maximum) s 70 minimum 80 maximum 80 units per hectare 6 metres to building, 4 metres to balcony /porch 12 metres 7.5 metres 9 metres to building, 7 metres to balcony /porch 4 storeys minimum 6 storeys maximum 6 storeys 18 -47- vi) . Amenity Space (minimum) a) Outdoor b) Indoor vii) Visitor parking spaces (minimum) c. Regulations for Link Townhouse Dwellings i) Number of units (minimum) (maximum) 4.0 square metres per unit 2.0 square metres per unit 0.25 spaces per unit .o] ii) Minimum density 40 units per hectare iii) Maximum permitted area for Link Townhouse Dwelling 1.1 hectare iv) Link Townhouse Dwellings shall not abut Bloor Street or Prestonvale Road street line within 75 metres of the intersection of Bloor Street and Prestonvale Road v) Yard Requirements a) setback to a zone boundary (minimum) 7.5 metres b) setback to public street 4.5 metres (minimum) 6.0 metre (maximum) vi) Visitor parking spaces (minimum) .0.25 spaces per dwelling unit vii) Unit Setback Requirements For the purposes of establishing regulations for each Link Townhouse Dwelling, the following specific regulations shall apply as if each unit is located on a lot:. (a) Lot area (minimum) 175 square metres (b) Lot coverage (maximum) 50% (c) Landscaped Open Space (minimum) 30% (d) in.the case of a through lot, the lot line dividing the lot from a public street shall be deemed to be the front lot line. (e) Yard Requirements (i) setback to public street (minimum) a. Dwelling 4.0 metres b. Porch 2.0 metres (ii) setback to private street (minimum) a. Garage 6.0 metres b. Dwelling 4.0 metres C. Porch 2.0 metres (iii) Rear Yard (minimum) 7.5 metres (iv) Side Yard (minimum) 1.5 metres, 3. Nil where a building has a common - wall with any building on an adjacent lot in the same zone. d. The provisions of Section 3.1 j. (iv) continue to apply, except where they are in conflict with the yard requirements for a balcony as specified in Section 15.4.38 c. ii) and iii), and for a porch in Section 15.4.38 d. v) of this exception zone. e. In addition to the regulations of Section 3.11 with respect to the removal of the "Holding (H)" symbol, Council shall only enact a by -law to remove the Holding (H) symbol from the lands zoned (H)R4 -38 once Council is satisfied that the site plan agreement contains provisions with respect to phasing . and construction of the site." Section 13.4 SPECIAL EXCEPTIONS — URBAN RESIDENTIAL TYPE TWO (R2) ZONE is hereby*amended by adding thereto, the following new Special Exception: "13.4.79 URBAN RESIDENTIAL EXCEPTION (R2 -79) ZONE Notwithstanding Sections 3.1 j. i), iv), 3.22, 13.2 a., b., c. i), ii),.iii), e., g. and h. those lands zoned R2 -79 on the Schedules to this By -law shall be subject to the following regulations: a. Lot Area (minimum) 300 square metres b. Lot Frontage (minimum) i) Interior Lot 10.0 metres ii) Exterior Lot 13.0 metres C. Yard Requirements i) Front Yard 6.0 metres to private garage or carport except where there is no sidewalk in .front of the dwelling; 7.0 metres to.the private garage or carport; 4.0 metres to dwelling; 2.0 metres to porch 0 ii) Exterior Side Yard 6.0 metres to private garage or carport except where there is no sidewalk in front of the dwelling; 7.0 metres to the private garage or carport; 4.0 metres ,-to dwelling; 2.0 metres to porch iii) Interior Side Yard With private garage or carport 1.2 m on one side; 0.6 metres on the other side; Without private garage or 3.0 metres on one side 0.6 metres on the other side Special Yard Regulation 18 -49 i) Bay windows with foundation may project into any yard to a distance of not more than 0.75 metres with the bay window having a maximum width of 2.4 metres but in no instance shall the interior side yard be reduced below 0.6 metres. ii) Steps may project into the required front or exterior side yards, but in no instance shall the front or exterior yard be reduced below 1.0 metre iii) Visibility Triangle (minimum) 6.5 metres e. Lot Coverage (maximum) i) 1 Storey a) Dwelling 50 percent b) Total of all buildings and structures. 55 percent ii) All Other Residential Units a) Dwelling 40 percent b) Total of all buildings and structures 45 percent iii) Notwithstanding the above lot coverage provision, a covered and unenclosed porch /balcony having no habitable 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 area of 12.0 square metres shall be permitted provided it is located in the front yard of the lot and shall not be calculated as lot coverage; b) in the case of an exterior lot, an unenclosed porch /balcony up to a maximum area of 20 sq. 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. Height of floor deck of unenclosed porch above finished grade (maximum) 1.0 metre g. Driveway Width (maximum) h. Height (maximum) i) 1 Storey 4.6 metres 8.5 metres ii) All other residential units 10.5 metres Garage Requirements: i) All garage doors shall not be located any closer to the street line than the dwellings front wall or exterior side wall or covered porch projection. 18 -50 M IV ii) The outside width of the garage shall be a maximum of 40% of the width of the lot. Section 13.4 SPECIAL EXCEPTIONS — URBAN RESIDENTIAL TYPE TWO (R2) ZONE is hereby amended by adding thereto, the following new Special Exception: "13.4.80 URBAN RESIDENTIAL EXCEPTION (R2 -80) ZONE Notwithstanding Sections 3.1 j. i), iv), 3.22, 13.2 a., b., c. i), ii), iii), e., g. and h. and those lands zoned R2 -80 on Schedules to this By -law shall be subject to the following regulations: a. Lot Area (minimum) 330 square metres b. Lot Frontage (minimum) i) Interior Lot ii) Exterior Lot C. Yard Requirements: i) Front Yard 11.3 metres 14.3 metres 6.0 metres to private garage or carport except where there is no sidewalk in front of the dwelling; 7.0 metres to the 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 except where there is no sidewalk in front of the dwelling; 7.0 metres to the private garage or carport; 4.0 metres to dwelling; 2.0 metres to porch iii) 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 3.0 metres on one side 0.6 metres on the other side e. Special Yard Regulation: i) Bay windows with foundation may project into any required yard to a distance of not more than 0.75 metres with the bay window having a maximum width of 2.4 metres but in no instance shall the interior side yard be reduced below 0.6 metres. ii)- Steps may project into the required front or exterior side yards, but in no instance shall the front or exterior yard be reduced below 1.0 metre. 18 -51 5 18 -52 iii) Visibility Triangle (minimum) 6.5 metres f. Lot Coverage (maximum) i) 1 Storey a) Dwelling 50 percent b) Total of all buildings and structures 55 percent ii) All Other Residential Units a) Dwelling 40 percent b) Total of all buildings and structures 45 percent iii) Notwithstanding the above lot coverage provision, a covered and unenclosed porch /balcony having no habitable 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 area of 12.0 square metres shall be permitted provided it is located in the front yard of the lot and shall not be calculated as lot coverage; b) in the case of an exterior lot, an unenclosed porch /balcony up to a maximum area of 20 sq. 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. g. Height of floor deck of unenclosed porch above finished grade (maximum) 1.0 metre h. Height (maximum) i) 1 Storey 8.5 metres ii) All other residential units 10.5 metres Garage Requirements i) All garage doors shall not be located any closer to the street line than the dwellings front walls 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." Schedule "4" to By -law 84 -63, as amended, is hereby further amended by changing the zone designation from: "Agricultural (A) Zone" to "(H) Holding - Urban Residential Exception ((H)R2- 79) Zone "; "Agricultural (A) Zone" to "(H) Holding - Urban Residential Exception ((H)R2- 80) Zone "; "Agricultural (A) Zone" to "(H) Holding - Urban Residential Exception ((H)R4- 38) Zone "; and "Agricultural (A) Zone" to "Environmental Protection (EP) Zone" as illustrated on the attached Schedule "A" hereto. 6. Schedule "A" attached hereto shall form part of this By -law. 7. This By -law shall come into effect on the date of the passing hereof, subject to the provisions of Sections 34 and Section 36 of the Planning Act. BY -LAW passed in open session this day of 12014. Adrian Foster, Mayor C. Anne Greentree, Municipal Clerk 18 -53 Unfinished Business (b) The following item was referred from the March 30, 2015 — April 9, 2015 General Purpose and Administration Committee Meeting: Procedural By -law and Related Policies — Improvement.and Efficiency Amendments Resolution #GPA -244 -15 Moved by Councillor Cooke, seconded by Councillor Traill That Report CLD- 006 -15 be received; 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) with the following changes to the proposed Procedural By -law: That announcements by Members of Council be limited to meetings that are televised; That each member of Council have a total of five minutes to announce or comment on.community events and activities; That all communications be included on the General Purpose and Administration Committee Meeting- Agenda; ,and That communications shall be included in it's entirely unless it is impracticable to do so in which case it shall be included in a manner as determined by the Municipal Clerk. 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; 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 That the authority to appoint private parking enforcement officers be delegated to the Municipal Clerk. AMENDED MOTION REFERRED Resolution #GPA- 256 -15 Moved by Councillor Neal, seconded by Councillor Hooper That the foregoing Resolution #GPA- 244 -15 be amended by adding the following to the end of Paragraph. two: "That all "motions to refer" be debatable." MOTION REFERRED 18 -54' If this information is required in an alternate accessible format, Clerk at 905 - 623 -3379 ext. 2102 Clerk's Report please contact the Municipal Report To: General Purpose and Administration Committee Date of Meeting: February 23, 2015 Report Number: CLD- 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. 18 -55 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 Pacae 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 18 -57 meetings is not significant, and the access rates to the audio recordings of meetings are 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 18 -58 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 Meetin • items pertaining to an item on the Council Agenda, or • where it is deemed necessary and appropriate by the Municipal Clerk. GPA Meetinas: • 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 78 -59 circulated to AMO or FCM instead of the individual municipalities. Municipality of Clarington Report CLD -006 -15 - 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 Paae 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 8.10 — 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. 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. 18 -62 Municipality of Clarington Report CLD -006 -1 5 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 CMO 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. 18 -63 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 Section 4 — 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 Emergency Special 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 18 -64 -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 .......................................................................................... .............................15 7=4 7.3 Presentations .............................................................................................. .............................15 7.4 Delegations ................................................................................................. .............................16 ......................... .............................16 7.5 Communications ......................................................................................... .............................16 7.6 Committee Reports ..................................................................................... .............................17 7.7 Staff Reports ............................................................................................... .............................17 7.8 Business Arising from Procedural Notice(s) of Motion ............................... .............................17 7.9 Unfinished Business ................................................................................... .............................18 7.10 By- laws ........................................................................................................ .............................18 7.11 Procedural Notice(s) of Motion ................................................................... .............................18 . ........................................................................................... .............................19 Section 8 — Order of Proceedings - GPA .................. 99 8.1 Call to Order ............................................................. ................................................................ 19 8.2 Adopt the Agenda ....................................................................................... .............................19 8-F2 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 Section 9 — Delegations ................... ............................... 22 9.1 General ....................................................................................................... .............................22 9.2 To Council ................................................................................................... .....:.......................22 Requestto Speak — Required ..................................................................... .............................23 TimeLimits .................................................................................................. .............................23 ......................................................................... .............................23 9.3 To GPA or Special Committee .................................................................... .............................23 TimeLimits ...................:.............................................................................. .............................23 Requestto Speak — Required ..................................................................... .............................23 Dispositionof Delegation .................:.......................................................... .............................24 9.4 At a Public Meeting ..................................................................................... .............................24 TimeLimits .................................................................................................. ...................:.........24 Request to Speak — No Request Required ................................................. .............................24 9.5 Special Meetings ......................................................................................... .............................24 18 -65 -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 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 MunicipaiAct, 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. 2 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. 3 Presiding Member means the Member appointed to act as Chair pursuant to Sub- sections 7.1.3 and 8.1.1 of this Procedural By -law. Procedural Motion means any motion concerning the manner or time of consideration of any matter before the Council as opposed to the substance thereof and includes, without limitation, the following: a) To extend the time of the Meeting; b) To refer; C) To amend; d) To recess; e) To table; f) To lift from the table; g) To adjourn; _ day; i) a Go. Hain 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. M 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 -70 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 -71 0 3.3.3 If, at a Committee Meeting, the Chair desires to leave the chair to move a motion or to take part in the debate pursuant to Sub - section 3.3.1, or otherwise, the Chair shall call on the Mayor to preside until the Chair resumes the chair. If the Mayor is chairing the Committee meeting, the Deputy Mayor shall be called upon to preside until the Mayor resumes the Chair. 3.4 Duties of a Member of Council 3.4.1 A Member of Council shall have the following duties: a) to deliberate on the business submitted to Council, GPA or Special Committee of Council, as the case may be; b) to vote when a motion is put to a vote; C) to Chair the portion of the GPA Meeting for which he is the Department Liaison and assume the duties of the Mayor as detailed in Sub - section 3.1.1 with the exception of Sub - sections 3.1.1 a), 1) and fin); and d) to apply and respect the Rules of Procedure. Section 4 — Meetings 4.1 Regular Meetings 4.1.1 Unless otherwise directed by Council, the regular Meetings of Council and GPA shall be held in the Council Chambers, Municipal Administrative Centre, 40 Temperance Street, Bowmanville, ON and at the dates and times as determined by Council resolution. 4.1.2 Unless otherwise directed by Council, the Special Committee Meetings shall be scheduled by the Special Committee Chair at times and locations as deemed appropriate to the mandate of the Special Committee. 4.2 Special Meetings 4.2.1 In addition to regular Meetings, special Meetings of Council or GPA shall be held upon written direction signed by the Mayor and delivered to the Municipal Clerk stating the date, time, location, and purpose of such Meeting, and preference be given that said meeting shall only be held within the Municipality of Clarington. 4.2.2 The Mayor may, at any time, summon a special Meeting of Council or GPA and shall summon a special Meeting of Council or GPA when requested to do so in writing by a majority of Members, at the time mentioned in the request, and preference be given that said meeting shall only be held within the Municipality of Clarington. 18 -72 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 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 -73 4.5.3 If during the course of a meeting, a quorum is lost, the Chair shall declare that the meeting shall stand recessed temporarily or be adjourned until the date of the next regular meeting or other meeting called in accordance with the provisions of this By -law. 4.6 Meetings Open to Public 4.6.1 Subject to Sub - section 4.7, Meetings shall be open to the public and no person shall be excluded there from except for improper conduct. 4.7 Closed Meetings 4.7.1 Council, GPA or a Special Committee may, by resolution, close a Meeting or part of a Meeting to members of the public in accordance with Sub- section 239(2) of the Municipal Act, 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. 1 8 -7 4 0 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, 2009 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. be posted Sig the Wrabsit _> 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 ro hefere the time uppoin nted fer G nh Meeting and shall he delivered: - - - .. b) e'eGtFGRiGally via email te their MuniGipal email address. 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 -75 10 4.9 Length of Meetings / Scheduled Break 4.9.1 Meetings scheduled to commence at or before 9:30 AM, and which are in session at 4:31 PM, will be adjourned unless otherwise determined by a vote of two- thirds of the Members present. 4.9.2 Meetings which are scheduled to commence at 7:00 PM, and which are in session at 11:01 PM, will be adjourned unless otherwise determined by a vote of two- thirds of the Members present. 4.9.3 Where a meeting is scheduled to commence at or before 9:30 AM, there shall be a scheduled 1 hour break at 12:00 noon unless otherwise determined by a vote of two- thirds of the Members present. 4.10 Communication Devices 4.10.1 Members are prohibited from bringing into the Meeting room cellular phones, Blackberrys, audible pagers or -any other similar communication device. 4.10.2 During a Meeting, the use of cellular phones, Blackberrys, audible pagers or any other similar communication device is only permitted in the press gallery and staff areas within the Meeting room. 4.10.3 Despite Sub - section 4.10.2, the use of any communication device may be prohibited by the Chair, if, in the Chair's opinion, the device is interfering with any video or audio broadcast of the meeting. 4.10.4 Sub - sections 4.10.1 and 4.10.2 do not apply during a Meeting recess. 4.11 Video Recording of Council and Committee Meetings 4.11.1 With the exception of the Municipality and any publicly available broadcaster, the video recording of a Council or Committee meeting is prohibited within 3 metres of the Council ring. 4.11.2 Notwithstanding Sub - section 4.11.1, video recording by any person is not prohibited for a presentation as defined in Sub - section's 7.3.1 (a) of this by -law. 18 -76 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 -77 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 printed agenda under the following headings for the use of the Members at the regular Meetings of Council: Meeting Called to Order Invocation Disclosure of Pecuniary Interest n nnnUnnomeRtS 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) QtheF InfnYmo45An Confirming By -law Adjournment 6.1.2 The agenda shall be plained in saph 44-1—Fs' mail -b—ex at the W (emntreprovided to each member no later than 12:00 noon the Friday preceding the commencement of the regular Council Meeting in question. 13 6.1.3 At the discretion of the Municipal Clerk, an agenda item received after noon on Wednesday and before the commencement of the meeting, which is of an urgent nature or directly relevant to a matter on the agenda for the meeting, may be added to the agenda. Such matter shall be communicated to the members of Council and posted on the Municipal website as soon as possible. 6.1.4 The business of Council shall be considered in the order as it appears on the agenda, unless otherwise decided by a vote of the majority of the Members present and voting. 6.2.1 The Municipal Clerk shall cause to be prepared an pFiRted agenda under the following headings for the use of the Members at the regular meetings of G PA: Meeting Called to Order Adopt the Agenda Disclosure of Pecuniary Interest ARRG RGemento 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 CemmunnGatien 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 -79 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 te �'#' ` r-- 1-1, c �-�- - - —4- 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. IT-IN-011f 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. - R&S 7=4 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 officials) 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. 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=4=2 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. M 7.4 Delegations 7.4.1 See Section 9. ,T.,..W.....�.,,.., .,...y....� .. r... .......� _ _.._ ., _..�.. __ Peep befia- -1 G—la—H, shall r1ofore=ipin 1. far rlacnnc gzm Feeeffiffienn F- 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, 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, aPA Special Committees and Advisory Committees and Boards, shall be listed under this Section of the Council agenda. 7.6.2 Reports of GPA, aR4 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. 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. 7.8 Business Arising from Procedural Notice(s) of Motion 7.8.1 A Procedural Notice of Motion properly given at a previous Council meeting or which has been delivered to the Municipal Clerk prior to 12:00 noon the 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. 7-407.9 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. 7.10 By -laws 7.10.1 No by -law, except: • a by -law to confirm the proceedings of Council; • a by -law granting authority to borrow under the authority of the Municipal Act, 2001; • any by -law arising as the result of an order or decision of any judicial or quasi - judicial body; ® a part lot control by -law; shall be presented to Council unless the subject matter thereof has been considered by Council or by GPA and has been approved by Council. 7.10.2 All by -laws shall be passed in a single motion, unless a Member wishes to discuss the contents of the by -law, at which time the subject by- law shall be divided from the motion and dealt with separately. 7.10.3 Every by -law when introduced, shall be in typewritten form, and shall contain no blanks except such as may be required to conform to accepted procedure or to comply with the provision of any Statute, and shall be complete with the exception of the number and date of the by -law. 7.10.4 The Municipal Clerk shall endorse, on all by -laws enacted by Council, the date of = enactment. 9 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 19 7.11.1 Procedural Notices of Motions introducing a motion to amend something previously adopted by Council, to rescind a previous decision of Council, to lift a matter from the table, or to reconsider a previous decision of Council as described in Sub - sections 10.12.9, 10.12.10, 10.12.28 and 10.12.32, respectively, shall be given to the Municipal Clerk, in writing and signed by the mover and seconder at a meeting of Council, but shall not be debated until the next regular meeting of Council. 7.11.2 Where a Procedural Notice of Motion has been given under Sub- section 7.11.1, the Procedural Notice of Motion shall be printed in full in the Agenda, under "Business Arising from Procedural Notice of Motion" for that meeting of Council and each succeeding meeting until the motion is considered or otherwise disposed. 7.11.3 When a Member's Procedural Notice of Motion has been called by the Chair at two successive meetings and not proceeded with, it shall be removed from the agenda for all subsequent Meetings, unless Council otherwise decides. 7 4: o....:..a_� 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 �Q � 13 8.4 Public Meetings 8.4.1 Public Meetings shall be conducted in the following manner: 20 a) The Chair shall state the purpose of the Public Meeting and shall explain to those present how the Public Meeting shall be conducted. b) A member of the Municipality's staff shall address the r_oo 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. 8.6 Delegations 8.5.1 See Section 9. 8.6 Presentations 8.6.1 See Sub - section :7=.4 7.3. 8.6.2 Upon receipt of the request for Presentation as detailed in Sub - section = =' T.3, 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 21 8.8.1 All communications received by the Municipal Clerk before noon on Wednesday prior to the commencement of the meeting, which: • pertain to an item on that agenda, • where it has been requested to be included by the Mayor or a Member of council, or • is deemed necessary and appropriate by the Municipal Clerk shall be listed under the heading 'Communications' on the agenda and shall be included in its entirety unless it is impractical to do so in which case it shall be included in a manner as determined by the Municipal Clerk. 8.82 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 7.9. 8.10 Other Business 8.10.1 ageRda. Members may only introduce a motion on any other business, not otherwise disposed of under any other flum 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 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. 24 Disposition of Delegation 9.3.5 When a delegate is addressing a matter that is not otherwise included on the agenda, a motion to deal with the delegation shall be in order immediately following the conclusion of the delegation. 9.4 At a Public Meeting 9.4.1 Where Council has passed a by -law delegating to GPA, Council's responsibility to conduct a hearing, a Public Meeting, or a public workshop, before passing a by -law or prior to adopting and approving an Official Plan Amendment, zoning by -law amendment, or approving a draft plan of subdivision, under the Municipal Act, 2001, or the Planning Act, the GPA shall conduct such hearing, Public Meeting, or public workshop. Time Limits 9.4.2 Delegations to GPA in respect of any such matter for which the Public Meeting is held, shall be limited to ten (10) minutes in addition to the time taken by Members to ask questions of the Delegation and to receive answers to such questions. Request to Speak — No Request Required 9.4.3 A person wishing to make representation on a matter for which a Public Meeting is held, is not required to give written notice or to be listed on the GPA agenda for the Meeting in question. 9.5 Special Meetings 9.5.1 No Delegation will be heard at a special Meeting of Council or GPA unless otherwise directed in the call of the special meeting. 9.6 Conduct of Delegations and Presenters 9.6.1 Delegations and presenters shall not: a) speak disrespectfully of any person; b) use offensive words; C) speak on any subject other than the subject for which they have given notice to address Council /Committee; d) disobey the decision of the Chair; e) enter into debate with Members; and f) appropriate any unused time allocated to another Delegation or presenter. Section 10 — Rules of Debate and Conduct 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 er- she -may, by majority vote of the Members, be permitted to retake his ewe 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 -91 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. . nor-ULOTIrt 10.5.1 The Chair shall preserve order and decide on Points of Order. 10.5.2 A Member who desires to call attention to a violation of the Rules of Procedure will ask leave of the Chair to raise a Point of Order. When leave is granted, the Chair may use the words "Councillor... state your Point of Order." The Member will state the Point of Order with a concise explanation and will comply with the decision of the Chair. The Member in possession of the floor when the Point of Order was raised has the right to the floor when debate resumes. 10.6 Appeal of Ruling of Chair 10.6.1 With respect to a ruling on either a Point of Privilege or Point of Order, if the Member does not appeal immediately thereafter to Council, GPA or Special Committee, as the case may be, the decision of the Chair shall be final. 10.6.2 If the Member wishes to appeal the decision of the Chair, he shall appeal immediately to Council, GPA or the Special Committee, as the case may be, otherwise, the decision of the Chair is final. 10.6.3 If the decision is appealed, the Chair will give concise reasons for his ruling, and will call a vote by Council, GPA or Special Committee, as the case may be, without debate on the following question: "Will the ruling be sustained ? ", and the decision of Council, GPA or the Special Committee is final. The Chair may vote on this question. In the event of a tie of votes, the ruling of the Chair shall be deemed to be sustained. 10.7 Members Speaking 10.7.1 When a Member is speaking, no other Member shall pass between him and the Chair, or interrupt him except to raise a Point of Order. 10.8 Question Read 10.8.1 Any Member may request the question or motion under discussion to be read at any time during the debate but not so as to interrupt a Member while he is speaking. 10.9 Speak Once a 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 -92 27 motion, but not by any Member who has moved an amendment or procedural motion in response to that motion. 10.10 Time Limit 0l 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.x? 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. 18 -93 +F:3 Withdrawn 4Q4 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 1 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. iiE:1=8121 29 Motion in Writing 10-12 10.12.11 Except as provided by Sub - section 40.12.8 10.12.9 ands . 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 g n 10.12.9 or :4 10.12.10. Motion to Refer 1&4 .42110.112.13 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 '12.43 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 -4= 10.12.16 A motion to amend a previous action of Council requires a majority vote of the Members present and voting provided that notice has been given in accordance with Sub - section 7.11, and in case the aforesaid notice has not been given, the motion to amend a previous action of Council requires a two - thirds (2/3) vote of the Members present and voting. Question Be Now Put ' ^- 10.12.17 A motion that the question be now put: a) Is not debatable; b) Cannot be amended; c) Cannot be proposed when there is an amending motion under consideration, except for the purpose of moving that the amending motion be put; d) When resolved in the affirmative, requires that the question(s), motion, amending motion or motion as amended, whichever is under 18 -95 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 Def6F /Postpone ^ 10.12.18 A Motion to refer or to refer back or postpone the question may include instructions respecting the terms upon which the question is to be referred ar �'— or postponed. 10. 12.19 A motion to refer or to refer back ep4o4efef 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 e,-4 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 4efef=ef postpone made under Sub - sections ice'- 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 � 7.11. 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 742 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 7=44 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 -97 32 Meeting nor destroy its continuity and after which, proceedings shall immediately resume at the point where they were interrupted. 10.12.34 A motion to recess is not debatable, but is amendable as to the length of the recess. Motion to Adjourn 10.12.35 A motion to adjourn: a) Shall always be in order except as provided by this Procedural By -law; b) Is not in order when a Member is speaking or during the verification of a vote; c) When resolved in the negative, cannot be made again until after some intermediate proceedings shall have been completed by Council, GPA or Special Committee, as the case may be; d) Is not in order immediately following the affirmative resolution of a motion that the question be now put; e) If carried, without qualification, will bring a Meeting to an end; f) To a specific time, or to reconvene upon the happening of a specified event, if carried, suspends the Meeting to continue at such time; and g) Is not debatable. 10.12.36 A motion to proceed beyond the the scheduled adjournment time: a) Shall not be amended or debated; b) Shall always be in order except when a Member is speaking or the Members are voting; and c) Shall require the support of two - thirds (2/3) of the Members present and voting. 10.13 Voting on Motions 10.13.1 Immediately preceding the taking of the vote on a motion, the Chair may state the question in the form introduced and shall do so if required by a Member. 10.13.2 After a question is finally put by the Chair no Member shall speak to the question nor shall any other motion be made until after the vote is taken and the result has been declared. 33 10.13.3 Every Member present at a Meeting, when a question is put, shall vote thereon unless disqualified under the Municipal Conflict of Interest Act to vote on the question. 10.13.4 Except where the Member is disqualified under the Municipal Conflict of Interest Act from voting, if a Member does not vote when a question is put, he or she shall be deemed to have voted in the negative. 10.13.5 A Member not in his or her seat when the question is called by the Chair is not entitled to vote on that question. 10.13.6 Each Member has only one vote. 10.13.7 The vote required to pass a motion shall be a simple majority except as otherwise provided by this Procedural By -law or by Statute. 10.13.8 The Chair shall announce the result of every vote. Unrecorded Vote 10.13.9 The manner of determining the decision of the Council, GPA or a Special Committee on a motion shall be at the discretion of the Chair and may be by voice, show of hands, standing, or otherwise. Recorded Vote 10.13.10 A Recorded Vote shall not be in order at GPA or Special Committee meetings. 10.13.11 When a Recorded Vote is requested by a Member during a Council Meeting, or is otherwise required, the Municipal Clerk shall record the name and vote of every Member. 10.13.12 The order in which Members vote on recorded votes shall be in alphabetical order of the Members present and voting, commencing with the Member who made the request and continuing through the alphabet and then back to the beginning of the alphabet, if necessary, until all Members have voted. The Chair shall vote last. 10.13.13 If a request for a recorded vote is made by the Chair, the order in which Members vote shall be in alphabetical order of the Members present and voting. The Chair shall vote last. 10.14 Conduct of the Audience 10.14.1 Members of the public who constitute the audience in the Council Chamber or adjacent to the Meeting room, or other such place where the Meeting is held in accordance with Sub - section 4.1 of this Procedural By -law, during a Meeting, shall maintain order and quiet and may not: a) Address Council, GPA or Special Committee without permission; .. 11. 11.1 11.2 34 b) Interrupt any speaker or action of the Members or any other person addressing Council, GPA or Special Committee; c) Speak out; d) Clap; e) Behave in a disorderly manner; or f) Make any other noise or sound that proves disruptive to the conduct of the meeting. Implementation By -laws 2011 -016, 2011 -031, 2011 -110, 2011 -120, 2012 -011, 2012 -016 are hereby repealed. This Procedural By -law shall come into full force and effect upon its passage. By -law passed in open session this day of , 2015. Adrian Foster, Mayor C. Anne Greentree, Municipal Clerk 18 -100 Corporate Policy POLICY TYPE: SUBSECTION: POLICY TITLE: POLICY #: POLICY APPROVED BY: EFFECTIVE DATE: REVISED: APPLICABLE TO: 1. Purpose: ATTACHMENT #2 Clffk REPORT CLD- 006 -15 Va W /ll 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 /tag day, the request well be pl. Ged on 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 -101 Page 1 of 2 Corporate Policy 0 ar n 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 net he appfeyed for mere than ene ernanizatien for the some date ene 4. Appendices: None Page 2 & —1 02 ATTACHMENT #3 TO REPORT CLD- 006 -15 Council Communications Policy Draft 1. Purpose: To streamline and implement accountability, efficiency and consistency into the process of correspondence that is received by the Municipality of Clarington and subsequently considered by staff, a Standing Committee and /or Council. The intent to standardize and expedite the processing and circulation of correspondence received by the Clerk's Department, and to narrow the scope of correspondence considered by Council to matters within the jurisdiction of Council and of relevance to Clarington. 2. Definitions 2.1 CAO - Chief Administrative Officer for the Municipality of Clarington. 2.2 Correspondence - written communication directed to the Mayor and Members of Council or to the Municipality of Clarington, which is received by the Clerk's Department, either by fax, in letter form, in memo form or by email. The word "communication" shall be used interchangeably. 2.3 GPA - General Purpose and Administration Committee of the Municipality of Clarington. 2.4 Proclamation - an official declaration or announcement. Usually to declare a period of time as having special significance. 3. General 3.1 All correspondence forwarded by the Clerk's Department to be disseminated to Council individually or collectively, shall be distributed on a regular basis, and will not be placed on the agenda; except as otherwise provided for in Sections 3.2. and 3.3 below. Correspondence will also be disseminated to the appropriate department(s). In cases where the original is too voluminous or where it would be impractical due to format, the Municipal Clerk may distribute the communication item in an alternative format. 3.2 Notwithstanding 3.1, the following correspondence shall be included on the Council Agenda: • Correspondence pertaining to a matter before Council shall be included on the Council Agenda. • Correspondence from an Agency, Organization or Government requiring Council to act, where deemed necessary and appropriate by the Clerk. Page I 1 18 -103 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- IM? 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 -104 4.2.3 Should a Member of Council determine that the resolution should be endorsed, the Member of Council shall, by 4:15 PM the Friday preceding the commencement of the GPA Committee meeting, request the Municipal Clerk to have the matter added to the General Purpose and Administration Committee meeting such that the Member may introduce the appropriate motion at GPA. 4.3 Requests for Special Events 4.3.1 Council has delegated approval authority to staff for Special Events on Municipal Roads, on private property and on Municipal property by by -law. In accordance with this delegated authority, the Municipal Clerk shall forward the requests as follows: Request Type Forwarded to - Approval Authority Special Event on a Traffic Coordinator Director of Municipal Road Engineering Services Special Event on Private Manager, Municipal Law Municipal Clerk Property Enforcement Special Event on Municipal Director of Operations Director of Property I Operations 4.3.2 Upon approval of the Event, the Approval Authority shall notify the following people that the Special Event permit has been issued: • CAO • all Department Heads • Communications Officer • all Members of Council 4.4 Communication Blasts /Notices from AMO /FCM 4.4.1 All communication blasts /notices from AMO shall be forwarded, by the Municipal Clerk, to: ® All Department Administrative Assistants for consideration by their Department • Each Member of Council through their administrative staff. Page 13 it -1 =1161 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: • All Department Administrative Assistants for consideration by their Department • Shall be included in the Agenda package for the meeting Page 14 iMMI 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 11-0=11h Unfinished Business (c) The following Correspondence item was referred from the April 13, 2015 Council Meeting: Fire Amalgamation Study. D - 8 Deb Bowen, AMCT, Regional Clerk/Director of Legislative Services, Regional Municipality of Durham, advising that on March 4, 2015, Regional Council adopted the following resolution pertaining to the budget allocation for a fire services study: "That notwithstanding the budget allocation for a fire services study, that prior to any study being conducted the matter of fire amalgamation be circulated to the Area Municipalities for comments and input." Resolution #C- 109 -15 Moved by Councillor Neal, seconded by Councillor Cooke That Correspondence Item D - 8 from Deb Bowen, AMCT, Regional' Clerk/Director of Legislative Services, Regional Municipality of Durham, with respect to a study being conducted on the matter of fire amalgamation, be referred to the April 20, 2015, General Purpose and Administration Committee meeting. Carried March 23, 2015 THIS LETTER HAS BEEN FORWARDED. TO THE EIGHT AREA CLERKS - —_ -- . -- Ms_A_Gr-eentr_ee - - - -- - - - -- Clerk _ The Regional - - Municipality of Clarington Municipality 40 Temperance Street of Durham* Bowmanville,_, ON L11 3A6 -. Corporate Services _ Department Legislative Services Re: 2015 Regional Business-Plans and Budgets for Property 605 ROSSLAND RD, E. Tax Purposes, - including- Geneeal..Purposes, Solid. Waste VV Box 623 MA and WHITBY ON LiN:6A3 na ement . g Regional TranSlt.(2015;F -19).- - CANADA (Our File: F07). .905- 668 -7711 - ' • -1- 800 -372 -1102 . - Please be advised that the following_ motion was passed by Fax: 905 -668 -9963. Regiohal.Councii at its meeting, . held on. March 4, 2015: www.durham.Ca - "THAT notwithstanding the. budget -allocation for a fire services Matthew L. Gaskell stud that rlor.to an stud bein conducted the matter of fire Commissioner of . - Y' P Y.. , Y 9 Corporate Services amalgamation be circulated to the Area .Municipalities. for comments and 'input." - Would you please forward- your Municipality's writteri comments to my-•attention, Once I have received the. written comments from all eight Area Municipalities, I Will include them on a future:Cou* ncil. agenda under correspondence. . RE Deb Bowen, AMCT RBVIE +,vBO BY Regional Clerk./ Director of Legislative Services CRIGINALTO: COUNCIL ❑ COUNCIL ❑ FILE DB /cb DIRECTION INFORMATION CONY TO: c: - Mr. Roger Anderson, Regional Chair and MAYOR. •° MEMBERS, CAO OF:000NCi� ❑ COMMUNITY ❑ CORPORATE \i7 EMERGENCY' SERVICES SERVICES SERVICES - ❑ -ENGINEERING U MUNICIPAL. ❑ OPERATIONS SERVICES . CLERK'S ❑ PLANNING ❑- SOLICITOR \TREASURY SERVICES - ❑ OTHER MUNICIPAL CLERK'S FILE• 1 > nca - 1 If this information Is required in. an accessible format, please contact 1. the,Accessibility.Co- ordinator at 1- 800 - 372 -1102 ext. 2009: ro-sok.]z March 26, 201.5 i Miami Ilan Mayor Adrian. Foster- . Municipality of Clarington. 40 Temperance Street_ The Regional`. BOwmanville, Ontario Municipality L1 G 3A6 of Durham Office of the Regional Chair. _ 605 RO$SLAND ROAD E. Dear'Mayor. Foster and Council:- THIS LETTER HAS BEEN SENT TO ALL EIGHT-AREA MUNICIPALITIES MUFII0IPALITY OF GLARINGTON MAYOR'S OFFICE PO BOX 623 WHITBY ON L1N 6A3 _ CANADA - Re: Fire Services Study. 905 -668 -7711 , 1 -800- 372 -1102 Fax: 905 -668 -1567 th When Regional Council met. on March 4 . , it passed.a resolution that, Email: roger.anderson@durham.ca notwithstanding the budget allocation for afire services_ study, Area. www.durham.ca . : Municipalities would have the opportunity to submit their position or Roger M. Anderson comments on the matter,:. prior to any study commencing. Regional Chair and CEO As ybu4 are aware, one of-my key campaign commitments during the electiori..was to investigate the practicality of merging fire services in Durh am. R`egioh: Itwas a cormnitment to gather facts about our existing fire services and: explore whether. some form` of fire- service amalgamation makes ffnanclal •and operational: sense. - Emergency.services are a major - component of municipal expenditures so our. Councils should be reviewing any opportunity to enhance their efficiency and cost = effectiveness and seeking innovative ways to improve or streamline our•services. In my communications with the public and with local professional fire fighters associations; I have noted that amalgamation°might produce cost savings, improved communication among emergency services; better operational integration in urban and rural areas,,superior . station locations, greater cross - boundary coordination and. o ortunities for streamlined administration. - Is.the're:potential "for pp. faster emergency response or more integrated. e1 merq7 -eh cy - management ?' How much tax room could be created..at the local level? -.We: don't know the answers to these questions: If this information is required in an accessible format,.•please contact ; the Aceessibilify Co- ordinator at 1- 800 - 372 =11 :02 ext :;2009. „ nce fo Page 1 of 2 im Past Consumer •18 "110 :: _ In my view it is worth pulling together this information so we can look at the issue on a Region -wide bans to see how the data looks-when aggregated. No individual municipality is going to do that but the Region can.. Asking Regional staff to work with your municipalities to compile information, about current costs and. service levels will. provide data-on which to base a decision to do more detailed analysis ornot. - -- - I- believe We show d -left iF e facts speak for themselves. I am writing to ask you to please support doing an initial, mainly financial review in consultation with your municipal staff, after which. you. can make an. informed decision about the value in proceeding - further down this path. The study will provide basic financial, tax impact and other information necessary to determine if there is justification to examine . the issue in more depth. By-working together, we' °can .continue to provide excellent service to our communities. ~ ' -- Please contact me if you wish to discuss it in more detail. Yours truly-, v oger Anderson - - Regional.Chair and CEO Page -2 of 2 .:. r PUBLIC MEETING Application By: 1127009 Ontario Inc. (HeadgateDevelopments Inc.) . Zoning By-law Amendment and Draft Plan of Subdivision to permit the development 24 single detached dwellings Clarington Planning Services Department Site Location Context Background •Previous Plan of Subdivision for 36 dwelling units –draft approved on March 10, 1997 –approval lapsed October 27, 2014. •Difficulty in obtaining final approval •The current proposed Plan of Subdivision is a replacement for the above subdivision, and is more consistent with current requirements. Current Proposed Draft Plan Of Subdivision Policy Framework •The Provincial Policy Statement •The Provincial Growth Plan •The Regional Official Plan •The Clarington Official Plan Comments Looking Southwest at Property •Resident Comments –Adjacent neighbours were concerned about drainage •Agency Comments –CLOCA –Durham Region –Clarington .mm',L-t NOW w • i'r'e I � ■r y April 15, 2015 Municipality of Clarington 40 Temperance Street Bowmanville, ON L1C 3A6 Attention: Mayor Foster & Council RE: Clarington Tourism Marketing Board (CTMB) Growing Tourism in Clarington Proposal Dear Mayor Foster & Members of Council: Please find enclosed, a Draft Proposal/Discussion Paper including Summary & Terms of Reference that CTMB will be presenting to Council at the next General Purpose & Administration Committee on Monday, April 20th. Tourism in Clarington has taken great steps forward in the past few years, thanks to the Town’s support. We now have an Economic Impact Study identifying tourism as a significant economic driver. We also have a Tourism Plan, identifying key areas to develop. Our Tourism Office – the front door to our community – continues to help tourists as well as residents discover what’s in our wonderful community. Last but not least, the addition of a part time person solely dedicated to tourism has shown great success with promotion, branding & building partnerships, to name just a few things. We appreciate the support that Council has shown with these initiatives & hope that we can continue! There is one big gap in the Clarington Tourism - someone responsible for seeking out partnership/funding opportunities whether through Durham Region, Central Counties & Provincial bodies. With this in mind, we have drafted a proposal to address this, as well as grow the status quo. We ask that you consider our proposal – the establishment of a stand-alone tourism board – as one option in growing tourism in Clarington. The other option would be to keep tourism within the Municipality, increasing tourism staff time dedicated to this important economic driver for our community. A budget for this proposal has been drafted & would be available should Council choose this option. Also, Letters of Support from tourism players can be submitted at that time. In conclusion, we thank you for inviting CTMB to participate in the 2014 – 2018 Strategic Plan process. When reviewing the final draft & planning future direction for tourism in Clarington, we ask that you consider our proposal. Whatever the decision, we look forward to working with the Municipality to promote Clarington as a “Top of Mind” Tourism destination. Sincerely Petra Schwirtz, CTMB Chair Sandy Archibald, CTMB Director CLARINGTON TOURISM MARKETING BOARD Draft Proposal/Discussion Paper–Summary intent The of the proposal being drafted is to ensure growth and continuity in the promotion and development of tourism opportunities & experiences in Clarington. “arms-length” responsibility It is our understanding that the Municipality wantsfor the provision oftourismservices. stand-alone association The preferred model is a that operates independently of Council (like the Clarington Board of Trade and the Visual Arts Centre of Clarington currently do) and maintainsstrong ties to Council. written Tourism services will be provided by the Clarington Tourism Marketing Board through a agreement with the Municipality that would identify and set roles, responsibilities and expectations. MANDATE The of the Clarington Tourism Marketing Board (CTMB) will be to: a.Work cooperatively in developing Clarington as the vibrant and welcoming tourism capital of the Region of Durham, where small town charm and ‘warm-land’ experiences meet; b.Provide ClaringtonCouncil with advice and recommendations on tourism issues directly affecting the Clarington area and through working with other tourism stakeholders assist in creating an integrated perspective on such issues. c.Oversee the development of tourism locally by helping to strengthen the overall ‘visitor experience’ through marketing and product development. d.Provide recommendations to Council through the implementation of the Community Tourism Strategy. Annual Operating Budget e.Develop and submit an to be approved by Council and implemented by tourism staff.The Board is responsible for budgetary oversight. Budget Considerations a.Revenues i.Visitor Guide Advertising Sales ii.Mobile App Sales iii.Grants –Central Counties Partnership Funding; Province of Ontario Tourism Development Fund iv.Operating Grant –Municipalityof Clarington b.Expenses i.Staffing –Executive Director; Tourism Coordinators ii.Visitor Guide Production iii.Advertising/Promotion iv.Mobile App Development/Maintenance v.Rental of Tourism Office ($500/month as per CBOT days) CTMB/Clarington Tourism would request that the Municipality continue to provide IT support and access to the internet at least initially MANTRA: NO ONE CAN PROMOTE TOURISM LIKE TOURISM CAN! CLARINGTON TOURISM MARKETING BOARD Terms of Reference (Draft Proposal/Discussion Only) ESTABLISHMENT AND AUTHORITY The Clarington Tourism Marketing Board (CTMB) is a not-for-profit organization established to ensure the consistent development and promotion of tourism opportunities and experiences in the Municipality of Clarington. Through written agreement, the CTMB will continue to promote, develop and enhance tourism opportunities and experiences on behalf of the Municipality of Clarington. MANDATE The primary purpose of the Clarington Tourism Marketing Board(CTMB) will be to: 1.Workcooperatively in developing Clarington as the vibrant and welcoming tourism capital of the Region of Durham, where small town charm and ‘warm-land’ experiences meet; 2.Provide ClaringtonCouncil with advice and recommendations on tourism issues directly affecting the Clarington area and through working with other tourism stakeholders assist in creating an integrated perspective on such issues. 3.Oversee the development of tourism locally by helping to strengthen the overall ‘visitor experience’ through marketing and product development. 4.Provide recommendations to Council for the implementation of the Community Tourism Strategy. Annual Operating Budget 5.to be approved by Council based on recommendation from the CTMB. ROLES AND FUNCTIONS To report on an semi-annualbasis regarding the activities, initiatives and outcomesof the Clarington Tourism Marketing Board and general tourism performance in Clarington, as benchmarked against other municipalities in the Durham Region, where possible. The Boardis responsible for facilitating the development of the local tourism economy by identifying strategic priorities, securing partnership funding, and ensuring that there is an alignment between the tourism related objectives and activities of the various local partners and between local and regional initiatives. The Boardwill review matters, establish priorities and oversee the implementation of initiatives relating to: the ongoing development and promotion of Clarington as a tourism destination; the development and promotion of other local product areas including arts and culture, sport tourism, agri-tourism, culinary tourism and the integration of neighbouring visitor experiences; the marketing of Clarington as a vital component/tourist destinationof Durham Region. The Boardshall play a vital role in seeking out and securing funding from relevant sources and shall ensure that the local priorities are understood at the regional level and are integrated, where possible, with regional strategies. The Boardwill assist with prioritizing existing recommendations and will work with partners in identifying and developing new initiatives. There is potential for overlap in various programs and promotion activities of the Clarington Board of Trade and the local Business Improvement Areas (DBIAs). Through regular discussions and open channels of communications between all partners, it will be possible to be more consistent in terms of positioning, branding, marketing and the provision of visitor services. Ultimately, consideration should be given to developing a Destination Development Plan that would embrace a holistic perspective on growing the tourism economy and invigorating the overall visitor/resident experience of this community. Other responsibilities of the Boardare: 1.Assist staff with the development of relevant content/messages for social media and other digital promotion platforms; 2.Identify additional tacticsto strengthen the various product sectors and positioning of Clarington as an over-night destination; 3.Build new understanding of visitor needs and expectations and identify annual trends and opportunities for stimulating increased market demand; 4.Facilitate initiatives that address issues related to seasonality; 5.Develop a strategy to build a heightened awareness for Clarington as an integral element and tourism destination of the Durham Region; 6.Create an enhanced awareness and appreciation for the local and regional benefits of tourism within the wider community and ensure that appropriate mechanisms for measuring and communicating the value of tourism are developed; and 7.Develop a comprehensive way-finding plan for Clarington and recommendations for implementation. DUTIES AND RESPONSIBILITIES OF THE CHAIR The Chair of the Boardshall be appointed by the Members of the Board. The Chair will ensure Boarddeliberations and recommendations are communicated to the Members of Municipal Council. The Chair shall preserve order and decide all points of order which may arise. MEMBERSHIP The membership of the CTMBshould attempt to consolidate existing activities of various stakeholders by exhibiting a partnership-based approach to tourism development. To do so, the Boardshould include representatives from a range of stakeholders, including: •Accommodation Sector (B&Bs, Camping facilities & Hotels) (2); •Agri-Tourism(1); •Arts & Culture (1) •Attractions(2); •Central Counties Tourism/RTO6(1); •Clarington Board of Trade(1); •Downtown Business Associations –Courtice needs to be represented(1) •Durham Tourism(1); •Municipality of Clarington/Clarington Council (1); •Restaurant Sector(2); In each case it is recommended that representatives are appointed on the basis of their ability to facilitate action on behalf of theirorganization/sectorfor the mutual benefit of the tourism industry and their own organization/sector. MEETINGS The Tourism Boardshall meet once a month, excluding July,August and December. Additional meetings may be held at the call of the Chair should the Boardhave work that it views as urgent. A quorum consists of 50% of the members. The location of the meetings will be at the _______________________________. CONFIDENTIALITY Should a closed meeting be held by the Board,Members must keep in confidence, any information considered in any part of said meeting until such time as the information is released to the public as lawfully authorized or required. Shouldthe Municipality suffer loss or damage due to contravention of confidentiality, the Municipality may recover damages from the person(s) for the loss or damage. AGENDAS AND MINUTES The Chair shall form the agenda, with theExecutive Director of Clarington Tourism. Minutes will be posted to the tourism website monthly. Directors will receive a copy of the next meeting agenda and corresponding minutes no less that 5 working days before the date of the next meeting. STAFF SUPPORT In addition to preparing the agenda and minutes, staff may perform some minor areas of research. In carrying out its responsibilities, the Boardmay provide advice, guidance, or direction to staff as to the scope and priority of the Board’s work. Staff are also responsible to communicate the Corporate Strategic Plan, Boardrelated policies and information items, asrequired. COMMUNICATIONS The Chair of the Boardwill be the Chief spokesperson on matters of public interest within the Board’s purview. On technical matters, or where the status is still at the staff proposal level, the Chief Administrative Officer or senior staff may be the appropriate Chief spokesperson. Where necessary and practical, the Mayor, the BoardChair, and the CAO will confer to determine the most appropriate course of action. Communications with Council shall be through the Chair. • 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 17, 2015 Subject: General Purpose &Administration Committee Meeting Agenda —April 20, 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, April 20, 2015: 6. Delegations See attached Final List. (Attachment#1) 12. Community Services Department (a) CSD-004-15 2015 Community Grant Requests and Sponsorship Opportunities See attached memo from Sharon Meredith, dated April 17, 2015, regarding two additional sponsorship requests. (Attachment#2) 18. Unfinished Business (a) Addendum to Report PSD-052-14, Applications for Proposed Draft Plan of Subdivision and Rezoning to Permit 234 Unit Residential Development Applicant: 289143 Ontario Limited See attached memo from David.Crome, dated April 17, 2015. (Attachment#3) une Gallag er, Deputy Clerk/ J EG/mc cc: F. Wu, Chief Administrative Officer Department Heads CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1 C 3A6 T 905-623-3379 F 905-623-6506 i ATTACHMENT # TO UPDATE MEMO • Final General Purpose and Administration Co mmittee Agenda Date: April 20, 2015 Time: 9:30 AM I Place: Council Chambers If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. i 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 i 3. Announcements 4. Adoption of Minutes of Previous Meeting (a) Minutes of a Regular Meeting of March 30, 2015 to April 9, 2015 4-1 5. Public Meetings 5-1 (a) Applications for Proposed Draft Plan of Subdivision and Zoning By-law Amendment Applicant: Headgate Developments Inc. Report: PSD-23-15 6. Delegations (a) Petra Schwirtz & Steve Simic, Clarington Tourism Marketing Board, Regarding Growing Tourism in Clarington. (b) Terri Korkush, Community Living Oshawa, Regarding the Possibility of Community Living Oshawa Leasing the Baseline Community Centre. (c) Kevin Tunney, Tunney Planning, Regarding Addendum to Report PSD-052-14, Applications for Proposed Draft Plan of Subdivision and Rezoning to Permit 234 Unit Residential Development. Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 905-623-3379 G.P. & A. Agenda 2 April 20, 2015 7. Presentations No Presentations 8. Planning Services Department (a) PSD-023-15 Applications by 1127009 Ontario Inc. (Headgate 8-1 Developments Inc.) for Draft Plan of Subdivision and Rezoning for 24 Single Detached Dwellings with Rezoning to Permit Development of the plan of subdivision (b) 'PSD-024-15 Proposal for a Rotosonic Monitoring Site at the 8-12 Hydro One, Clarington Transformer Station 9. Engineering Services Department (a) EGD-007-15 Report on Building Permit Activity for January, 9-1 February, and March 2015 (b) EGD-008-15 Review of Lot Grading and Drainage 9-7 (c) EGD-009-15 Clarington Fields Washroom 9-14 10. Operations Department No Reports 11. Emergency and Fire Services Department No Reports 12. Community Services Department (a) CSD-004-15 2015 Community Grant Requests and Sponsorship 12-1 Opportunities 13. Municipal Clerk's Department No Reports 14. Corporate Services Department (a) COD-009-15 Boundary Road Rehabilitation 14-1 15. Finance Department i No Reports i i G.P. & A. Agenda 3 April 20, 2015 I 16. Solicitors Department No Reports i 17. Chief Administrative Office i No Reports j i 18. Unfinished Business (a) Addendum to Applications for Proposed Draft Plan of 18-1 Report Subdivision and Rezoning to Permit 234 Unit PSD-052-14 Residential Development Applicant: 289143 Ontario Limited [Referred from the March 23, 2015 Council Meeting] (b) CLD-006-15 Procedural By-law and Related Policies — 18-54 Improvement and Efficiency Amendments [Referred from the March 30, 2015 —April 9, 2015 General Purpose and Administration Committee Meeting] (c) Correspondence Deb Bowen, AMCT, Regional Clerk/Director of 18-108 Legislative Services, Regional Municipality of Durham - Budget Allocation for a Fire Services Study [Referred from the April 13, 2015 Council Meeting] 19. Other Business 20. Communications 21. Confidential Reports No Reports I 22. Adjournment I i i ATTACHMENT # a TO UPDATE MEMO M Boom MERnff in IWIV TO: Mayor and Members of Council FROM: Sharon Meredith, Manager, Recreation Services DATE: April 17, 2015 RE: 2015 Sponsorship Requests (in addition to CSD-004-15) Further to report CSD-004-15 please find information on two additional Sponsorship requests for Councils consideration. 2015-S7 Bowmanville Hospital Foundation —2015 Sponsorship Package "Back the Cat" A fundraising effort for the purchase of a new state-of-the-art CT scanner for the Diagnostic Imaging Department at Lakeridge Health Bowmanville. The package outlines all sponsorship opportunities for the Foundations signature events including: Event Event Description Sponsorship Levels 2nd Annual Men's Night Out Taking place at Canadian Range from $200 to $5,000 Poker Event Tire Motorsport Park (Clarington) on Saturday May 2, 2015 18kh Annual Tee Off for Taking Place at Black Range from $250 to $7,500 Health Golf Tournament Diamond Golf Club (Pontypool) on Thursday September 17, 2015 29th Annual Harvest Ball Taking place at the Ajax Range from $200 to 25,000 Convention Centre (Ajax) on Friday October 23, 2015 1 *Sponsorship opportunities for the Movie, Martini and Massage event have not been included as the event has passed. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE,ONTARIO L10 3A6 T(905)623-3379 F (905)623-5506 DN:H:WP51 DATA/MEMO/MEM0021 i 2015-S8 Habitat for Humanity Durham Habitat Durham's 13th Annual Golf Tournament 100% of funds raised will go directly to the Build Programs. Currently building "CentreTowne" home to 24 new families in Oshawa. Event Event Description Sponsorship Levels 13th Annual Golf Taking place at Range from $300 to $6,500 Tournament Coppinwood Golf Club (Uxbridge) on Monday October 5, 2015 This, then, is for your information and consideration at the General Purpose and Administration Committee meeting on Monday April 20, 2015. Sharon Meredith CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F(905)623-5506 i ON:H:wP51 DATA/MEMO/MEM0021 i ATTACHMENT # TO UPDATE MEMO I Ciffi 4011 Leading the Way Memo. Planning Services Department To: Mayor and Members of Council From: David J. Crome, Director of Planning Services Date: April 17, 2014 Re: APPLICATIONS FOR A DRAFT PLAN OF SUBDIVISION AND REZONING TO PERMIT A 234 UNIT RESIDENTIAL DEVELOPMENT FILE NOS: S-C-2012-0001 & ZBA 2012-0008 APPICANT: 289143 ONTARIO LIMITED Since the time of writing the report, Kevin Tunney, the applicant's planning consultant, has requested that the minimum lot area for the individual link townhouse units be decreased from 175 square metres to 150 square metres. Staff have reviewed this request. We have only relatively recently added provisions for minimum lot areas with the growing popularity of common element condominiums. In this situation, each townhouse lot is similar to freehold ownership, referred to as a "parcel of tied land" or POTL. We have townhouses on "lot areas" between 150 and 190 square metres. The reduction in minimum lot area would allow a more shallow lot (i.e. 6 X 25 metres versus the typical 6 X 28-30 metres). The building would still meet the minimum setback requirements, provide the same amount of amenity and yard space. What shrinks is the building footprint, usually leading to 3 storey housing form. It would provide for approximately 1485 sq. ft. of living space on the two floors above the garage exclusive of space available on the ground floor to the side or rear of the garage. Staff have no objection to the requested revision to the zoning by-law amendment given the location of this site on a Regional Corridor. The townhouses approved for the north- east corner of Bloor and Meadowglade have comparable lot areas, some even smaller. Should Council accept Mr. Tunney's request, recommendation 4 should be amended by adding the following to the end of the paragraph: "...with a revision to section 15.4.38 c. vii) (a) of the by-law by reducing the minimum lot area from 175 to 150 square metres for each townhouse unit." If you have any questions, please do not hesitate to contact me. i Yours truly, David DJC:sn CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-0830 i I Crome, David i From: Kevin Tunney<ktunney @TUNNEYPLANNING.COM> Sent: Friday, April 17, 2015 1:21 PM To: Crome, David Cc: Pellarin, Carlo Subject: 228-4 Eastvale Draft Zoning Bylaw. Hi David: In order to achieve the density targets asset out in the Official Plan and draft zoning bylaw for the Link Townhouse dwellings, I would request that the lot area be adjusted to 150 sq. m.This will not affect the lot coverage, open space or parking requirements. If you have any questions, please don't hesitate to give me a call. Regards, Kevin J. Tunney MciP,RPP,PLE Tunney Planning Inc. 15 Dodge Drive Whitby, Ontario L1 M OG8 Phone (905) 666-9735 I I I I