Loading...
HomeMy WebLinkAbout05/25/2015General Purpose and Administration Committee Agenda Date: May 25, 2015 Time: 9:30 AM Place: Council Chambers If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Audio Record: The Municipality of Clarington makes an audio record of General Purpose and Administration Committee meetings. If you make a delegation or presentation to a General Purpose and Administration Committee meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality's website. 1. Meeting Called to Order 2. Disclosures of Pecuniary Interest 3. Announcements 4. Adoption of Minutes of Previous Meeting (a) Minutes of a Regular Meeting of May 4, 2015 4-1 (b) Minutes of a Special Meeting of May 14, 2015 4-14 5. Public Meetings 5-1 (a) Application for a Temporary Use By-law Applicant: Farsight Investments Report: PSD -028-15 6. Delegations 6-1 (a) Craig Hebert, General Manager, Port Hope Area Initiative Management Office, Regarding an Annual Port Granby Project Update (b) Shawna Kulla, Courtice Family Concerts in the Park, Regarding a Request for an Exemption to the Sign By-law Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 905-623-3379 G.P. & A. Agenda 2 May 25, 2015 7. Presentations No Presentations 8. Planning Services Department (a) PSD -028-15 An Application by Far Sight Investments Ltd. to Amend 8-1 Zoning By-law 84-63 to Permit a Temporary Sales Office for New Homes in a Subdivision on Lambs Road, North of King Street East, Bowmanville (b) PSD -029-15 Cultural Heritage Impacts of Highway 407 and 418 - 8-11 Process to Repeal Heritage Designation By-laws 90-186 and 89-187 and Remove Four Properties From the Municipal Registry (c) PSD -030-15 Bill 73 — Smart Growth for our Communities Act 2015 8-17 Proposed Amendments to the Planning Act (d) PSD -031-15 Co-ordinated Provincial Review of the Growth Plan for 8-28 the Greater Golden Horseshoe; Greenbelt Plan, Oak Ridges Moraine Conservation Plan and Niagara Escarpment Plan Part 2 - Comments 9. Engineering Services Department (a) EGD -010-15 Bond Head Public Information Centre 9-1 (b) EGD -011-15 Policy for Entrances 9-11 10. Operations Department No Reports 11. Emergency and Fire Services Department (a) ESD -002-15 Emergency Services Activity Report — 1st Quarter of 11-1 2015 12. Community Services Department (a) CSD -005-15 June is Recreation and Parks Month 2015 12-1 13. Municipal Clerk's Department (a) CLD -012-15 Standing Committee Structure and Meeting Schedules 13-1 G.P. & A. Agenda 3 May 25, 2015 14. Corporate Services Department (a) COD -010-15 2015 Surface Asphalt, Various Locations 14-1 (b) COD -011-15 Quarry Bridge Rehabilitation 14-8 (c) COD -012-15 Nash Road Rehabilitation 14-15 15. Finance Department (a) FND-008-15 Annual Leasing Report - 2014 15-1 (b) FND-009-15 Annual Commodity Hedging Report - 2014 15-3 (c) FND-010-15 Annual Statement for the Development Charges 15-7 Reserve Fund for the Year Ended December 31, 2014 (d) FND-011-15 Financial Update as at March 31, 2015 15-15 16. Solicitors Department No Reports 17. Chief Administrative Office No Reports 18. Unfinished Business zre WE, 19. Other Business 20. Communications 21. Confidential Reports No Reports 22. Adjournment Clarington General Purpose and Administration Committee Minutes May 4, 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, May 4, 2015 at 9:30 AM in,the Council Chambers. Roll Call Present Were: Mayor A. Foster Councillor S. Cooke Councillor R. Hooper Councillor J. Neal Councillor W. Partner Councillor W. Woo Also Present: Chief Administrative Officer, F. Wu Municipal Solicitor, A. Allison attended until 11:55 AM. Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana Director of Planning Services, D. Crome Director of Operations, F. Horvath Director of Finance/Treasurer, N. Taylor Director of Emergency & Fire Services, G. Weir Deputy Clerk, J. Gallagher Committee Coordinator, M. Chambers Absent: Councillor C. Traill Mayor Foster chaired this portion of the meeting. Disclosures of Pecuniary Interest Later in the meeting, Councillor Hooper declared a pecuniary interest in Report PSD -027-15 regarding the Application by Dr. R.J.C.G. Inc.to Rezone Lands at 2021 Green Road for a Mixed -Use Building. Announcements Councillor Partner announced the following two items: World Ovarian Cancer Day on Friday, May 8, 2015. Public Meeting for the Co-Ordinated Review of the Growth and Greenbelt Plans on Monday, May 4, 2015 at the Newcastle Town Hall from 6:00 PM to 9:00 PM. -1- 4-1 General Purpose, and Administration Committee Minutes May 4, 2015 Councillor Woo announced the following three items: • Newcastle & District Chamber of Commerce, Clarington Official Plan Meeting on Monday, May 4, 2015 at the Newcastle Town Hall at 6:30 PM., • Newcastle Public School's "Music Monday Celebration" on Monday, May 4, 2015 from 9:45 AM to 11:00 AM. • St. George's Anglican Church, Concert in honour of Mr. Blaine Sharpe on Friday, May 22, 2015. Councillor Cooke announced the following two items: • National Emergency Preparedness Week, May 6 to May 12, 2015. • Registration for the Clarington Junior Firefighter Program begins Monday, May 4, 2015 at 9:00 AM. Councillor Hooper announced the following item: Clarington Public. Library Bowmanville Branch, How -To in Ten Travelling Festival on Saturday, May 9, 2015 from 9:00 AM to 2:00 PM. Councillor Hooper declared a pecuniary interest in Report PSD -027-15, regarding the Application by Dr. R.J.C.G. Inc. to Rezone Lands at 2021 Green Road for a Mixed -Use Building. Mayor Foster announced the following seven items: • Oak Ridges Moraine Land Trust Meeting on Tuesday, May 5, 2015 at the Solina Community Centre at 4:00 PM. • McDonalds McHappy Day on Wednesday, May 6, 2015. • Public Information Presentation on Older Adult Strategy, May 6, 2015, 6:00 PM, Garnet B. Rickard Recreation Complex. • Municipality of Clarington's Public Information Centre Regarding Odell Street Reconstruction on Thursday, May 7, 2015 from 5:00 PM to 7:00 PM at the Municipal Administrative Centre, Council Chambers. • Clarington Board of Trade's Simply Social on Thursday, May 7, 2015 at Sunlife Financial, Bowmanville from 5:00 PM to 7:00 PM. • Clarington Safe Communities Committee clean-up of downtown and Valleys 2000 on Saturday, May 9, 2015 from 9:30 AM to 12:00 PM. • Crossing Guard Appreciation Day in Oshawa and Clarington on Monday, May 4, 2015. -2- 4-2 General Purpose and Administration Committee Minutes May 4, 2015 Minutes Resolution #GPA -346-15 Moved by Councillor Hooper, seconded by Councillor Cooke That the minutes of the regular meeting of the General Purpose and Administration Committee held on April 20, 2015, be approved. CARRIED Alter the Agenda Resolution #GPA -347-15 Moved by Councillor Cooke, seconded by Councillor Hooper That the Agenda be altered to consider the Presentation portion of the Agenda at this time. CARRIED Presentations Craig Dinning, Hemson Consulting Ltd., Regarding Development Charges Study and By-law Presentation Craig Binning, Partner, Hemson Consulting Ltd., made a verbal and PowerPoint presentation to the Committee regarding the 2015 Development Charges Study and By-law. Mr. Binning provided a brief explanation of development charges, background, the study process, the development charges rate structure, and the development forecast for both residential and non-residential growth. Mr. Binning summarized the capital program for general services for 2015-2024, roads and related projects for 201.5-2031. He explained the calculated development charges rates for residential and the non-residential rates for non -industrial and industrial areas. Mr. Binning continued by providing a rate comparison of current and calculated rates for these categories, which included a comparison of rates of surrounding municipalities. He reviewed specific aspects of implementing the development charges by-law, including exemptions and discounts and revitalization incentives. Mr. Binning concluded by informing the Committee of the next steps of the process, noting that May 11, 2015 is the date that the development charges by-law is expected to be considered by Council and added that it will come into effect on July 1, 2015. -3- 4-3 General Purpose and Administration Committee Minutes May 4, 2015 Public Meeting (a) Subject: Development Charges Public Meeting Report: FND-007-15 Jeff Goldman, Principal, Durham Custom Homes, spoke to the application. Mr. Goldman thanked Committee for the opportunity to speak to the application and explained that he is a local builder within the community. He explained to the community that he is concerned as he is an owner of a land assembly in Courtice. Mr. Goldman noted that this land is currently proposed to be developed into medium and high density developments with sections being the entrance to the community as part of the Courtice Secondary Plan. He added that he believes this development will be a land mark in Courtice. Mr. Goldman provided a handout of the latest concept plan for this area and highlighted some of the proposed areas of development. He noted that this is the current plan and is subject to change. Mr. Goldman noted to the Committee that he appreciated the consultations with both the public and the industry regarding the Development Charges. He added that he feels that they are in a partnership with the municipality, and they hope the area will grow and be developed in a positive manner. Mr. Goldman provided details regarding some of the challenges with the project and feels the meetings with municipal staff have been positive. Mr. Goldman noted that he was encouraged by the public meetings and feels that although there is potential for development, there are limitations to how far people will travel and what they are willing to pay for housing. He explained to the Committee that the proposed development for the Courtice Secondary Plan is unique to this area and noted the reasons. it has not moved forward. He reviewed the proposed areas for incentives in the Development Charges By-law and currently it does not include the land that he owns. He concluded by asking for this area to be included as part of the special'density incentives geographical area, due to the type of proposed development for the Courtice Main Street Plan and is asking for the support of Staff and Council with respect to this matter. Recess Resolution #GPA -348-15 Moved by Councillor Cooke, seconded by Councillor Hooper That the Committee recess for 10 minutes. CARRIED The meeting reconvened at 10:46 AM with Mayor Foster in the Chair. 4-4 General Purpose and Administration Committee Minutes May 4, 2015 Delegations Delegation of Brian West and Matthew Tully, TransCanada Pipeline, Regarding the Eastern Mainline Project — Natural Gas Brian West, TransCanada Pipeline, was present to provide information regarding the_ proposed Eastern Mainline Project — Natural Gas, Mr. West made a verbal and electronic presentation, in addition to a handout. He provided an overview of the project, and reviewed the proposed routing in Clarington which included several maps of the proposed pipeline locations. Mr. West summarized the landowner engagement that has been conducted. Matthew Tully concluded by providing details on the . compressor station additions, reviewed the community engagement, and reviewed the project timeline. Mr. Tully added that they have several reference slides available and are prepared to answer questions from the Committee. Suspend the Rules Resolution #GPA -349-15 Moved by Councillor Neal, seconded by Councillor Hooper That the Rules of Procedure be suspended to allow Members of Committee to speak to the matter of the delegation from TransCanada Pipeline a second time. CARRIED Resolution #GPA -350-15 Moved by Councillor Neal, seconded by Councillor Cooke That the delegation of Brian West and Matthew Tully, TransCanada Pipeline, regarding the Eastern Mainline Project — Natural Gas, be referred to staff to provide a memo to Council regarding any comments or concerns. CARRIED Delegation of Sheila Fall, Clarington Board of Trade, Regarding an Economic Development Update Sheila Hall, Executive Director, Clarington Board of Trade (CBOT), was present to provide an Economic Update. She made a verbal presentation to accompany a handout. Ms. Hall introduced Don Rickard, the new President of the Clarington Board of Trade. She thanked staff for the Development Charges Process and noted that they appreciated the community engagement that was involved in the process. Ms. Hall noted the members of her team present at the meeting and thanked them for all of their work and dedication. She advised there has been a steady increase in direct leads and awareness. -5- 4-5 General Purpose and Administration Committee Minutes May 4, 2015 Ms. Hall reviewed recent initiatives which included: increased business support within the community, round table discussions to assist with small business space collaborations, and partnering with the Clarington Public Library to provide outreach programs to local businesses. She noted that they have welcomed 17 new members since the beginning of 2015. Ms. Hall added that they had their Annual General Meeting and Award Ceremony on April 23, 2015 and listed the some of the local businesses that were recognized. She concluded by highlighting some of the areas of focus for 2015 which include: hosting sector base round table sessions, attending tradeshows and conferences, providing more outreach to local businesses, and continuing to attract new business and foster partnerships for growth within Clarington. She concluded by noting the Three Six Kitchen and Lounge will be open for business on Thursday, May 7, 2015. Resolution #GPA -351-15 Moved by Councillor Woo, seconded by Councillor Partner That the delegation of Sheila Hall, Executive Director, Clarington Board of Trade, regarding an Economic Development Update, be received with thanks. CARRIED Presentations The Presentations portion of the agenda was considered earlier in the meeting following the adoption of the minutes. Recess Resolution #GPA -352-15 Moved by Councillor Partner, seconded by Councillor Woo That the Committee recess for one hour. CARRIED The meeting reconvened at 12:56 AM with Councillor Woo in the chair. 4-6 General Purpose and Administration Committee Minutes May 4, 2015 Planning Services Department Priority Green Clarington Update No. 3 Resolution #GPA -353-15 Moved by Councillor Hooper, seconded by Councillor Partner That Report PSD -025-15 be received; and That all interested parties listed in Report PSD -025-15 and any delegations be advised of Council's decision. CARRIED Co-ordinated Provincial Review of the Growth Plan for the Greater Golden Horseshoe; Greenbelt Plan, Oak Ridges Moraine Conservation Plan and Niagara Escarpment Plan Part 1 - Comments on Growing the Greenbelt for the Agricultural System Resolution #GPA -354-15 Moved by Councillor Partner, seconded by Mayor Foster That Report PSD -026-15 be received; That a copy of this Report be forwarded to the Ministries of Municipal Affairs and Housing, Natural Resources and Forestry, Agriculture and Rural Affairs and Durham Region; That the Ministries and the Expert Advisory Panel review the potential to further protect agricultural lands through the expansion of the Greenbelt based on a scientific evaluation of the production capability of the lands between the Greenbelt and urban, boundaries in Clarington; and That all interested parties listed in Report PSD -026-15 and any delegations be advised of Council's decision. CARRIED Councillor Hooper declared a pecuniary interest in Report PSD -027-15, An Application by Dr. R.J.C.G. Inc. to Rezone Lands at 2021 Green Road for a Mixed -Use Building, as he was the Chair of the Bowmanville BIA at the time that the project was started and he is a downtown Bowmanville business owner. Councillor Hooper left the room and refrained from discussion and voting on this matter. 7- 4-7 General Purpose and Administration Committee Minutes May 4, 2015 An Application by Dr. R.J.C.G. Inc.to Rezone Lands at 2021 Green Road for a Mixed -Use Building Mayor Foster left the meeting at 1:18 PM. Resolution #GPA -355-15 Moved by Councillor Partner, seconded by Mayor Foster That Report PSD -027-15 be received; That the Zoning By-law Amendment application submitted by Dr. R.J.C.G. Inc., to permit the construction of a mixed-use building, be approved as contained in Attachment 4 to Report PSD -027-15; That a by-law to remove the (H) Holding Symbol be forwarded to Council at such time that the applicant has created an inter -parcel laneway that allows unrestricted access for vehicular and pedestrian traffic across the subject property and'out to Green Road; That the Durham Regional Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD -027-15 and Council's decision; and That all interested parties listed in Report PSD -027-15 and any delegations be advised of Council's decision. CARRIED Councillor Hooper returned to the meeting. Mayor Foster returned at 1:20 PM. Request for Municipal Parking in Orono Resolution #GPA -356-15 Moved by Councillor Partner, seconded by Mayor Foster That staff be requested to conduct a needs study for municipal parking in Orono. MOTION, WITHDRAWN ON General Purpose and Administration Committee Minutes May 4, 2015 Resolution #GPA -357-15 Moved by Councillor Partner, seconded by Mayor Foster That staff be directed to prepare a report on a status update on any existing Orono parking lot project. CARRIED Resolution #GPA -358-15 Moved by Councillor Partner, seconded by Councillor Neal That staff be directed to investigate the opening of the Orono Library parking lot for use by downtown Orono patrons. CARRIED EngineeringServices Department There were no reports to be considered under this section of the Agenda. Councillor Partner chaired this portion of the meeting. Operations Department Cemetery Tariff of Rates for 2015 to 2018 Resolution #GPA -359-15 Moved by Councillor Hooper, seconded by Councillor Woo That Report OPD -005-15 be received; That the proposed tariff of rates as outlined in Attachments 2, 3, 4 and 5 of Report OPD -005-15, be approved; That the Director of Operations be given authorization to purchase a cremation niche once a need is determined; That the cost to purchase the columbarium be financed from the General Capital Reserve or an alternate funding source satisfactory to the Director of Finance; and That the proposed changes to the Cemetery By -Law be approved. CARRIED 4-9 General Purpose and Administration Committee Minutes May 4, 2015 Emergency and Fire Services Department There were no reports to be considered under this section of the Agenda. Community Services Department There were no reports to be considered under this section of the Agenda. Clerk's Department There were no reports to be considered under this section of the Agenda. Mayor Foster chaired this portion of the meeting. Corporate Services Department There were no reports to be considered under this section of the Agenda. Finance Department Development Charges Study and By -Law Resolution #GPA -360-15 Moved by Councillor Cooke, seconded by Councillor Hooper That the Development Charges Background Study, April 2015, prepared by Hemson Consulting Ltd. be approved and the development -related capital program included therein be adopted,subject to annual review through the Municipality's normal capital budget process; 5 That the Development Charges quantum for both Residential and Non -Residential charges be approved as follows, subject to annual indexing: July 1, 2015 Residential Single, Semi and Link $15,702 (per unit) Multiple Unit Building $12,139 Apartment $ 7,512 Non -Residential Commercial and Institutional $64.93 (per square metre) Industrial $35.24 -10- 4-10 General Purpose and Administration Committee Minutes May 4, 2015 That Council, in approving the Background Study, expresses its intent to ensure that the increase in the need for services attributable to the anticipated development will be met and that any future excess capacity identified in the Study will be paid for by development charges or other similar charges. That, for completed applications as determined by the Chief Building Official have been received on or before June 30, 2015 and (where the development charges have been paid by June; 30, 2015), the applicable development charges be calculated based on By -Law 2010-108. That the By -Law attached to Report FND-007-15 as Attachment "A" be recommended to Council for approval to repeal and replace By -Law 2010-108; That the Region of Durham and recorded interested parties be provided a copy of Report FND-007-15 and be notified of Council's decision; That Roy Nichols Motors Ltd: be advised that an exemption to the development charges for a second story addition is not feasible at this time; and That 211,7416 Ontario Limited and Airco Investments Ltd. be advised that no exemption will be extended to their lands. CARRIED AS. AMENDED (See following motions) Resolution #GPA -361-15 Moved by Councillor Partner, seconded by Councillor Woo That the foregoing Resolution #GPA -360-15 be amended by adding the following to Paragraph one, following the word "approved": "with an amendment to the proposed By-law 2015-035, to exclude larger industrial from Section 29, and that the statutory 50% Development Charge exemption from existing industrial buildings only apply." CARRIED SEE 4=11 General Purpose and Administration Committee Minutes May 4, 2015 Resolution #GPA -362-15 Moved by Councillor Neal, seconded by Councillor Cooke That Report FND-007-15, regarding the Development Charges Study and By-law, be referred to staff for a report for the General Purpose and Administration Committee meeting of May 25, 2015 regarding Mr. Goldman's request for a portion of his property to be included in density incentives geographical area. MOTION LOST The foregoing Resolution #GPA -360-15 was then put to a vote and carried as amended. Solicitor's Department There were no reports to be considered under this section of the Agenda. Chief Administrative Officer There were no reports to be considered under this section of the Agenda. Unfinished. Business There were no items to be considered under this section of the Agenda. Other Business Councillor Cooke announced that he will be introducing a motion a the Council meeting of May 11, 2015, rescinding the following Resolution #C-150-15, regarding the Fire Amalgamation Study, and replacing it with a resolution that excludes the words "costs and benefits", as follows: That staff be directed to prepare a report on the costs and benefits of amalgamation of fire services; That the Chief consult with Chiefs of other Municipal Fire Departments in the Region to determine where the feeling of majority of those municipalities are heading; and That the Chief propose questions and comments to Council that should be included in Council's request to the study by the Region. -12- 4-12 General Purpose and Administration Committee Minutes May 4, 2015 Communications Correspondence from Paula J. Tenuta Concerning the Public Meeting (Agenda Item 5(A)), Regarding Development Charges, Report FND-007-15 Resolution #GPA -363-15 Moved by Councillor Neal, seconded by Councillor Cooke That, regarding the correspondence from Paula J. Tenuta, BILD, concerning the Public Meeting (Agenda Item 5(a)), regarding Development Charges, Report FND-007-15, Ms. Tenuta be notified of Council's decision regarding the report. CARRIED Confidential Reports There were no items considered under this section of the Agenda. Adjournment Resolution #GPA -364-15 Moved by Councillor Partner, seconded by Councillor Cooke That the meeting adjourn at 2:39 PM. MAYOR CARRIED -13- DEPUTY CLERK 4-13 Clarhigton Special General Purpose and Administration Committee Minutes May 14, 2015 If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Minutes of a Special meeting of the General Purpose and Administration Committee held on Thursday, May 14, 2015 at 9:30 AM at the Newcastle District Recreation Complex. Roll Call Present Were: Mayor A. Foster (until 11:42 AM) Councillor S. Cooke Councillor R. Hooper Councillor J. Neal Councillor W. Partner Councillor W. Woo Absent: Councillor C. Traill Also Present: Chief Administrative Officer, F. Wu Municipal Solicitor, A. Allison Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana Deputy Treasurer, L. Gordon Director of Operations, F. Horvath Manager of Special Projects, F. Langmaid Director of Corporate Services & Human Resources, M. Marano (arrived at 11:00 AM) Director of Finance/Treasurer, N. Taylor Director of Emergency & Fire Services, G. Weir Municipal Clerk, A. Greentree Sheila Hall, Executive Director, Clarington Board of Trade was also in attendance and participated in the discussions. The Special meeting of the General Purpose and Administration Committee was convened for the purpose of continuing the work on the Strategic Business Plan for this term of Council. Mayor Foster chaired this portion of the meeting. Disclosures of Pecuniary Interest There were no disclosures of pecuniary interest stated at this meeting. -1- 4-14 Special General Purpose and Administration Committee Minutes May 14, 2015 F. Wu, CAO provided an overview of the progress to date on the development of the Strategic Business Plan for this term of Council. Copies of the draft strategic plan working document were distributed. The Committee members and senior staff discussed and deliberated the draft document, and through general consensus, the six priorities were refined. Mayor Foster left the meeting and Councillor Woo assumed the chair. Discussions continued and the six priorities were prioritized. Mr. Wu explained the next steps in the process. Resolution #GPA -365-15 Moved by Councillor Neal, seconded by Councillor Hooper That a further Special GPA Meeting be scheduled, date and time to be determined, to undertake a final review of the draft Strategic Business Plan for this term of Council to allow for further discussion with senior staff. CARRIED Adjournment Resolution #GPA -366-15 Moved by Councillor Neal, seconded by Councillor Hooper That the meeting adjourn at 12:25 PM. 4-15 CARRIED IWAN DEPUTY CLERK Have your say about a proposed land use change. The Municipality is seeking public comments on an application it has received. Proposal: Temporary sales office for new homes in a subdivision on Lambs Road, north of King Street East, Bowmanville. Property: Northwest corner of King Street East and Lambs Road in Bowmanville File Number: ZBA 2015-0008 The Public Meeting will be held: Date: Monday, May 25, 2015 Time: 9:30 a.m. Place: Council Chambers, Municipal Administrative Centre, 40 Temperance Street, Bowmanville, Ontario Questions? Please contact Cynthia Strike (905) 623-3379, extension 2410 or by e-mail csti-ike@clarin,qton.net. Please see the other side of this notice for additional information and legal requirements. 5-1 Property Location Map (Bowmanville) _ Kingdom Hall Of Approved , - —I� Jehovahs ; Residential Witnesses Subdivision By Farsight subject Investments site r • Q ca SO Soper Greek � - lf .� !j STR� ZBA 2016-0008 Zoning By-law Amendment I �r ---------- ' Owner: Far Sight Investments Ltd. zeamisaosa Questions? Please contact Cynthia Strike (905) 623-3379, extension 2410 or by e-mail csti-ike@clarin,qton.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. Submit your comments to the Planner Contact listed above by 12 noon on the Friday preceding the public meeting. Mail: Planning Services Department Email: cstrike@clarington.net 40 Temperance Street Bowmanville, ON L1 C 3A6 2. Speak to Council at their meeting on June 12015, 7:00 pm. Should you wish to appear before Council, you must register prior to 4:15 pm on Friday May 29, 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. The Regional Municipality of Durham has determined that this Amendment is not exempt and therefore the Region of Durham is the approval authority of this Official Plan Amendment if adopted by Clarington Council. For a non-exempt Amendment, the decision to approve the Amendment by the Region becomes final, subject to an appeal during the statutory appeal period. If a person or public body does not make oral submissions at a public meeting or make written submission to the Municipality of-Clarington before the proposed official plan amendment is adopted, the person or public body: i) is not entitled to appeal the decision of the Region of Durham to the Ontario Municipal Board; and ii) may not be added as a party to the hearing of an appeal before the Ontario Municipal Board unless, in the opinion of the Board, there are reasonable grounds to do so. If you wish to be notified of Council's decision on the proposed Official Plan Amendment, you must make written request to the Municipal Clerk, 40 Temperance Street, Bowmanville, Ontario L1 C 3A6. If you have accessibility needs and require alternate formats of this document or other accommodations please contact the Clerk's Department. Dated at the Municipality of Clarington this23 day of April, 2015. Davi J. Crome, MCIP, RPP Director of Planning Services d5_2 DRAFT LIST OF DELEGATIONS GPA Meeting: May 25, 2015 (a) Craig Hebert, General Manager, Port Hope Area Initiative Management Office, Regarding an Annual Port Granby Project Update (b) Shawna Kulla, Courtice Family Concerts in the Park, Regarding a Request for an Exemption to the Sign By-law 6-1 Planning Services Public Meeting Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: May 25, 2015 Report Number: PSD -028-15 Resolution Number: File Number: ZBA 2015-0008 By-law Number: Report Subject: An Application by Far Sight Investments Ltd. to amend Zoning By- law 84-63 to permit a temporary sales office for new homes in a subdivision on Lambs Road, north of King Street East, Bowmanville Recommendations: 1. That Report PSD -028-15 be received; 2. That the proposed application for Rezoning ZBA 2015-0008 continue to be processed including the preparation of a subsequent report; and 3. That all interested parties listed in Report PSD -028-15 and any delegations be advised of Council's decision. Municipality of Clarington Report PSD -028-15 e2 Report Overview A rezoning application submitted by Far Sight Investments Ltd. to permit a temporary off- site sales office for new homes in a draft approved plan of subdivision (S -C-2005-002). 1. Application Details 1.1. Owner /Applicant: Far Sight Investments Ltd. 1.2. Proposal: 1.3. Area: 1.4. Location: 1.5. Within Build Boundary: 2. Background To amend the Zoning By-law to permit a temporary new home sales presentation centre for a maximum three (3) years 5.7 hectares Part Lot 7, Concession 1, former Township of Darlington 2840 Highway 2, Bowmanville W 2.1 On March 30, 2015 an application for a Zoning By-law Amendment, Site Plan application and Sign By-law Amendment application was submitted by the applicant to permit the temporary use of a new home sales presentation centre. The applicant is also proposing a 236 square metre (2,540 square feet) presentation centre with a clock tower feature at the corner of Durham Highway 2 and Lambs Road. The Sign By-law amendment, which is being processed separately is for the number and size of signs proposed to market the new subdivision. 2.2 On August 6, 2010, Draft Plan Approval was issued for a plan of subdivision application (S -C-2005-002) by Far Sight Investments Ltd. for the development of 273 single -detached dwellings, 29 townhouse dwellings and 279 medium density dwellings located at the southwest corner of Concession Street East and Lambs Road in Bowmanville. The lands within the draft approved plan of subdivision are immediately north of the lands now subject to the proposed rezoning for a temporary sales centre. The owner, Far Sight Investments Ltd., has since been working towards Final Approval and registration of Phase 1 of the Draft Plan. The owner is looking to start selling the homes in the residential community marketed as Timber Trails. Municipality of Clarington Report PSD -028-15 Page 3 2.3 The applications have been circulated to a number of agencies for comment. The application for Zoning By-law Amendment was deemed complete on April 23, 2015. The Site Plan application has been deemed incomplete as further discussion is required between the applicant and staff concerning the proposal for the sales centre on a foundation which implies that the use may not be temporary. 3. Land Characteristics and Surrounding Uses 3.1 The subject site is located at the northwest corner of Highway 2 and Lambs Road in Bowmanville and is currently vacant. Soper Creek and associated valley lands including a wetland community bisect the site. The southeast section of the property is a field clear of significant vegetation; it was previously cropped. Figure 1: Key Map Approved Residential Subdivision By Farsight Investments Subject Site BASELINE ROAD EAST x/V 2015-0008. Municipality of Clarington Report PSD -028-15 Figure 2: Subject Site Kingdom Hall Of Jehovahs Witness O So � 'der cn �sTR g ZFT FgsT Sales Trailer Clock Tower Parking Lot N x ZBA 2015-0008 3.2 The surrounding uses are as follows: 4 North: The Kingdom Hall of Jehovah's Witnesses; current agricultural field (Draft Approved site of future residential subdivision by Far Sight Investments Ltd.) South: Industrial uses within the Clarington Technology Business Park; agricultural field East: Seventh Day Adventist Church; rural residential dwellings West: Commercial uses including an apartment building, the Bowmanville Veterinary Clinic and auto sales 4. Provincial Policy The application is proposing to rezone the subject lands to permit a temporary sales centre for a previously draft approved plan of subdivision. The temporary nature of the proposed use in this application is not addressed in Provincial Policy and the proposal does not conflict with Provincial Plans. Municipality of Clarington Report PSD -028-15 Page 5 5. Official Plans 5.1 Durham Regional Official Plan The subject site is designated Regional Corridor and Living Areas within the Durham Regional Official Plan. Regional Corridors shall be developed to achieve a mix of commercial, residential, employment and institutional uses and are to promote public transit ridership through higher residential densities and compact form. Living Areas shall be used predominately for housing purposes. As the proposed rezoning application is to allow a temporary new homes sales centre, this application does not conflict with the policies of the Regional Official Plan in regards to the future planned development for the subject lands. 5.2 Clarington Official Plans The Clarington Official Plan designates the subject lands Urban Residential Area — Low Density and Environmental Protection. Low Density residential uses shall be developed between 10-30 units per net residential hectare. The predominant housing form shall be single detached, semi-detached/link and duplex to a maximum height of 2.5 storeys. The sales centre will be built entirely within the area of the site designated Urban Residential Area and south of the area that is designated Environmental Protection. The Clarington Official Plan allows Council to pass temporary use by-laws to permit the use of lands, buildings or structures, on a temporary basis, for any purpose provided that: a) the proposed use is temporary in nature; b) the proposed use is compatible with adjacent existing land uses, there is minimal impact on natural features and land characteristics, or satisfactory measures to mitigate any adverse impacts will be applied; c) there will be no adverse impacts on traffic or transportation facilities or services in the area; d) adequate access and parking are provided; e) the use can be removed and the site can be restored to its original condition; f) adequate sewage disposal and water services are available in compliance with provincial and regional standards; and g) it does not jeopardize the long term implementation of the Plan. 6. Zoning By-law Within Zoning By-law 84-63, the subject lands are zoned "Agricultural (A)" and "Environmental Protection (EP)". The proposed sales centre will be built entirely within the area of the subject lot that is zoned Agricultural. Commercial type uses, unrelated to Municipality of Clarington Report PSD -028-15 Page 6 agriculture, are not permitted within the Agricultural zone. A temporary use Zoning By- law Amendment is required in order to permit a sales centre on the subject property. The proposed rezoning would permit a temporary sales centre, for up to a maximum three years. 7. Public Notice and Submissions Public notice was given by mail to each landowner within 120 metres of the subject site and two public meeting signs were installed along the Durham Highway 2 and Lambs Road frontage. Staff have received one email from a landowner on the east side of Lambs Road in support of the temporary rezoning application. 8. Agency Comments 8.1 Central Lake Ontario Conservation Authority Conservation Authority staff have reviewed the application and have no objections to the rezoning for the proposed temporary sales centre use on the subject lands. However, the following items must be addressed prior to supporting the Site Plan application: Revising the drawings to include the regulatory floodplain, access allowances, the dripline and setback distances; Minor refinements to the Grading Plan and increased consistency between the Grading Plan and Landscape Plan; and Adjustments to the grading on the Erosion and Sediment Control Plan. 8.2 Durham Region The Regional Works Department have no objection to the rezoning application and provide the following comments for the site plan application: Municipal water supply and sanitary sewer service is not available to the subject property. All reference to existing watermains on Regional Highway 2 and Lambs Road should be removed from the Site Grading Plan; The applicant must convey the road widening, as shown on the site plan, to the Region as a condition of Site Plan approval; The proposed entrance location on Regional Highway 2 is not acceptable given its close proximity to the Lambs Road intersection and the slight offset it creates with the entrance on the south side of the road. The proposed entrance should be relocated further west so that it is located at the midpoint between the two entrances on the south side of the road; and The proposed entrance design should be revised to include an 8 metre throat width with no median located in the entrance. Also, all signage must be located on private property, outside of the limits of the road widening. 9M. Municipality of Clarington Report PSD -028-15 Paae 7 Comments remain outstanding from the Durham Region Planning Services and Durham Region Health Department. 9. ©opartmonW CC orrnm eats 9.1 Engineering and Building Services Clarington Engineering Services reviewed the application and have no objection to the rezoning. They indicated that prior to final approval of the site plan application, the applicant will be required to satisfy the following concerns and conditions. While the proposed grading for the site appears to be relatively minimal, there is not sufficient detail on the Site Grading Plan to make that determination. Existing and proposed grades must be clearly shown. The Stormwater Management Brief is acceptable to the Municipality, however, it is subject to the approval of Central Lake Ontario Conservation Authority. The construction access off Lambs Road was not presented at the pre - consultation meeting in January 2015. No detail has been provided on any of the plans. The location of the temporary access must meet the requirements of the Municipality's Entrance policy. The Clarington Building Division reviewed the application and indicated that at the Site Plan Approval stage a barrier -free path of travel will be required to the main entrances of the building from the barrier -free parking spaces. The applicant must submit the approved application for water service from the Durham Region Works Department and Regional Health Department for consent for the proposed septic prior to issuance of a building permit. Additionally, both the sales centre and clock tower feature will require a building permit. 10. DD iscussDon 10.1 The Site Plan application for the temporary sales centre is currently being reviewed. The drawings have been circulated for review by various departments and agencies. A number of revisions to the drawings are necessary prior to final approval of the plans. Staff are in the process of providing feedback to the applicant prior to the final submission of drawings. The required site plan agreement will be prepared to address servicing requirements, parking requirements, access, grading, lighting, signage, landscaping and the location of the sale office on the site due to the prominence of the site's location. AM Municipality of Clarington Report PSD -028-15 Figure 3: Applicant's rendering of proposed sales centre Paae 8 FRONT ELEVATION 10.2 The proposed signage for the sales office and subdivision sites does not comply with Sign By-law,2009-0123 as the number of signs proposed exceeds what is permitted and some of the proposed signs are oversized. The applicant has submitted an application for an amendment to the Clarington Sign By-law 2009-0123 and Planning staff will review this application in conjunction with the site plan approval process. 10.3 The applicant has proposed an 11.5 metre tall clock tower feature to be erected at the southeast corner of the lot that abuts Durham Highway 2 and Lambs Road (see Figure 3). It is proposed to be located outside of the required visibility triangle. The applicant intends the tower feature become a point of interest within the community and to retain the feature on-site as the property develops in the years to come. Should this tower become a lasting feature beyond the temporary term of the sales centre building itself, the applicant will be required to address concerns regarding the tower's maintenance through the site plan process including the operation of the clock should it be functional. Municipality of Clarington Resort PSD -028-15 Page 9 Figure 4: Applicant's rendering of tower feature 15 Y 14.62,1.,] 10.4 The applicant's site plan application shows the sales centre is located on a foundation with a basement. The applicant has stated that building upon the foundation is a more cost effective option given the significant grading on the site and to ensure accessibility. The fact that the sales office is on a foundation implies that the building is permanent and not temporary as is required by Temporary Use By-law policies in the Clarington Official Plan. Should the application be approved, the applicant will be required to remove the foundation and building at their own expense upon the expiry of the temporary By-law. 10.5 Municipal water and sanitary sewers are not currently available in this area of Bowmanville. The proposed sales centre is to be serviced by a holding tank for sewage, a holding tank for water intended to be utilized for its toilet facilities and firefighting and bottled water for potable water supply. • Municipality of Clarington Report PSD -028-15 Pace 10 11. Concurrence Not Applicable 12. Conclusion lesion 12.1 The purpose of Report PSD -028-15 is to provide background information for a Public Meeting under the Planning Act. Staff will continue processing the application including the preparation of a subsequent report. 13. Strategic plan Application 13.1 The recommendations contained in this report conform to the Strategic Plan. fy1r � Submitted by: /: �. 'P I Reviewed by:( / David"J. Crome, MCIP, RPP Franklin Wu, Director of Planning Services Chief Administrative Officer Staff Contact: Dave Addington, Planner 1, 905-623-3379 ext. 2419 or daddington@a clarington.net The following is a list of the interested parties to be notified of Council's decision: Mr. Robert Shickedanz, Far Sight Investments Inc. Hannu Halminen, Halminen Homes DJC/RLR/SN/df/jp M 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: May 25, 2015 Report Number: PSD -029-15 Resolution #: File Number: PLN 34.5.2.12, PLN 34.5.2.42, and PLN 34.2.27 By-law Number: NIA Report Subject: Cultural Heritage Impacts of Highway 407 and 418 - Process to repeal heritage designation By-laws 90-186 and 89-187 and remove four properties from the municipal registry Recommendations: 1. That Report PSD -029-15 be received; 2. That the process to repeal heritage designation By-law 90-186 for 1909 Bloor Street and heritage designation By-law 89-187 for 5415 Solina Road, under Part IV of the Ontario Heritage Act be initiated; 3. That the Clerk prepare the required Notice of Intention to Repeal the Designations pursuant to the. provisions of the Ontario Heritage Act; 4. That depending on the response to the Notice of Intention to Repeal, the Clerk either prepare the necessary motion to have Council Repeal the by-laws or report back to Council regarding objection(s) received; , 5. That 5531 Bethesda Road, 5681 Acres Road, 5658 Bethesda Road and 7500 Highway 35/115 be removed from the Municipal Register; and 6. That all interested parties listed in Report PSD -029-15 and any delegations be advised of Council's decision. Municipality of C.larington Report PSD -029-15 Report Overview Paae 2 Two designated heritage buildings and four buildings with heritage value that are on the Municipal Register are being demolished to allow for the construction of the 407 East Extension and the 418, linking the 401 and 407. After consultation with the Clarington Heritage Committee it is recommended that the designation by-laws for 1909 Bloor Road and 5415 Solina Road be repealed and that 5531 Bethesda Road, 5681 Acres Road, 5658 Bethesda Road and 7500 Highway 35/115 be removed from the Municipal Register. 1. Background The Ministry of Transportation has begun pre -construction on Phase 2 of the approved Highway 407 East Extension and Highway 418 construction, linking Highway 401 and Highway 407. The pre -construction phase includes clearing the lands of obstructions, including the demolition of buildings that are in the approved Environmental Assessment alignment for the highways. In 2013 the Clarington Heritage Committee requested that the Minister and Ministry of Transportation allow for ample time to try and sell and relocate buildings with heritage attributes and value. The Clarington Heritage Committee has assisted the Ministry in creating a salvage process in Clarington for buildings that were not sold or could not be moved. The salvage process included consultation with heritage property owners and identified items or materials that could be reused from the buildings to be demolished in designated heritage buildings throughout Clarington. The Ministry of Transportation will also be reusing some materials from the buildings, like stone from the demolished homes, as part of their Community Value Plans. In December 2014 staff and the Clarington Heritage Committee were informed by the Ministry of Transportation that the process to relocate six heritage buildings (two designated and four on the municipal register) had not been successful and the buildings would be demolished. Ministry staff attended the January 2015 Heritage Committee meeting, explaining the process undertaken and responding to questions from members on the process, the proposed cost of relocation and the final decision to demolish the buildings. At the April 21, 2015 Clarington Heritage Committee meeting staff informed members that both the Ministries of Transportation and Tourism, Culture and Sport had outlined the process for the Municipality to repeal the by-laws designating 1909 Bloor Street and 5415 Solina Road as set out under the Ontario Heritage Act. The committee passed the following resolution: "THAT Clarington Heritage Committee, based on the ownership and actions of the Province, recommend to Council the designating by-laws for 1909 Bloor Street and 5415 Solina Road be repealed and that 5531 Bethesda Road, 5681 Acres Road, 5658 Bethesda Road and 7500 Highway 35/115 be removed from the Municipal Register." 8-12 Municipality of Clarington Report PSD -029-15 Paae 3 The committee also recommended maintaining a record of the buildings on the Clarington Heritage website noting the reason and date of their demolition and removal from the listing of cultural heritage resources. 2. Ontario Heritage Act 1909 Bloor Street and 5415 Solina Road have been designated under Part IV, Section 29, of the Ontario Heritage Act. Subsection 26.1 (1) of the Ontario Heritage Act provides that designation under Part IV of the Act does not apply to property that is owned by the Crown in right of Ontario or by a prescribed public body as defined in subsection 25.2(2) of the Act. As such, there is no municipal authority under Part IV of the Act governing these properties, and any by-law passed by the municipality designating these properties under Part IV of the Act has no effect. Repealing the designation by-laws will update the status of these heritage resource properties with the most current information. While the by-laws were not applicable to the Province, the Ministry of Transportation reviewed the properties under the Standards and Guidelines for Conservation of Provincial Heritage Properties and complied with these guidelines regarding heritage identification, evaluation, and documentation while also applying best efforts to mitigate loss of cultural heritage value. 3. Designated and Municipal Registry Properties Impacted Below is a summary of the properties designated under Part IV of the Ontario Heritage Act and the properties on the Municipal Register. The Ministry of Transportation has prepared Cultural Heritage Evaluation Reports (CHER) for the buildings identifying the heritage value of the buildings and documenting the buildings. 3.1. Designated Properties 5415 Soling Road, Conc. 5, Pt, Lot 24, Township of Darlington (Designated by By-law 89- 187 This fine red brick Victorian home was built by local farmer Daniel Hogarth in 1874. Of particular note are the exterior brick work in the running bond pattern, gingerbread trim; on the interior the wainscoting in the dining room and kitchen and the original pine floors. 1909 Bloor Street, Conc. 1, Pt. Lot 25, Darlinqton Township (Designated by By-law 90- 186 The "Samuel McLellan" house is an excellent example of the type of fieldstone farmhouse that was built in Darlington Township through the mid -19th century. The property originally incorporated a verandah on three sides with a steep roof and lacy trelliage. Samuel McLellan was born in Ireland in 1819, and came to Canada sometime before 8-13 Municipality of Clarington Report PSD -029-15 Page 4 1854. In the 1861 census Samuel, his wife Jane and two daughters are living in a one and a half storey log house, but the census notes that "stone is being built". 3.2. Municipal Register Properties 5531 Bethesda Road Built of rubble fieldstone with red brick voussoirs over the openings, the Werry House was one of the earliest stone farmhouses in the Township. One and a half storeys in height, the house is unusual in that it is 5 bays wide rather than the more common 3 bays. The brick voussoirs are also unusual in a stone house and are indicative of its early date. The house was constructed between 1849 and 1851. 7500 Highway 35/115 The one and a half storey house is constructed in the late Georgian style of coursed red, grey and black granite blocks with large stone quoins of the same material at the northeast and southeast corners. The windows are six -over -six sash windows with decorative stone arches and stone sills. The centrally placed door is recessed with a fanlight, three paned sidelights and decorative wooden panels and door surrounds. There are two internal brick chimneys; one on the south gable end and the other on the west elevation, with alterations that suggest there would have been another chimney on the north end of the house originally. 5658 Bethesda Road The Richard Foley house is representative of the type of centre gable farmhouse commonly found in the Township. A storey and a half in height and built of red brick, the house has returned eaves and six -over -six glazing seen in many houses of this type. The eave brackets, the segmentally arched window in the gable, the buff brick over the windows, and the front door with sidelights and a rectangular transom are specific to this house as those details tend to vary from house to house. 5681 Acres Road The one and a half storey house was the third house built by the Cole family on Acres Road. The house, constructed in the 1860's, is a good example of a fieldstone house being built in the Township during this period. The house has large stone quoins accenting the corners of the house and rectangular door and window openings with radiating stone voussoirs. There are no chimneys on the main roof, but an external chimney has been built on the north wall. 4. Public Notice and Consultation 4.1 Designated properties The Clarington Heritage Committee were consulted at their March 17, 2015 and April 21, 2015 meetings with regard to the properties. The committee reluctantly recommends that Council proceed with the process to repeal designating By-laws 90-186 and 89-187. 8-14 Municipality of Clarington Report PSD -029-15 Page 5 The Ontario Heritage Act requires that Council send notice of the intent to repeal to the property owner, the Ontario Heritage Trust and publish notice in a newspaper having general circulation in the municipality. The notice must provide details relating to the description of the property, the reason for the proposed repeal and provide for 30 days to file an objection. 4.2 Municipal Register Properties For Municipal Register properties; which is not a designation but rather a mechanism to allow for delay (up to 60 days) before issuing a demolition permit; Council is required to consult with the Clarington Heritage Committee. The Clarington Heritage Committee at their meetings of March 17, 2015 and April 21, 2015 reviewed the comments from the Ministries and recommend that Council remove the properties from the Register. 5. Discussion The Clarington Heritage Committee and staff have worked with the Ministry of Transportation staff during the 407 Environmental Assessment process and have made all attempts to relocate buildings with cultural heritage value. A salvage process was created and has been implemented for the buildings that could not be relocated. The buildings have been documented and efforts have been made to mitigate the loss of the cultural heritage resources. At the writing of this report four of the buildings discussed in this report have already been demolished and the other two will be demolished in the near future. The Ministry has completed their review process, including attempts to have the buildings relocated, and have proceeded with the salvage and demolition of the buildings. Under the Ontario Heritage Act the Ministry is not subject to the designating by-laws passed by Council for 1909 Bloor Road and 5415 Solina Road. Given the Ministry's ownership and demolition of the buildings the current designating by-laws are no longer required to protect the heritage values and attributes of the site. 6. Concurrence Not Applicable 7. Conclusion The Clarington Heritage Committee and staff recommend that Council initiate the process to repeal designating By-laws 90-186 and 89-187 and approve the removal of 5531 Bethesda Road, 5681 Acres Road, 5658 Bethesda Road and 7500 Highway 35/115 from the Municipal Register. 8. Strategic Plan Application The recommendations contained in this report do not conform to the Strategic Plan. 8-15 Municipality of Clarington Submitted by: , David T rome, MCIP, RPP Director of Planning Services Attachment 3 to Report PSD -029-15 a I &-�" Reviewed by. Franklin Wu, Chief Administrative Officer Staff Contact: Brandon Weiler, Planner, 905-623-3379 ext. 2424 or bweiler@clarington.net The following is a list of the interested parties to be notified of Council's decision Sean Fraser, Ontario Heritage Trust Winston Wong, Ministry of Transportation Chris Brown, Ministry of Transportation Bert Duclos, Ministry of Tourism, Sport and Culture Clarington Heritage Committee BW/FL/df 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: May 25, 2015 Report Number: File Number: Report Subject: PSD -030-15 PLN 1.1.20 Resolution Number: By-law Number: Bill 73 — Smart Growth for our Communities Act 2015 Proposed Amendments to the Planning Act Recommendations: That Report PSD -030-15 be received; 2. That Report PSD -030-15 be endorsed as the municipality's comments on Bill 73; 3. That a copy of Report PSD -030-15 be forwarded to the Ministry of Municipal Affairs and Housing; and 4. That the Durham Regional Planning and Economic Development Department and any delegations be forwarded a copy of Report PSD -030-15 and Council's decision. 8-17 Municipality of Clarington Report PSD -030-15 Report Overview Paae 2 The Province of Ontario is proposing a number of changes to the Planning Act which will necessitate changes to the planning approvals process in Clarington. On the whole, there are positive steps although some of the proposed changes are not recommended for support. The greater accountability and transparency bring also greater administrative costs to the Municipality. 1. Background 1.1 In the Fall of 2013, the Province began a review of the Ontario land use planning and appeal system as well as the development charges system. An 80 -day consultation period concluded on January 10th, 2014. 1.2 The feedback received by the Province described that the planning system is too complex and unpredictable while the development charges system needs to balance competing municipal and development interests in paying for growth. 1.3 On March 5th, 2015, the Province of Ontario put forward a number of proposed changes to the Planning Act and the Development Charges Act (Bill 73). Report PSD -030-15 outlines a selected number of the proposed changes to the Planning Act which would have the greatest impact on Clarington if they are approved. 1.4 The objectives of the proposed legislation specific to the Planning Act are to: • allow for more effective citizen engagement in the planning process; • provide more stability for municipal planning documents and increase municipal accountability; • strengthen the protection of provincial interests; • encourage more up -front planning; and • provide enhanced tools at the local level. 1.5 The proposed changes to the Development Charges Act will be primarily carried out by regulation. The information currently available is not sufficiently detailed to understand the potential impacts. The Director of Finance has been asked to participate in the working group that will be crafting the recommendations to the regulations. The anticipation is that the working groups will provide feedback to the Province with Regulations likely to be enacted within the next year. 2. Proposed Changes to the Planning Act 2.1 Bill 73, if passed, would make the following amendments to the Planning Act: • Expand the potential use of alternative notification and consultation processes for additional matters; • Require municipalities to include public consultation policies in their official plans; AM Municipality of Clarington Resort PSD -030-15 Page 3 • Require citizen members on planning advisory committees across Ontario, and require planning advisory committees in single -tier and upper -tier municipalities in Southern Ontario (except the Township of Pelee); • Require local planning authorities to provide an explanation of how they considered citizen input in their notices of decision; • Enhance the Ontario Municipal Board's obligation to consider citizen input when making decisions; • Extend municipal official plan update cycles from 5 to 10 years, after a new comprehensive official plan comes into effect; • Provide the Province with documents earlier to review municipal official plans/official plan amendments, when those documents are not exempt from provincial approval; • Allow for the suspension of timelines for triggering appeals of official plans/official plan amendments for up to 90 days to work out issues, including citizen concerns, where agreeable to approval authority and the initiator (i.e. applicant or adopting municipality); • Remove the ability to apply for amendments to an official plan for 2 years after any part of a new comprehensive official plan comes into effect; • Remove the ability to apply for amendments to a zoning by-law for 2 years after a comprehensive zoning by-law update; • Remove the requirement to revise employment land policies at time of an official plan update; • Remove the remaining ability to appeal second unit policies in official plans; • Remove the ability to appeal official plans/official plan amendments that implement certain provincially approved matters (e.g. source water protection boundaries); • Remove the ability for one appellant to appeal the entirety of a new official plan; • Establish more rigor in the requirements to make an appeal; • Modify the maximum alternative parkland dedication rate when giving cash -in -lieu; • Require municipalities to develop parks plans if they wish to establish the alternative parkland dedication rate and to work with school boards in developing such plans; • Enable the use of the "Community Planning Permit System" as an alternative name for the system of land use control, currently known as the Development Permit System; • Provide the authority to remove the. ability to apply for amendments for 5 years after the establishment of a Development Permit System; • Provide the authority for the Minister and upper -tier municipalities to require a local municipality to establish a Community Planning Permit System for purposes specified in regulation; • Allow decision -makers to require a 60 day period for Alternative Dispute Resolution after an appeal is made; • Limit minor variance applications for 2 years after a zoning amendment passed in response to a privately -initiated application; and • Provide the ability to make a regulation that would clarify what constitutes a minor variance. • Municipality of Clarington Report PSD -030-15 Page 4 2.2 Stakeholder Working Group Due to the complex nature of some of the matters being considered, the Provincial government will be establishing a stakeholder working group to review and provide advice on: • The definitions and regulations to guide minor variances; • The Community Planning Permit System; and • Local appeal bodies. 3 Comments This report only addresses the most significant changes. The text highlighted in bold are Clarington's comments to the Province. 3.1 Review Cycles for Official Plans and Zoning By-laws Proposed Change - A new Official Plan and a new Zoning By-law (existing by-law repealed and replaced) will be permitted a 10 year review cycle. The intent of this change, and several others to follow, is to encourage Municipalities to completely repeal and replace existing Official Plans and Zoning By-laws to reflect more current planning. New Official Plans would have a 10 year period prior to review. Existing Official Plans would continue on a 5 year cycle. Zoning By-laws are rarely updated although earlier changes o the Planning Act required 5 year reviews. Given that Provincial Plan are reviewed at 10 year intervals, and that most municipalities are not able to review Official Plans any sooner than 10 years, it is recommended that all reviews and updates of Official Plans and Zoning By-laws be done on a 10 year review cycle. When there are circumstance such as a Provincial Plan or the Provincial Policy Statement, those plans usually prescribe a time period for Official Plans to be updated. 3.2 Two Year Moratorium on Amendment Applications for New Official Plans and Zoning By- laws Proposed Change — No amendments for two years after the passage of a new Official Plan and/or comprehensive Zoning By-law. The intent of this change is to provide stability in the planning system and an incentive to undertake comprehensive reviews. While the principle is good, the manner in which the change is currently proposed will remove Council's flexibility to pass amendments to accommodate development opportunities which may not have been foreseen by a new policy. This may lead to delays in responding to an opportunity unforeseen at the time of preparation. mom Municipality of Clarington Report PSD -030-15 Page 5 However, this change could be effective if it were implemented in the following manner. Within the first two years after the passage of a new Official Plan and/or comprehensive Zoning By-law a municipality has the ability to deny any amendment application without the possibility of appeal of that decision to the Ontario Municipal Board. 3.3 Moratorium on Minor Variances for Two Years after New Zoning By-law Proposed Change — Within two years of the passage of a new Zoning By-law no Minor Variances will be permitted without the approval of Council to proceed to a hearing. The intent of this change is to prevent modifications of new Zoning By-laws unless sanctioned by Council. Minor variances are expressly for the purpose of providing relief from zoning regulations in circumstances where the unique characteristics of a property or development render it unable to comply with the precise application of one or more Zoning regulations. A new Zoning By-law would be prepared in a generalized context and sometimes it is only after a site design has been completed that the site specific circumstances can be considered. Bill 73 provides a relief valve. Council can consider declaring by resolution that a minor variance application can be submitted. This would seem to undermine the ability of the Committee of Adjustment to objectively review minor variance applications. It is recommended that this change not be made. 3.4 Public Engagement Policies Proposed Change — The Official Plan must include a description of measures and procedures for informing and obtaining public input. The intent is to modernize and reflect local circumstances with respect to public consultation. At the present time, the notice requirements are prescribed by Regulation. This change provides the opportunity for non-traditional methods of communication which includes websites and social media. At the present time, the Clarington Official Plan has very limited policies regarding notice. Over the years, Council and staff have enhanced the public consultation process including the following: • Notice on the Municipality's website • Notice on the Planning E -Update and various social media • Plain language notices (within the constraints of the prescribed elements) • Introduction of public information centres in advance of the statutory public meeting for applications which are possibly "controversial" and subsequent public information centres for revised proposals 8-21 Municipality of Clarington Report PSD -030-15 Page 6 Posting applications and background studies online for public viewing Staff presentations at statutory public meetings to provide background information and status of the application The changes to modernize the public engagement process with incorporation of measures and procedures to obtain the views of the public is supported. It is important that the measures be defined in a general sense so that an Official Plan amendment is not requirement to refine or improve the process. Regulations need to be changed to provide for notices by other means than ordinary mail or fax. 3.5 Consideration of Public Comments Proposed change — When decision -makers, such as Council, make a decision on an application they must include an explanation of how public comments have been taken into account. The intent of this change is to provide greater transparency to the public planning process as well as offer better recognition of public comments. There is a concern that the public feels that their input is not being considered when planning decisions are made. However, the details of "how" public comments would be more clearly addressed in a planning decision, from what is currently provided, have not yet been explained by the Province. Currently, Clarington Staff reports provide a description of all public comments that are received and a discussion of how they are addressed in leading to a recommendation. One of the potential benefits of the proposed change is that all local municipalities will be required to comply with the same standard when providing their decision on a planning matter. As of yet, the Province has not provided information about how this proposed change is expected to be implemented. It is unclear how Council or the Committee of Adjustment decisions will need to be revised to incorporate an explanation on how public comments have been "taken into account". Further it does not mean that the decision making would be any different. In principle, this change is recommended with the following conditions: • That the Province provide a clear example of how public comments should be incorporated into planning decisions; and • That no appeals of planning decisions be allowed based on the description of how public comments were considered. 8-22 Municipality of Clarington Report PSD -030-15 Page 7 3.6 Restrictions on Appeals to the Ontario Municipal Board Proposed change — The Province is proposing to place the following restrictions on appeals of an Official Plan. No universal appeals of new Official Plans. Instead, appeals must identify the specific policies being appealed; No appeal of an Official Plan which identifies: an area as being a vulnerable area as defined by the Clean Water Act (i.e. significant groundwater recharge area and a highly vulnerable aquifer); • an area as being within the Provincial Greenbelt or the Oak Ridges Moraine; • forecasted population and employment growth which are set out in the Growth Plan; and • settlement area boundary limits that are already included in the upper tier (Region of Durham's) Official Plan. The restriction on global appeals to a new Official Plan is not that helpful to most Municipalities. Municipalities tend to undertake comprehensive reviews of existing Official Plan, in part to avoid exposure to appeals. However, comprehensive reviews can be very extensive. A global appeal has the impact of freezing all lands in the existing policy regime unless the appellant is willing to narrow down their appeal. Secondly, it doesn't apply to a new Secondary Plan. This is where much of the detailed planning takes place. For the Courtice Main Street, we had a global appeal and it took several months for the appellant to agree to narrow their appeal to the specific issue that they were concerned with. The restriction on appeals of an entire Official Plan is supported but should be extended to, at the very least, comprehensive official plan amendments and new Secondary Plans. The intent of the second part of the change is to prevent Municipalities from defending appeals to policies which have already been approved through a higher Planning authority such as the Region or the Province. There would still remain the opportunity for the public to appeal these items when they are considered through a Regional Official Plan amendment process. This change will save Municipal time and resources by avoiding appeals on matters that have not been decided locally. These proposed changes are supported. It is recommended that the restriction on appeals include provincially significant wetlands. It is the Province that identifies provincially significant wetlands and the Provincial Policy Statement that compels municipalities not to permit development and site alteration of those wetlands in ecoregions 5E, 6E and 7E, which includes southern Ontario. 8-23 Municipality of Clarington Report PSD -030-15 3.7 Additional Time to Make a Decision Paae 8 Proposed change — There will be more time for the Municipality to make a decision on Official Plan amendments. Currently decisions must be made within 180 days. An optional 90 day extension period is proposed. The intent of the proposed changes is to allow local Municipalities and/or applicants the opportunity to request additional time before a decision must be made. For the Municipality, this could provide the opportunity to consider further public input before reaching a decision. This will also accommodate for circumstances when Council is physically unavailable to make a decision such as during the summer recess period or during a Municipal election. For the applicant, this could provide additional time to prepare background materials to address and satisfy unanticipated impacts that are raised through the Public Meeting process. The proposal to extend the amount of time granted for the Municipality to make a decision on a development application is supported. 3.8 Options for Dispute Resolution Proposed change — Alternate dispute resolution prior to appeal going to the Ontario Municipal Board. The Municipality will be given the option to recommend to appellant's the use of alternative dispute resolution processes, such as mediation and conciliation, to resolve Official Plan, Zoning By-law and plan of subdivision and consent appeals. An appellant's participation in an alternative dispute resolution process will be voluntary. If alternative dispute resolution is agreed to by both the Municipality and the appellant -then the time for submitting the appeal information to the Ontario Municipal Board would be extended from 15 days to 75 days. There is an existing Ontario Municipal Board process for mediation, which is rarely used and rarely successful in our experience. However, many hearings are scheduled and settlement discussions take place between the pre -hearing date and the hearing. If there is an opportunity to settle, parties do so and submit it to the Board for approval. Nevertheless this can still be a long and expensive process. The concern with now providing this mediation opportunity earlier is that appellants may see this as an opportunity to advance their interests with very little risk. Instead of resolving disputes earlier without the expense of an Ontario Municipal Board process, it may actually lead to more appeals and a mediation process at the expense of the Municipality. There are much broader considerations that should be given to the role of the Ontario Municipal Board before first downloading the alternative dispute resolution process. Municipality of Clarington Report PSD -030-15 Paae 9 The proposed change is not supported. 3.9 Parkland Proposed change — Municipalities will be required to give an annual accounting of funds raised from payment in lieu (formerly cash in lieu) of parkland and how they are spent. The Municipality is fully transparent in its use of payment -in -lieu funds. The Finance Department tracks payment -in -lieu of parkland funds that are received in the budget and they are held in a reserve account and identified as a funding source when used. Complying with this change will require only minor modifications to the current accounting practice and then the generation of a report to Council on this matter. This proposed change is supported. Proposed change — When municipalities introduce the use of the alternate parkland standard (1 hectare per 300 dwelling units) they shall first prepare a Parks Plan in consultation with the School Boards and other stakeholders that examines the need for parkland in their jurisdiction. Clarington introduced the alternative parkland dedication standard with the 1996 Official Plan. Technically, it would appear that a Parks Plan is not required. However, in our current Official Plan review, we considered parkland service standards and a revised hierarchy. Planning for parks has always been on a per capita basis but the dedication of land has traditionally been on the basis of 5% of the land area. With denser community development, the 5 % is not adequate to meet our service level standards. With intensification, the built-up area is largely frozen with the parkland that was first secured yet accommodates more people. Although the Parks Plan is part of overall community planning, it should not be a condition of using the alternative parkland standard. Moreover, the requirement to consult with the school board indicates the intent to maximize school property for parks use. This change is not supported. Proposed change — The rate used to calculate the payment in lieu of parkland that Municipalities can collect from developers will be reduced to the equivalent value of 1 hectare per 500 dwelling units. The Planning Act permits Municipalities to acquire parkland as a condition of development approvals. For residential developments, the maximum amount of land that can be collected is 5% of the total land area or 1 hectare for every 300 dwelling units proposed. In circumstances where it is not viable for the Municipality to take land the Municipality may instead request a payment. No changes are proposed to the amount of parkland that the Municipality may request as part of a development application. However, the rate for calculating the payment is proposed to be reduced to 1 hectare for every 500 dwelling units. This would mean that the Municipality would receive proportionately less money for future park acquisition than it has historically in areas of higher density development. 8-25 Municipality of Clarington Report PSD -030-15 Page 10 Neighbourhood parks are commonly acquired through the approval of new subdivisions and are not expected to be broadly impacted by this change. However, district parks and community parks are acquired through land purchases. Even at the current rate, district and community parks are largely funded through the tax levy. The Municipality's ability to acquire and/or expand these parks in the future will be curtailed by the proposed change. This proposed change is not supported. 3.10 Community Planning Permits (formerly Development Permit System) Proposed change — The Province and/or upper -tier municipalities will have the authority to require lower -tier municipalities to adopt a Community Planning Permit system in specific instances. Community Planning Permits are a hybrid of the planning approvals process which merges Zoning, Site Plan approval and Minor Variance approval into a single review and approval. The timeline for a Community Planning Permit review and approval is 45 days. Community Planning Permits have been in existence for several years already but have not been widely embraced by municipalities in Ontario. While Clarington may choose to adopt a Community Planning Permit system in the future, it should not be prescribed by upper tier municipalities or the Province. This change is not supported. 3.11 More Clarity on the Definition of a Minor Variance Proposed change - Committees of Adjustment would be required to apply additional prescribed criteria. The Province announced that it intends to establish a stakeholder working group to, among other matters, define the term "minor variance", which potentially will be put into regulation. There is a range of application of "minor variances" so this clarity will be helpful. The proposed clarification is supported. 4. Concurrence No applicable 5. Conclusion The purpose of this report is to provide background information on the applicable changes to the Planning Act that have been proposed by Bill 73. Staff are seeking Council endorsement to provide the Province with Clarington's response to the proposed changes. MM Municipality of Clarington Report PSD -030-15 Page 11 6. Strategic Plan Application Not applicable. Submitted by: i �� Reviewed by: David/trome, MCIP, RPP Franklin Wu, Direc r of Planning Services Chief Administrative Officer Staff Contact: Paul Wirch, Planner II, 905-623-3379 ext. 2418 or pwirch@clarington.net There are no interested parties to be notified of Council's decision. COS/PW/df/jp AM 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: May 25, 2015 Report Number: PSD -031-15 Resolution Number: File Number: PLN 1.1.21 By-law Number: Report Subject: Co-ordinated Provincial Review of the Growth Plan for the Greater Golden Horseshoe; Greenbelt Plan, Oak Ridges Moraine Conservation Plan and Niagara Escarpment Plan Part 2 - Comments Recommendations: That Report PSD -031-15 be received; 2. That Report PSD -031-15 be endorsed as the municipal comments on the four plan co- ordinated review; 3. That a copy of Report PSD -031-15 be forwarded to the Ministries of Municipal Affairs and Housing; Natural Resources and Forestry; and the Ministry of Agriculture and Rural Affairs; and 4. That all interested parties listed in Report PSD -031-15 and any delegations be advised of Council's decision. Municipality of Clarington Report PSD -031-15 Page 2 Report Overview The four provincial plans under review, represent a series of provincial policies and plans that govern land use planning in Ontario. Together these plans are to provide the long-term planning framework and direction to manage growth, protect agricultural lands, conserve the natural environment and support economic development within Ontario's Greater Golden Horseshoe, Greater Toronto Area and Greenbelt. Clarington has already provided comments on the high yield agricultural lands not included in the Greenbelt through PSD -026-15. This report provides additional comments on other areas of concern that should be considered within the context of the four plan review. 1. Purpose The purpose of this report is to provide comments on the four plans including: the Growth Plan for the Greater Golden Horseshoe; Greenbelt Plan, Oak Ridges Moraine Conservation Plan and Niagara Escarpment Plan. 2. Background The four provincial plans under review, represent a series of provincial policies and plans that govern land use planning in Ontario. Together these plans are to provide the long- term planning framework and direction to manage growth, protect agricultural lands, conserve the natural environment and support economic development within Ontario's Greater Golden Horseshoe, Greater Toronto Area and Greenbelt. 2.1 Oak Ridges Moraine Conservation Plan The Oak Ridges Moraine Conservation Act, 2001 and the accompanying Oak Ridges Moraine Conservation Plan (ORMCP) came into effect in November 2001. Durham amended the Regional Official Plan to bring it into conformity in April 2003. Clarington amended our Official Plan to bring it into conformity in June, 2004. 2.2 Niagara Escarpment Plan The Niagara Escarpment does not extend into Durham and therefore the Region and Municipality will not be providing comments related to the Niagara Escarpment Plan. 2.3 Greenbelt Plan The Greenbelt Act, 2005 and the accompanying Greenbelt Plan came into effect in February 2005. Durham amended the Regional Official Plan to conform to the Greenbelt Plan in September 2006. Clarington's conformity exercise for the Greenbelt Plan is included in the current proposed changes to the Official Plan but minimal changes are required as our Plan currently incorporates most elements of the Greenbelt Plan. Its primary affect is to prevent amendments to the Official Plan that would allow additional development such as Estate Subdivisions and Urban Area expansions. The Greenbelt Act, 2005 requires a review of the Greenbelt Plan to be carried out 10 years after the approval of the Plan, in conjunction with the reviews of the Oak Ridges Moraine Conservation Plan and Niagara Escarpment Plan, in order to determine whether 8-29 comprehensive revisions are needed to these Plans. Municipality of Clarington Resort PSD -031-15 2.4 Growth Plan for the Greater Golden Horseshoe The Places to Grow Act, 2005 became law in June 2005, while the Growth Plan for the Greater Golden Horseshoe (the Growth Plan) came into effect in June 2006. Durham amended the Regional Official Plan to conform to the Growth Plan through Amendment No. 128. A number of appeals to the Regional Amendment were launched including an appeal by Clarington. The Ontario Municipal Board approved changes to the Regional Official Plan on January 9, 2013. Clarington supported the changes implemented by the Ontario Municipal Board to the Regional Official Plan in Clarington. Similar to the Greenbelt Plan, the Growth Plan is due for a legislated review 10 years after its approval, to determine if revisions are warranted. The population and growth projections for the Growth Plan are optimistic and in 2014 they were updated from the initial 2031 target year to 2041. The recently released Proposed Official Plan for Clarington was prepared in keeping with the 2031 Growth Plan projections. 3. Overview of the Coordinated Provincial Review 3 In recognition of the complex and interconnected nature of these four plans, the Province is seeking public input through a co-ordinated review of all four provincial land use plans. The Province's coordinated review will be completed in two phases of public consultation Phase 1, allows for public comments to be accepted until May 28, 2015. The exact timeline and specifics of Phase 2 consultation will be released at a later date. The province has been holding a series of Regional Town Hall meetings. One such meeting was held at Newcastle Community Hall on May 4, 2015. 3.1 Our Region, Our Community, Our Home (Discussion Paper) The Our Region, Our Community, Our Home discussion paper provides background information on Ontario's planning framework, each of the four provincial plans and sets out questions to focus the discussion during this phase of consultation on the following six goals: • Protecting agricultural land, water, and natural areas; • Keeping people and goods moving and building cost-effective infrastructure; • Fostering healthy, livable, and inclusive communities; • Building communities that attract workers and create jobs; • Addressing climate change and building resilient communities; and • Improving implementation and better aligning the plans. 3.2 Expert Advisory Panel To support the coordinated review, the Province appointed a panel of six advisors to develop recommendations on how to amend and improve the four provincial land use plans. The advisory panel is expected to deliver a report to the Ministry of Municipal Affairs and Housing and the Ministry of Natural Resources and Forestry by September 1, 2015. Members of the advisory panel have been attending the Regional Town Hall meetings. M Municipality of Clarington Report PSD -031-15 The Province has indicated that it anticipates the coordinated review will result in final recommendations on amendments to the Plans ready by early 2016. The process and timeline is intended to inform the review of the Big Move (MetroLinx's regional transportation plan). 4. Issues/Comments and Recommendations This section outlines the issue and provides some context and comments from Clarington's perspective. The text highlighted in bold are Recommendations to the Province. 4.1 Protection of the Agricultural System e4 Report PSD -026-15 provided the background, discussion and recommendations on examining the lands south of the Greenbelt using a Land Evaluation and Area Review (LEAR) study to determine which of these lands, if any should be incorporated into the Greenbelt to provide additional protection. Any consideration of incorporating lands should also take into account the need for distinct buffers between urban and rural lands and addressing the whole of the agricultural system (economic, transportation and support services) that are required to keep the industry viable. It is recommended that • The Province undertake an area -wide LEAR assessment in support of expanding the Greenbelt within Clarington's urban separators as set out in Report PSD -026-15. • The provisions of the Greenbelt Plan should allow for greater on-farm diversified uses and agriculturally -related uses that are beneficial to sustain agriculture in a manner that is consistent with the Provincial Policy Statement 2014. 4.2 Commercial Fill Large scale commercial fill operations must be addressed by the Province. There is a danger that the Greenbelt will simply be viewed as a dumping ground as intensification activities increase, diminishing their value as agricultural or environmental lands. Currently municipal site alternation by-laws and conservation authority regulations create a patchwork allowing fill operators to dictate where the fill operations will happen without approval at the local level. Most often, the fill is coming from beyond the borders of the local municipality. There needs to be regulation and enforcement such that inter- municipal transport of unregulated fill can be managed in an appropriate manner and local issues such as noise, dust, road impacts and disturbance can be addressed. It is recommended that: • Site alteration activities (such as large scale fill operations) be harmonized in the Plans, municipal Site Alternation and Fill By-laws and Conservation Authority Section 28 Regulations to achieve the level of environmental 8-31 protection intended by the Plans. Municipality of Clarington Report PSD -031-15 Page 5 • The Province review the framework that leads to the transportation of large quantities of fill to rural areas and seek alternative solutions for use within urbanizing areas. 4.3 Wind Turbines The Green Energy Act removed the need for local consent for renewable and alternative energy projects. Amendments to the Act have for the most part addressed the initial unintended consequences of solar and biogas projects. However; industrial wind turbines have become a very contentious issue in the rural landscape. The Municipality of Clarington has two recently approved wind farms (Clarington [Leader] and Ganaraska [ZEP], REA approvals 8393-9R8PSW and 1426-9RWTSS, respectively); these were approved without regard for the "unwilling host" resolution of Council (Attachment 1). The Municipality of Clarington is host to the Darlington Nuclear Generating Station which supplies 20% of the power to the Province. The Municipality is not averse to providing power to urban centres, rather it is the visual impact wind turbines have on the rural landscape and divisiveness they are causing between rural residents and rural/urban resentment that is of concern. The province needs to be aware of the social and community impacts industrial wind turbines are causing, and the seeming contradiction with the Provincial Plans. It is recommended that: • Industrial wind turbines be prohibited within the Oak Ridges Moraine which the Province identified as "one of Ontario's most significant landforms". • That the Green Energy Act and the Provincial Plans be reconciled so that the objectives of the Plans for the rural landscape are not thwarted. This could include more local input, a limit on the size of turbine clusters, the size of turbines and other factors. 4.4 Infrastructure on the Moraine In Clarington there has been a difference in approach by provincial agencies in how they address the moraine when infrastructure is being planned; this has led to confusion for residents. The alignment of Highway 407 was shifted to the south from the previously preferred alignment (1992) by the Ministry of Transportation. The shift to the south left many local residents with the impression that infrastructure was not allowed on the Moraine. In fact, infrastructure is allowed with conditions that could have been met through the EA process for the 407. The Clarington Hydro Transformer, a Hydro One project was approved under the "Class Environmental Assessment for Minor Transmission Facilities" as approved on April 23, 1992 (Order -in -Council No. 1173/92), a less rigorous process. Residents and the Municipality have been concerned with the lack and quality of background studies by the proponent and in particular with regard to the hydrogeology of the site. For residents the transformer construction is not reflective of the "minor" name. 8-32 Municipality of Clarington Report PSD -031-15 Page 6 The Oak Ridges Moraine Conservation Plan limits private land owners and residents to a much greater degree than what Provincial agencies and approvals for infrastructure allow on the moraine. Thus, residents question whether the Moraine is truly protected by the planning policies when the province or its agencies seemingly over -ride them. These infrastructure decisions greatly impact the local community, and our experience is that Council and staff struggling to explain the decision making process with little provincial support. It is recommended that: • The Province clarify the policies on the planning, construction and use of lands within the GreenbeltlOak Ridges Moraine for major infrastructure projects. • The Province improve the process, including the accountability of the Ministry of the Environment and Climate Changes to explain their decisions to the public, with respect to infrastructure projects. 4.5 407 Surplus Lands Shifting the 407 route southerly avoided the moraine but greatly impacted the agricultural community by taking lands out of production and severing farm parcels. The socio- economic impacts in Clarington will out -weigh the benefit of this southerly shift; especially because natural heritage compensation is the proposed use of many of the prime agricultural parcels. The approved Environmental Assessment for the 407 did not address the request by Clarington to have a remnant parcel policy. The request for a remnant policy was to address the return of farm parcels to agriculture rather than their conversion to natural heritage compensation or residential lots. Allowing these parcels to be developed as residential lots is counter to the provincial policy about lot creation in the countryside. MTO has indicated they will use surplus lands for natural heritage compensation; while honourable, there are other factors such as agricultural viability and local economic impact that should be considered. Working with the affected Conservation Authorities and local municipalities could help with implementation of natural heritage compensation in the areas that have been targeted by the watershed plans. MTO currently estimates that it will take at least ten years before they will be able to dispose of surplus lands. While efforts are being made to lease the agricultural lands to farmers to allow for their continued use there is no incentive for land improvement (e.g. the drainage) or ability of the farm corporation to plan for the longer term. It is recommended that: In accordance with the Greenbelt Plan objectives for prime agricultural land, MTO should expeditiously identify, declare surplus and release agricultural parcels not required by Highway 407 and Highway 418 and utilize alternate locations for natural heritage compensation in -accordance with the watershed plans created as a result of the Oak Ridges Moraine Conservation Plan. 8-33 Municipality of Clarington Resort PSD -031-15 4.6 Groundwater Protection Paae 7 In addition to the policies within the Oak Ridges Moraine Conservation Plan and Greenbelt Plan for the protection of hydrological features and functions, the Province has introduced the Clean Water Act, Great Lakes Protection Act and other legislation to enhance the protection of groundwater. The Oak Ridges Moraine is the headwaters of many of our creeks and streams and also feeds the Thorncliffe aquifer. Clarington in partnership with the local Conservation Authority has supported and promoted advanced scientific research to serve as the foundation of future land -use decisions and water resource management. This research will benefit many beyond the borders of Clarington. It is recommended that: • The Province restore research funding to help fund the work that is being carried out by Conservation Authorities to gain greater knowledge about the Oak Ridges Moraine Hydrogeology and other similar efforts. 4.7 Aggregate Resources The Provincial government is in the midst of reviewing the Aggregate Resources Act. The Municipality of Clarington has participated in the Rehabilitation Information Working Group and is awaiting to hear about the recommended increase to the annual licence/permit fees for aggregate extraction. We have previously commented that a share of these fees assigned to the Ontario Aggregate Resources Corporation should be increased to support a more aggressive rehabilitation program for abandoned pits under the Management of Abandoned Aggregate Properties Program. The province indicated that they were studying whether the increased fees and royalties should be directed to the construction costs of municipal roads and provincial highways. It is recommended that: • The Ministry of Natural Resources and Forestry in cooperation with the Ontario Stone, Sand and Gravel, Association and individual aggregate operators, should develop expedited rehabilitation standards and requirements for aggregate operations in locations in the vicinity of settlement areas and residential uses. • Rehabilitation plans for gravel pits in the Oak Ridges Moraine should not include the use of commercial fill due to potential contamination and the possible to impacts the aquifers. 8-34 Municipality of Clarington Report PSD -031-15 4.8 Urban Areas in the Greenbelt Page 8 Orono is an urban area comprised of approximately 540 dwelling units. The major portion of Orono is serviced with municipal water but many resident have private wells. There are no sanitary sewer services. Under the Greenbelt Plan, the boundaries of Urban Areas are frozen as they existed on the day the Plan came into effect. Hamlets, on the other hand, are permitted "minor rounding out" at the time of municipal conformity amendments. At the same time, under the Growth Plan, "settlement areas", which include both urban areas and hamlets, are permitted to expand in accordance with a land budget process during a municipal comprehensive review. In recent years, several proposals have been made for very minor expansions to the Orono urban area. While the Municipality is considering some minor rounding out of hamlets, there is no flexibility for urban areas in the Greenbelt. It is recommended that: • Minor rounding out of Urban Areas within the Greenbelt be permitted subject to a municipal comprehensive review. The policies of the Growth Plan and the Greenbelt Plan be reconciled to be consistent with respect to the process for urban boundary expansions. 4.9 GO Rail Extension Growth needs to be supported by well-planned infrastructure, including transit. The Province first announced the extension of the GO Train to Bowmanville in 1992; it was announced again in 2008. At this point the project is in the "next wave" of Metrolinx projects but it has not been budgeted for, hence, timing is unknown. Staff are discussing the project with the Ministry of Transportation. The Big Move (Transportation Plan for the Greater Toronto and Hamilton Area) is not part of the four plan review. The Province should clarify the role of the Big Move in relation to the Growth Plan, and provide direction and funding for the development of transportation infrastructure. It is recommended that: • The Province set a firm timeline for the extension of GO Rail service to Bowmanville. ECM Municipality of Clarington Resort PSD -031-15 4.10 Cultural Heritage Page 9 The Provincial Policy Statement (2014) definitions were updated to include changes to the Ontario Heritage Act and statements such as "Significant built heritage resources and significant cultural heritage landscapes shall be conserved" were reaffirmed. The language in the Provincial Policy Statements is clear that cultural heritage resources are important to communities and their residents and shall be protected. Currently, the Places to Grow Act references the Ontario Heritage Act and the Provincial Policy Statements but provides little mention of cultural heritage resources other than "Cultural heritage conservation, including conservation of cultural heritage and archaeological resources where feasible, as built-up areas are intensified." This language is not consistent with the language in the Provincial Policy Statements, and could prove detrimental when reviewing the impacts of new development and intensification in areas or sites adjacent to cultural heritage resources. It is recommended that: • Cultural heritage preservation be strengthened in the Growth Plan to be consistent with the language in the Provincial Policy Statements 2014. 4.11 Addressing Barriers to Intensification The Growth Plan has established specific targets for intensification within built up areas. The Region of Durham Official Plan conformity to the Growth Plan, set Clarington's intensification target at about 6,200 units from 2015 to 2031. The purpose of intensification is to be wise stewards of a land resource, to minimize infrastructure costs, and to build a transit -supportive environment. For intensification to really work, transit has to be a viable component. There are few signs that transit investment can be achieved to the extent necessary, particularly without the GO Rail component referenced above. Adding to the barriers to intensification is the weak market support and the inability for areas at the fringe of the GTA to charge the rents required to support such projects. Regardless of the minor municipal incentives that may be provided through development charges exemptions, the Regional development charge is substantially greater. The possible changes to the development charges regime through Bill 73 may allow area rating so that Greenfield and Intensification Areas are distinguished. It is recommended that: The Province also invest in transit for smaller, more peripheral communities of the Greater Golden Horseshoe that are required to implement transit - supportive intensification. • The Province should provide stronger policy direction for affordable housing, in terms of type and tenure. Municipality of Clarington Report PSD -031-15 Page 10 4.12 Addressing Climate Change, and Building Resident Communities Land use planning has a major impact on the amount of greenhouse gas emissions produced. The reduction of greenhouse gas emissions and increased resiliency of infrastructure are mitigation measure for climate change. The Province has released a discussion paper on Climate Change and many of the initiatives identified should be included in provincial land use plans. Implementation of adaptive measures to address resiliency and climate change may include changes to engineering and development standards. Examples of adaptation includes modification to account for rises in water levels in limited time periods (e.g. storm intensity), provision of heat refuges, planting hardy native plants and addressing erosion. It is recommended that: • The Province better integrate climate change mitigation and adaptation into land use planning policies for the Provincial Plan. • The Province give municipal governments authority to adopt and implement mandatory green development standards greater than the Ontario Building Code. 4.13 Implementation The Province has become very involved in setting out regional and provincial land use policy in the past 10 years. This is a change from how the Province addressed land use policy prior to that time. To implement policies the Province is relying on Municipalities and Conservation Authorities. However, much like planning is a fine-tuned balance so is the relationship with Municipalities. There are issues that Municipalities and Conservation Authorities have been requesting the Province address either through legislation or funding. It is recommended that: • Conformity Exercises should be shielded from Ontario Municipal Board appeals. • The designation of provincially significant wetlands in Official Plans should be shielded from Ontario Municipal Board appeals (excluded from Bill 73). • Downloading of implementation responsibilities to municipalities should be supported by sustained support of the applicable ministries. 5. Concurrence Not Applicable 8-37 Municipality of Clarington Resort PSD -031-15 6. Conclusion Page 11 The Province is to be commended for undertaking a co-ordinated review of 4 provincial plans and the public consultation process to date. The concurrent review will ensure that there is greater consistency and integration between the plans. This is the start of a planning process. This first consultation is about the issues that have arisen through the implementation of the various Plans over time. The province and the panel will be examining these and many other issues in formulating changes to the Plan. A second round of consultation will be undertaken in 2016 on proposed changes. 7. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. aAw------ Submitted by: a ' J. Crome, MCIP, RPP Director of Planning Services Reviewed by: 'D e'er, Franklin Wu, Chief Administrative Officer Staff Contact: Faye Langmaid, Manager of Special Projects, 905-623-3379, extension 2407 or flangmaid(a.clarington.net Attachments: Attachment 1 — "unwilling host" resolution on Windfarms The following is a list of the interested parties to be notified of Council's decision: Land Use Planning Review, Ministry of Municipal Affairs and Housing Minister Bill Mauro, Ministry of Natural Resources and Forestry Minister Jeff Leal, Ministry of Agriculture and Rural Affairs Alex Georgieff, Regional Municipality of Durham DJC/FL/sn/df mm Attachment 1 to Municipality of Clarington Report PSD -031-15 Resolution #C-161-13, May 13, 2013 Moved by Councillor Partner, seconded by Councillor Woo WHEREAS there are two (2) proposed industrial wind projects in the Municipality of Clarington (Clarington Wind Farm and Ganaraska Wind Farm); WHEREAS the Premier of Ontario has recently conveyed the Government's desire to limit Industrial Wind Turbines (IWT) Projects to communities that are willing hosts; WHEREAS the Council for the Municipality of Clarington has received a clear message from its residents that they are not willing to host Industrial Wind Turbines; AND WHEREAS the Council for the Municipality of Clarington has taken a consistent position on the issue of the siting of IWTs; NOW THEREFORE BE IT RESOLVED THAT the Council for the Municipality of ,Clarington declares that it is currently not a willing host; and THAT, based on the consistent position of the Council for the Municipality of Clarington and the input received from the community regarding IWTs, the Province of Ontario and specifically the Ministry of Environment be now advised that the Municipality of Clarington is currently not a willing host for IWTs; and THAT this resolution be circulated to Premier Kathleen Wynne, Minister of Agriculture and Food; Honourable Bob Chiarelli, Minister of Energy; Honourable James J Bradley, Minister of Environment; Honourable Jeff Leal, Minister of Rural Affairs; Doris Dumais, Director of Environmental Approval and Service Integration Branch of the Minister of the Environment; John O'Toole MPP Durham; Association of Municipalities of Ontario (AMO). Carried, unanimously on a recorded vote. _70 c1mr-ine,91, V1 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: May 25, 2015 Report Number: EGD -010-15 Resolution: File Number: Department File# Here By-law Number: ort Subiect: Bond Head Public Information Centre Recommendations: 1. That Report EGD -010-15 be received; 2. That staff be directed to hold another Public Information Centre with preliminary design options to improve public safety along Mill Street , and 3. That all interested parties listed in Report EGD -010-15 and any delegations be advised of Council's decision. 9-1 Municipality of Clarington Report EGD -010-15 Report Overview Page 2 On November 19, 2014 a Public Information Centre (PIC) was held to obtain resident input on future improvements to the transportation network for vehicles, cyclists and pedestrians in the Bond Head area, as well as a future expansion of the Bond Head Waterfront Park. A number of potential options that are being considered to improve safety on Mill Street South and other area streets were displayed and presented by staff, as were concept plans for the future proposed expansion to Bond Head Waterfront Park and associated parking. Thirty five residents signed in at the PIC and twenty eight comment sheets were received. 1. Background 1.1. Bond Head Waterfront Park Clarington's Official Plan identifies a District Park in Bond Head on the east side of the Graham Creek where it meets Lake Ontario. District Parks are intended to serve the recreational needs of the entire municipality. The existing Bond Head Park was built in 1991 and contains a boat launch, small parking lot, shade structure and seating area. Since that time the municipality has acquired additional land on the east side of Bond Head Park to expand the park and provide greater public access to the waterfront as was identified in Clarington Council's 2010 Strategic Plan. Expanding the park and its uses would also require additional parking because the park is intended for use by both local residents and residents from beyond Bond Head. A conceptual master plan for the proposed park expansion was displayed at the PIC (Attachment 1). Staff explained the concept plan and answered questions from residents who attended. The features shown on the plan include a children's play area, a park gazebo, open lawn/picnic areas and a park path system. Resident feedback on the park concept plan was mixed. Some residents liked the concept plan as presented, others suggested adding a water play area, and some suggested that the new parkland be left undeveloped. Litter was cited as a concern by several residents who suggested that the existing park did not so much need to be improved but rather, needed to be maintained more frequently, both the grassed area of the park as well as the beach area. Four options for an additional twenty parking spaces were also displayed (Attachment 2). Three of the parking options included on -street parking along the Boulton Street park frontage and one option showed a parking lot on the north side of Boulton Street opposite the park in the George Manners road allowance. MA Municipality of Clarington Report EGD -010-15 e3 Resident feedback on the parking options was more definitive. There was little support for providing parking on the north side of Boulton Street in the George Manners road allowance. The preferred option was to provide 90 degree or angled parking directly along the south side of Boulton Street. 1.2 Transportation Improvements In response to concerns raised by some residents in the Bond Head area Engineering Services has undertaken a number of speed studies on Mill Street South. Specifically, staff have recorded speeds in the area eight times since 2006 (the last two studies occurred over a one week period). Additionally, the Durham Region Police Services (DRPS) Traffic Liaison Officer has recorded speeds on seven occasions since 2013, and has requested other DRPS officers to monitor the area. All studies have shown relatively good compliance with the posted 50 km/hr speed limit. DRPS has reported that four tickets have been issued since January 2013. Engineering did receive a request for speed humps on Mill Street South in the hopes that they would slow traffic. Mill Street South however, does not meet the Council endorsed Speed Hump Warrant on a number of levels. In particular, speed humps are never recommended: a) On a rural road. b) Where there are no sidewalks. c) Where speed studies have not confirmed a speeding problem. Speed humps are also discouraged on roads which have public transit, in this case school buses, and on roads which are a primary emergency service route. Staff's observation in all cases was not that there was a speeding problem, an opinion which is shared by DRPS and by the Municipality's Traffic Watch consultant, but that Mill St. S. is not very conducive to shared use between people who drive their vehicles, ride their bikes or walk along this road section. As shown in Table 1 below there are a significant amount of non -vehicular users of Mill Street south and for this reason staff turned their efforts to investigating opportunities for improvements to the transportation network in the area that would improve safety for all road users. 9-3 Municipality of Clarington Report EGD -010-15 Table 1: June 22, 2015 Miovision Traffic Count Mill Street South North of Boulton Street e4 Common to these three options was the provision of a 3 metre (9.8ft) wide multi -use trail and the extension of the existing 1.5m wide sidewalk on the west side of Mill St. S. to Metcalf St., and the extension of the 1.5m wide bike lanes on both sides from just south of the bridge on Mill St. South to Metcalf St. Option 1, A multi -use trail on east side of Mill Street S., from Metcalf Street to Boulton Street. This option would require localized curb, realignment of existing east road ditch further east and utility relocation. Option 2 A multi -use trail on west side of Mill Street S., from Metcalf Street to Boulton Street. This option would require Mill Street S., to be relocated approximately 2 metres to the east for approximately 200 metres, realignment of the existing west ditch and utility relocation. SII! Total (Both Directions) Time Car Motorcycle Cyclist Vehicles Pedestrian 7:00 16 0 2 18 3 8:00 38 1 4 43 4 9:00 51 5 14 70 5 10:00 52 6 18 76 6 11:00 79 15 27 121 1 12:00 114 26 20 160 5 13:00 128 19 5 152 6 14:00 120 23 9 152 6 15:00 112 28 4 144 2 16:00 123 19 5 147 0 17:00 86 14 6 106 0 18:00 64 6 5 75 10 19:00 70 5 2 77 5 20:00 54 6 6 66 3 21:00 28 1 0 29 4 22:00 22 2 0 24 0 Totals 11157 176 127 1460 60 e4 Common to these three options was the provision of a 3 metre (9.8ft) wide multi -use trail and the extension of the existing 1.5m wide sidewalk on the west side of Mill St. S. to Metcalf St., and the extension of the 1.5m wide bike lanes on both sides from just south of the bridge on Mill St. South to Metcalf St. Option 1, A multi -use trail on east side of Mill Street S., from Metcalf Street to Boulton Street. This option would require localized curb, realignment of existing east road ditch further east and utility relocation. Option 2 A multi -use trail on west side of Mill Street S., from Metcalf Street to Boulton Street. This option would require Mill Street S., to be relocated approximately 2 metres to the east for approximately 200 metres, realignment of the existing west ditch and utility relocation. SII! Municipality of Clarington Report EGD -010-15 Option 3 e5 A multi -use trail going east on south side of Metcalf Street, from Mill Street S., to George Manners Street, a shared road facility on George Manners Street from Metcalf Street to Queen Victoria Street, and finally the MUT would then be constructed from Queen Victoria Street to Boulton Street, through the un -opened right-of-way of George Manners Street. The above 3 options are summarized on Attachment 3 of this report. Also presented were some optional links to the Waterfront Trail between Bond Head and Port of Newcastle, which would involve a multi -use trail bridge crossing of the Graham Creek and an extension of the existing trail just west of Graham Creek. This link would improve the connectivity of the Waterfront Trail in the area and provide residents in the Port of Newcastle and Bond Head with improved access to each area. These concepts for the multi -use trail crossing of Graham Creek would be considered more long term planning than an short term solution to the safety concerns on Mill Street South. 1.3 Points Raised from the Public Information Centre Material In response to the various potential concepts provided for the park and transportation improvements provided, attendees provided their thoughts on the concepts as follows: a. The impact of the Transportation Improvements will have ori the rural environment that currently exists, specifically the trees along the right-of-way. b. The maintenance of the park currently and in the future. c. Install a three way stop at Queen Victoria and Mill Street South. d. Install a three way stop at Mill Street South and Boulton Street. e. Make improvements at right angle turn at Boulton Street and Mill Street South. f. Improve safety of pedestrians on Mill Street South. g. The Municipality should consider buying property on north east corner of Mill Street South and Boulton Street for additional parking and facilities for the park or Information Centre. h. Instead of a three metre trail, some residents suggested that widening the road to accommodate the cyclists/runners. Bond Head Park should be kept as a natural park. Perhaps we could minimize the equipment added and maximize the green space. j. A water play area should be considered for the park. Alm Municipality of Clarington Report EGD -010-15 Paae 6 k. Improve access to the park for residents in immediate area and outside of Bond Head. Concern over snow clearing of sidewalk or multi use trail because of the large frontages. 1.4 Next Steps Based on the input received resulting from the information presented at PIC #1. it would suggest that staff prepare some refined alternatives for both the park, showing some of the themes garnered from the input, and improvements to the transportation network, providing improved safety options for all road users. These refined alternatives should be presented at another public information centre to be scheduled in September, 2015. The safety improvements that staff will be preparing in greater detail will extend what is existing on Mill Street South, just southeast of Graham Creek, which is a 1.5m wide sidewalk along the west side of the road and widening of the road to accommodate cyclists. Additional items that will be reviewed are improved street lighting for the area and localized improvements to better connect pedestrians to sidewalks. 2. Concurrence Not Applicable. 3. Conclusion The November 19, 2014 Public Information Centre was held to provide options and obtain input from Bond Head residents on proposed improvements to the local transportation network for people who drive their vehicles, ride their bikes or walk, as well as a future expansion of Bond Head Waterfront Park. Those improvements are intended to benefit residents of Bond Head and the broader community. The feedback received at the November 19th, Public Information Centre will be used to refine the options for proposed improvements to the local transportation network and the expansion of Bond Head Waterfront Park, The Engineering Services Department recommends that a future Public Information Centre be held to display revised options and obtain input from Clarington residents in Bond Head and beyond. A report to Council would then be prepared to recommend improvements to Bond Head Waterfront Park and the local transportation network. Municipality of Clarington Report EGD -010-15 Paae 7 4. Strategic Plan Application The recommendations contained in this report conform to the 2010 Strategic Plan. Submitted by: ( Reviewed by:c� ` Anthony Cannella Franklin Wu, Director of Engineering Services Chief Administrative Officer ASC/ra/jb Staff Contact: Ron Albright, 905-623-3379, ext. 2305, ralbright@clarington.net Attachments: Attachment 1 — Bond Head Park Concept Attachment 2 — Bond Head Park Parking Concepts Attachment 3 — Bond Head Transportation Improvements List of interested parties to be notified of Council's decision is on file in the Engineering Services Department 9-7 _N• 5CII—ILrOPd yak T t3'[ i4 �' � 114 iCf�t 11C' I Attachment 2 to Report EGD -010-15 OPUM 1 • PAR61LEL PbWNG AIQ# fRMT Ot: PA, -K 47 M CPT}ay 3 • W NNGIEC PARK0rr ALOKtr (ROUT Of PAM( i'NTx.N d •'zO' RIRKlW— ADVO E OMs OF PAM 4N�ERS R.0.W. htcy. k t:i •S ItIN ? - Gi:CYt(:c !dA)i\1: HX t4GIS FCf• •'A'AY (i:11-D:'f' f:i: UJ RM EXTENSION OF EXISTING SIDEWALK AND BIKE LANES (INCLUDED IN ALL OPTIONS). --,, OPTION 1 1.2 x H 7 1 Lu Lu 1 a LL 1 1 1 1 QUEEN VICTORIA STREET 1 1 1 1 METCALF STREET H w Lu s H u w > O Z Q� 5:w Lu Z l7 a O O Z LU (D BOULTON STREET -71 LEGEND OPTION 1 - 3.Om MULTI USE PATH ON WEST SIDE OF MILL STREET SOUTH. OPTION 2 - 3.Om MULTI USE PATH ON EAST SIDE OF MILL STREET SOUTH. OPTION 3 -COMBINED 3.Om MULTI USE PATH AND SHARED ROAD ON METCALF STREET AND GEORGE MANVERS STREET. EXTENSION OF EXISTING SIDEWALK AND BIKE LANES (INCLUDED IN ALL OPTIONS). ciffingon TRANSPORTATION IMPROVEMENTS MILL STREET SOUTH SCALE: DRAWING No. 1:5000 SK1 I 1 ' 1� 1 1 1 w xl ~1 � OI_ N WI w > �1 a OPTION 1 1.2 x H 7 1 Lu Lu 1 a LL 1 1 1 1 QUEEN VICTORIA STREET 1 1 1 1 METCALF STREET H w Lu s H u w > O Z Q� 5:w Lu Z l7 a O O Z LU (D BOULTON STREET -71 LEGEND OPTION 1 - 3.Om MULTI USE PATH ON WEST SIDE OF MILL STREET SOUTH. OPTION 2 - 3.Om MULTI USE PATH ON EAST SIDE OF MILL STREET SOUTH. OPTION 3 -COMBINED 3.Om MULTI USE PATH AND SHARED ROAD ON METCALF STREET AND GEORGE MANVERS STREET. EXTENSION OF EXISTING SIDEWALK AND BIKE LANES (INCLUDED IN ALL OPTIONS). ciffingon TRANSPORTATION IMPROVEMENTS MILL STREET SOUTH SCALE: DRAWING No. 1:5000 SK1 r -W 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: May 25, 2015 Report Number: EGD -011-15 Resolution Number: File Number: By-law Number: Report Subject: Policy for Entrances Recommendations: 1. That Report EGD -011-15 be received; and 2. That Committee recommend to Council that the Policy for Entrances (Attachment 1) be approved. 3. That the amendment to By-law 2006-105 (being a by-law to regulate the construction of driveway entrances upon highways under the jurisdiction of the Municipality of Clarington- Attachment 2) be approved as outlined in Attachment 3 to Report EGD -011-15 to include a requirement for property owners to obtain an entrance permit prior to the Municipality issuing a Site Alteration Permit or prior to the Conservation Authority issuing a Permit under Ont. Reg. 168/06 and to include an updated cost recovery fee schedule. 9-11 Municipality of Clarington EGD -011-15 Page 2 1. Background 1.1.. Since 1981, the Municipality has operated under a municipal By-law with respect to regulating the construction of entrances from private properties onto highways under the jurisdiction of Clarington. The By-law has been updated over the years: most recently in 2006. The By-law is required in order to ensure that entrances are installed to municipal standards in appropriate locations to, provide for safe and efficient road operation. The By-law establishes the requirements for a permit for granting access to municipal roads. In order to assist individuals, builders, developers, commercial and industrial property owners and anyone who wishes to apply for an entrance permit, staff have prepared a Policy for Entrances document. 2. Policy for Entrances 2.1 The policy outlines guidelines to be used and design criteria to be applied. The Policy for Entrances contains definitions, standards, procedure for applying for a permit, number of entrances allowed, specifications and costs. The policy is not significantly different from the one that has been followed since 1981, but it now ties into commonly used and widely accepted Canadian standards as well as the Engineering Services Department's Design Guidelines. 2.2 Property owners shall apply for an entrance when: • Theuse of the entrance changes from temporary to permanent • A new building is to be constructed on vacant land • An entrance is desired to vacant property where no entrance exists • An existing land use changes to another land use • A Site Alteration Permit has been issued by the Municipality or a Permit under Ont. Reg. 168/06 has been issued by the Conservation Authority • A temporary access is required 3. Cost Recovery 3.1 Schedule 'A' of By-law No. 2006-105 needs to be updated in order for the Municipality's Operations Department to fully recover the actual cost of providing both rural and urban entrances. 3.2 The following changes are proposed: NEW Currently, Proposed Inspection Fee $75.00 $75.00 400mm x 7m culvert $1800.00 $1900.00 450mm x 7m culvert $1900.00 $2150.00 600mm x 7m culvert $2000.00 $2300.00 Curb Cut $30.00/m $30.00/m These proposed fees are for cost recovery for the culvert, granular material, lead hand, flag persons, 'h ton trucks, gradall and operators, tandem trucks and operators and administration. NEW Municipality of Clarington EGD -011-15 Page 3 4. Concurrence The policy has been reviewed by Engineering Services Department staff, Operations Department staff and the Municipal Solicitor. It is staff's view that this policy will provide an appropriate guideline for granting access to municipal roads. 5. Conclusion Staff respectively request that Committee recommend that Council approve the Policy for Entrances to be followed in conjunction with By-law 2006-105 to regulate construction of accesses onto highways under the jurisdiction of the Municipality of Clarington and that Council approved the proposed amendment to By-law 2006-105, 6. Strategic Plan Application Not applicable. Submitted by: Reviewed.by: i A.S. Cannella, C.E.T. Franklin Wu, Director of Engineering Services Chief Administrative Officer Staff Contact: Leslie Benson, Manager, Development Engineering & Traffic, 905-623-3379 ext. 2304 or Ibenson@clarington.net Attachments: Attachment 1 - Policy for Entrances Attachment 2 - By-law 2006-105 Attachment 3 - By-law 2015- to amend By-law 2006-105 The following is a list of the interested parties to be notified of Council's decision: Not applicable ASC/LJB/dv 9-13 9-14 Municipality of Clarington Attachment 1 to EGD -011-15 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON POLICY FOR ENTRANCES 1.0 GENERAL The Municipal Road System provides a vital network of urban and rural roads which have been designed and maintained to accommodate increasing traffic volumes throughout the area. Access control is of principal importance in ensuring that these roads will continue to operate safely and efficiently and have a high traffic movement capability in future years. The desire of an abutting property owner to have access to his land and the need to provide relative safety and freedom of movement on the adjacent highway frequently creates situations in which the right of the owner and the needs of the general public may be seen to be incompatible. In these cases, safety and the efficient use of the highway should be the governing criteria in resolving any differences. The primary purpose of this policy is to establish the guidelines to be used in granting access and the design criteria to be applied to entrances providing access to a Municipal Road. 2.0 DEFINITION 2.1 In this policy, "applicant" means the person applying for the Entrance Permit. "Corporation" means the Corporation of the Municipality of Clarington. "Director" means the Director of Engineering Services or a designate. "entrance" means any private road, laneway, driveway, entrance, gate or other structure or facility constructed as a means of access to a municipal road. "high volume entrance" means an entrance providing access to and/or egress from: a) an office, retail or institutional building; b) an apartment building containing more than five (5) dwelling units; c) an employee or other parking lot; d) an industrial facility, warehouse or trucking operation; Municipality of Clarington Attachment 1 to EGD -011-15 e) a community or regional shopping centre; or f) a recreational complex, park, community centre, sports field or other facility or area open to the public sector. "low volume entrance" means an entrance providing access to and/or egress from: a) a single family residence; b) an apartment building containing not more than five (5) dwelling units; or c) a farm or a field forming part of a farm and used exclusively for the passage of agricultural equipment, animals and crops, or other agriculture -related area. "seasonal use" means access to a property or dwelling by way of a road or right-of- way on which maintenance is performed annually, or as scheduled by the Corporation to yield minimum standard. "TAC" means Transportation Association of Canada. 3.0 STANDARD 3.1 Where there are two possible means of access to one individual property, the Municipality will reserve the right to designate and approve the most advantageous access in keeping with the Corporation's requirements. Only the frontage of one road will be considered when determining number of entrances allowable. 3.2 Where a corner property abuts two roads of different classifications, the access will be granted, subject to all other criteria being met, to the lower classification road. 3.3 All entrances and curb cuts shall be constructed by the Corporation's Engineering Services Department or its contractor unless otherwise authorized by the Director. 3.4 Entrances shall be located so as not to interfere with any municipal or utility services such as utility poles, catch basins, valves or hydrants. 3.5 Notwithstanding 3.3, in cases where there exists a formal development agreement with the Corporation in respect of which there is a performance guarantee or bond, and appropriate liability insurance is in effect for the duration of the construction up to approval or acceptance of the development by the Corporation, entrances may be constructed by a competent professional contractor approved by the Director. 9_15 Municipality of Clarington Attachment 1 to EGD -011-15 3.6 If 3.5 is applicable, the Director shall specify the conditions of entrance construction, including material requirement, in accordance with acceptable standards and criteria, and all installations under these conditions shall be subject to final inspection and approval upon completion. If the construction does not meet the requirements or standards specified by the Director, the Director shall notify the developer of any deficiencies and the works shall be corrected or modified at the expense of the developer within a period of time, established by the Director. Failure on the part of the developer to comply with the requirements shall give the Corporation the authority to rectify the situation and apply all costs incurred against the sureties held. 3.7 Where a high volume entrance will enter onto a municipal road, the Director may require, as a condition of access, road upgrades which may include but not be limited to pavement improvements, turn lanes, signage and median barriers. 3.8 All entrances, installations and works on the municipal right-of-way shall, upon completion and/or approval, become and remain the property of the Corporation. 3.9 Notwithstanding the fact that an entrance has been installed in accordance with this Policy, the Corporation may subsequently, at its discretion, alter such entrance to accommodate municipal road or roadside works, services, maintenance or improvements. In such instances, it shall be the responsibility of the Corporation to restore and reinstate the affected entrance(s) to a condition consistent with that which exists prior to the improvement works, and in accordance with municipal standards. 3.10 Barrier and/or mountable curbs providing access to a property shall be considered part of an entrance and shall be constructed in accordance with the provisions of this Policy. 3.11 Where culvert lengths are greater than twelve (12) metres, the applicant maybe required to have a manhole installed at 100% their cost, as a condition of approval of the entrance. 4.0 PROCEDURE 4.1 An Application for Property Access must be completed, and a non-refundable inspection fee paid at the time of filing for each individual entrance. 9-16 Municipality of Clarington Attachment 1 to EGD -011-15 4.2 The Corporation's Engineering Services and Operations Departments will inspect the site of the proposed entrance(s), specify the material requirements necessary to provide access in accordance with prevailing standards and criteria and provide an estimate of cost for installation of the entrance. 4.3 a) The Engineering Services Department shall advise the applicant of the requirements established in part 4.2 and the applicant shall, prior to issuance of the approved Application for Property Access or commencement of work, pay all costs associated with the entrance(s). b) Should an applicant require only confirmation that access would be approved, and/or available, at some future date, the inspection fee shall be paid, but the Application for Property Access shall be stamped accordingly, and such location approval shall be valid for six (6) months only from the date of site inspection. If the applicant does not complete the procedure for the installation of access within that period, then the first application shall become invalid and a new application must be made as if there had no former reference to the site in question. 4.4 The applicant is responsible for staking the location of the requested entrance. Final location is subject to inspection approval and conformity to all applicable municipal policies and standards. 4.5 A property owner or agent must obtain an approved Application for Property Access and Road Occupancy Permit before altering, occupying or undertaking works of any nature within the limits of a municipal right-of-way, and it shall be at the discretion of the Director as to whether approval is granted, under the terms and conditions of this and any other applicable municipal policy and/or by -Law. 4.6 Prior to the issuance of a Building Permit, an approved Application for Property Access must be obtained unless an existing entrance has previously been approved by the Municipality for the same land use. 4.7 An entrance constructed or altered in any way, without approval or contrary to the conditions under which it was approved, may be removed by the Corporation and the cost of removal will be assessed against the property owner and such costs shall be added to the tax role in accordance with Section 446 of the Municipal Act, 2001. 9-17 Municipality of Clarington Attachment 1 to EGD -011-15 4.8 Where an application has been approved for a temporary entrance, the cost of installing and removing the temporary entrance and/or restoring the right-of-way to its original condition will be assessed and must be paid to the Corporation prior to the issuance of the permit. 4.9 The extent of permit approval for a temporary entrance shall not exceed a period of six (6) months from original date of approval. 4.10 No access or entrance will be permitted: a) onto an unmaintained or unopened road allowance or any right-of-way contrary to zoning by-law, b) onto a road allowance which receives summer maintenance only, unless the access is for bona fide agricultural use. c) onto a road allowance which is closed by By-law. d) onto a road for which the proposed connection and resulting traffic may impact the Municipal road in an operational or structural manner. 5.0 NUMBER OF ENTRANCES 5.1 Low volume entrances shall be limited to the following number per property: a) up to the first 18m of frontage: one two-way. b) from 18m to 30m of frontage: one two-way or two one-way on local roads. c) greater than 30m of frontage: two two-way on local roads. d) greater than 18m frontage: TAC recommendations for collector and arterial roads. 5.2 High volume entrances shall generally be limited to the following number for each property: a) up to the first 300m of frontage: not more than two. b) for each additional 150 m of frontage: not more than one. 5.3 Approval for additional entrances will be considered by the Director only when sufficient evidence of necessity is provided by the applicant. Municipality of Clarington Attachment 1 to EGD -011-15 6.0 SPECIFICATIONS 6.1 Basic Entrance'Dimens ions and Structure: Basic widths, curb spacing, radii and structure of entrances for various land uses in urban and rural areas must be constructed in accordance with the Corporation's Engineering Design Guidelines and the TAC Design Standards for Canadian Roads Manual. The design values may be adjusted at the sole discretion of the Director. 6.2 Siaht Distance: Adequate sight distance must be provided for both movements out of an entrance and into an entrance with a minimum of hazard and disruption to traffic. Sight distances required to maintain the safe operation of an entrance are specified in the TAC Design Standards for Canadian Roads and are a function of operating speed. The operating speed on each approach is assumed to be the posted speed limit plus 10 km/h r. 6.3 Minimum Corner Clearances, Driveway Spacing and Driveway Grades: Guidelines contained in the Corporation's Engineering Design Guidelines and the TAC Design Standards for Canadian Roads Manual shall apply with respect to minimum corner clearances from driveways to intersections and with respect to driveway spacing and with respect to driveway grades. Applicants will always be encouraged to construct the driveway perpendicular to the road. 7.0 COSTS 7.1 At the time of Application for Property Access the applicant* shall pay to the Corporation an inspection fee, which shall be non-refundable. 7.2 Costs payable to the Corporation in respect of entrance installation, relocation or alteration, of any type, shall be inclusive of inspection fee, labour, equipment and materials required. 7.3 Unless otherwise specified by the Director, all costs must be paid to the Corporation prior to, 9-19 Municipality of Clarington a) approval of an Application for Property Access, and b) commencement of any work to be done. Attachment 1 to EGD -011-15 7.4 When work is to be done on an `actual cost' basis, this will be the cost of inspection fee, labour, equipment and materials, to the total of which shall be added an administration fee of thirty five percent (35%). 7.5 Costs associated with the cost recovery of the installation of entrances are set by the Operations Department and are stipulated in Schedule 'A' of By-law 2006-105. 9-20 THE 0611PORiATION OF THE MUNICIPALITY OF CLARINGTON BYLAW 2606'.- 06 Being a by-law law to regulatelhe construction of driveway entrances upon pon the highways under the jurlsdictipq- of the Municipality of CitirIngt6n. WHEREAS, pursuant to the provjslonoof paragraph (1) of Section 21 of The Municipal Act; R.S.Oj 2001, Chapter 26 2002 Chaptee, by-laws may be passed - by the Council of every Municipality* In respect of -a highway* under Its jurisdiction. AND. WHEREAS Section 35 of the Municipal Act;; as amended, provides that'by- laws may.be. passad g.rbrr'ov*ln­ s or restricting fh(i common law, right of passage the public over a. highway and. the common e a * . law right of to th'i highway by an owner of land abuftirig d highway.: z NOW THEREFORE the Council of the Corporation of the Municipality of Olarington hereby enacts as follows: I DEFINITIONS in the By -Law ".'Appilcant" means the person applying for the entrance permit: • "Director" M60 -ho, the Director of Engineering Services of the lly! - unicipality bf-CladrI6.ft of his designated "Entrance" mean6 any private road, gate, driveway, culvert driveway,** entranceway '6r other structure or facility constructed as a mean4. of access to a niu-41010al road,. "BouleVarde meansany- part- of the highway which Is riot Intended (or use: of'vehides between;.the curb or outside edge, of the shoulder.and the. street - line, lnoluslve: of the'ared covered by grass, ditch, sidewalk.or footpath, ufteeft(ne4 means the line, dividing q lot and the road alldwance. ."HIghwaV! shall have the same meaning 69 that found In the Highway Traffic Act and shall Include any unopened road allowance under the jurisdiction of the Munfolpality*of Clarington. "Structurd" n!eAns anything constructed or erected, the use of which required *location on the ground'or attached to something having Wailon on the ground and used for the 'shelter or accommodation of persons, animals - Or goods. Attachment 2 to EGD -011-15 9-21 Attachment 2 to EGD -011-15 2. REQUIREMENT -FORA PERMIT a} Ail persons requiring. an entrance to their property from a municipal highway are requlred to obtain 'a permit from the Municipailty of Clarington and no person..shall construct, alter, change the use of, relocate or use any entrance as a means of access to a .municipal highway except in accordance with the conditions of the Entrance Permit issued by the Director. b) In determining Where on entrance permit shall be granted, the Director shall consider the Coca,#ion; width and proposed use. of the entrance to be constructed or used. as a means of access to: a municipal highway and shall have regard to the sight distance along the road, proximity of intersections, other driveways,, the locatton of trees, public utility services and the: Jeopardy of public. safety and accordance with the entrance policy of the municipality, as adopted by Council from time to time. c) An entrance permit shall be applied for one or more of the following, and prior to a building permit being issued 1) Change of a temporary entrance to a permanent entrance. ii)Creation of a structure on a vacant land. ill) Entrance to vacant land where no entrance exists. iv) Change from any:existing use to any other use. d) • All costs: pertaining to theentrance to be used as a means to.. a municipal highway; including, where applicable; the installation of cUlyerts; catch., - sins, the .replacement of concrete curbs and gutters;; relocation of utilities, tree removal .and other associated works. shall be paid by tile, Applicant. e) All works undertaken within a municipal= highway, shall be carried out by the .Municipality of Clarington Operations Pepartment:. Notwithstanding the foregoing,. the Director :may authorize and approve the installation of on entranceway by an approved cantractor, provided that an entrance permit: has been obtained from the Municipality and that a fee in respect of Inspection and administration services has been paid,, in accordance -with Schedule NA" of this. By -Law, A sum of moneybeing the cost of constructing the means;of access within .a municipal highway shall be paid by the Applicant, as per Schedule W of this By -Law: In cases where: mote than the usual amount of illi andlor granular material (fifteen cubic metres {tbm3)) ls. required, the Applicant shall remit to the Municipality of Clarington an amount as: determined by' the,. Director to cover the. ccstoftheadditlohai.materials andworks lnvolVed. g) No person shall the br cov$r. a boulevard, except in accordance with the conditions of an ent.ranca permit: h) No person shall apply an: asphalt or mncrete.surface to. any portion of the entrance sltuate on a municipal road allowance until a. permit has"been issued by the Director. Attachment 2 to EGD -011-15 I Non-Comollance-With the Bv-LaW a) After the effective date of this By -Law, The owner of the property shall, Within fourlbbtf.days-of receipt of notice In— writing to do so, apply to the Mu*lpality'of Olatingtop for 0 permit to have a proper entrance. Installed. b) If the owner obiots. or 'refuses to comply with, the riptIO given, pursuant to. Section (a) herein, the Municipality may remove the obstruction and. install 4 proper entrance and any expense Incurred by the Munl*lpal.lty sti do rig.shall be paid by the owner. 0) Tfid,M unfolplity May. give. notice to the owner of any land requiringN. m to q . lose Up and/bOomovo:Any private road, entrance, structure or facility, constructed or used: as a means. of access to a highway ` In, cont(aVenlich of this By -Law, d) Every notice given under Section (9). shall be In writing and shall be served personally Or by registered 'mail and,. In the case of wV166 by registered mail; the owner shall be deemed to have received, and the notice on the fifth day following the mailing. thereof. e) Whore the person to whom notice is given Under Sbctlbn (b) falls to comply with the notice w ithl tI­ (10)- days after Its receipt, the . a ten Dire,otor may Ol.rPot any,., officer, .0hip1byee or agent- of the Municipality to do, or cause to be done,. whatever may be: necessary to- close up and/or: remove the private road, entrance, structure or facility, as required by the, notice, Notwithstanding, Section (6), If, in the opinion of the- Difect6r, gi safety hazard to,the public exists 60 a- result of the 'rio'n"compi . lance,. the Director may direct any officer, employee of agent of the Municipality. to do whatever maybenecessary, to eliminate the hazard'forthwith. g) Every person who falls to comply with Ith a notice given under Section t (C)�, 16 guilty: of 'at! 6ffen, do and upon' conviction Is ifabI6 to a fine as proscribed in the Ppoviholal Offedpos AOL 4. Maintenance The Munlolpallty shall maintain and replace from, time, to. time, as required, all culverts Installed. puf6uiant t . o his By -Law;, all maintenance and/or repair of: .the d.dvqWay shall, be the 1-1 P. '';, responsibility of: the owner of the land for which. the entranceway provides access. By: Law 81=3 of the Munlclpalllty'jslereby repeal ed. This By-law shall come Into on tha date,* of passing, hereof. BY-LAW road afIrst:0nd second time thls.45th day of May, 2006. BY-LAW read a third and finally passed this 15th day of; May;: 2.000, John M (ton, Mayor e(KninofGfreefitpeef Deputy Clerk 9-23 Municipality of Clarington Attachment 2 to EGD -011-15 SCHEDULE `A' DRIVEWAY ENTRANCE TYPE PAYABLE TO THE MUNICIPALITY OF CLARINGTON INSPECTION FEE $75.00 7m-400 mm pipe $1800.00 7m-450 mm pipe $1900.00 7m-600 mm pipe. $2000.00 Entrance - no culvert . Time and materials + 35% (minimum charge $200.00) Entrance - extension Time and materials + 35% (minimum charge $200.00) Entrance - relocation Time and materials + 35% (minimum charge $200.00) Entrance:- temporary Time and materials + 35% (minimum charge $200.00) Curb cut $30.00/m (minimum charge $125.00 per cut) Notes: All "Time and materials + 35%" works will be estimated by the Director of Operations or his designated representative. The estimated sum must be paid to the Municipality prior to the approval of the Application for Property Access and or the commencement of works. Effective July 8, 2013 9-24 Municipality of Clarington Attachment 3 to EGD -011-15 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NO. 2015 - Being a By-law to amend By-law 2006-105 to regulate the construction of driveway entrances upon the highways under the jurisdiction of the Municipality of Clarington WHEREAS the Council of the Corporation of the Municipality of Clarington has approved the recommendations contained in Report EGD -011-15 NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of Clarington enacts as follows: 1. THAT By-law 2006-105 be amended by deleting Sect. 2 (c) in its entirety and replacing it with: "2 (c) An entrance permit shall be applied for one or more of the following (prior to a building permit being,issued if applicable): i) Change of a temporary entrance to a permanent entrance. ii) Creation of a structure on a vacant land. iii) Entrance to a vacant land where no entrance exists, iv) Change from any existing use to any other land use. v) Use of an existing entrance to access lands which are the subject of a Site Alteration Permit or a permit issued by the Conservation Authority under Ont. Reg. 168/06. vi) Installation of a temporary access. 2. THAT By-law 2006-105 be amended by adding the following to Sect. 2 (d): The Director may require a road damage deposit to be determined by the Director and to be paid by the applicant. The refund of the road damage deposit will be made at the sole discretion of the Director. 3. THAT By-law 2006-105 be amended by deleting Schedule "A" and replacing it with Schedule "A" attached hereto. BY-LAW passed this 1St day of June 2015 Adrian Foster, Mayor C. Anne Greentree, Municipal Clerk 9-25 Municipality of Clarington Attachment 3 to EGD -011-15 SCHEDULE `A' DRIVEWAY ENTRANCE TYPE PAYABLE TO THE MUNICIPALITY OF CLARINGTON INSPECTION FEE $75.00 7m-400 mm pipe $2000.00 7m-450 mm pipe $2150.00 7m-600 mm pipe $2300.00 Entrance - no culvert Time and materials + 35% (minimum charge $200.00) Entrance - extension Time and materials + 35% (minimum charge $200.00) Entrance - relocation Time and materials + 35% (minimum charge $200.00) Entrance - temporary Time and materials + 35% (minimum charge $200.00) Curb cut $30.00/m (minimum charge $125.00 per cut) Notes: All "Time and materials + 35%" works will be estimated by the Director of Operations or his designated representative. The estimated sum must be paid to the Municipality prior to the approval of the Application for Property Access and or the commencement of works. Proposed -Report EGD -011-15 Emergency 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: May 25, 2015 Report Number: ESD -002-15 Resolution: File Number: N/A Dy -law Number: Report Subject: Emergency Services Activity Report —1St Quarter of 2015 Recommendations: 1. That Report ESD -002-15 be received for information. Municipality of Clarington Report ESD -002-15 Page 2 Report Overview The Emergency Services Department is responsible for delivering fire suppression and emergency response. This report provides Council with an overview of the Department's suppression and emergency response activities to date in 2015. 1. Fire Suppression and Emergency Response 1.1. Fire Suppression and Emergency Response Core Services Fire suppression services are delivered in both an offensive and defensive mode and include search and rescue operations, forcible entry, ventilation, protecting exposures, salvage and overhaul as appropriate. Emergency pre -hospital care is provided through medical acts such as defibrillation, standard first aid and cardio pulmonary resuscitation. Special rescue services 1ncludes performing extrication using hand tools, air bags and heavy hydraulic tools as required. Full time firefighters are trained in level 1 Basic Rope Rescue Techniques as determined by the Fire Chief. Water/ice rescue services is provided by those firefighters who are competently trained to perform the requested level of service as determined by the Fire Chief (up to level III if so trained). Highly technical and specialized rescue services such as Trench Rescue, Confined Space, HUSAR and Structural Collapse is provided to the Awareness Level. Defensive hazardous material emergency response is conducted to the operations level by the fulltime firefighters and awareness level by the part time firefighters. 1.2. Summary of call volume Civilian iniuries, Firefighter injuries, Fatalities and Dollar loss Call Volume: the sum of all fire and non -fire occurrences responded to and reported to the Ontario Fire Marshal as required by Legislation. Firefighter Injuries: firefighters injured as a result of the incident, while travelling to and from the incident, and in all incident related activities. Civilian Injuries: a person injured as a direct result of a fire/explosion, burns or asphyxia); as a result of a fire/explosion impairment, (pulmonary edema, pneumonia); as a result of an injury that was caused by escaping the fire/explosion, (jumps from third floor, falls down a stairwell); or as a result of destruction caused by the fire/explosion, (wall falls, roof collapse, projectiles hurled). This definition includes a person who is 11-2 Municipality of Clarington Report ESD -002-15 Page 3 known to have attempted suicide by fire or explosion, and a person who is injured as a result of an arson fire, whether the fire was intended to injure the specific person or not. Fatalities: a civilian fire death is defined as a person killed as a direct result of a fire/explosion, (burns or asphyxia); as a result of a fire/explosion impairment, (pulmonary edema, pneumonia); as a result of an injury that was caused by escaping the fire/explosion, (jumps from third floor, falls down a stairwell); or as a result of destruction caused by the fire/explosion, (wall falls, roof collapse, projectiles hurled). This definition includes a person who is known to have committed suicide by fire or explosion, and a person who is killed as a result of an arson fire, whether the set fire was intended to kill the specific person or not. Firefighter fatalities associated with the fire incident. This includes travelling to and from the incident, and in all incident related activities. Chart A illustrates total call volume, Civilian injuries, Firefighter injuries, Fatalities and Dollar loss to date for 2015. Chart A Year — 2015 1 St 2nd 3rd 4th Year .End Call Volume 927 875 -806 865 927 Civilian Injuries 2 0 0 0 2 Firefighter Injuries 1 0 4 0 1 Fatalities 1' 0 0 0 1 Dollar Loss $ 1,290,551 $ $ $ $1,290,551 Chart B illustrates total call volume, Civilian injuries, Firefighter injuries, Fatalities and Dollar loss to date for 2014. Chart B Year — 2014 1 St 2nd 3rd 4th 2014 Call Volume 937 875 -806 865 3483 Civilian Injuries 2 0 0 0 2 Firefighter Injuries 0 0 4 0 4 Fatalities 0 0 0 0 0 Dollar Loss $ 2,225,500 $1,731,500 $1,447,900 $506,900 $5,911,800 11-3 Municipality of Clarington Report ESD -002-15 Page 4 Summary of Calls categorized by Response Type Fire and Explosions: An uncontrolled burning involving structural, vehicle, and open area fires which may or may not have resulted in dollar loss. As well as, any instance or destructive and uncontrolled burning including explosion of combustible solids, liquids or gasses. Overpressure Rupture/Explosion: An explosion or rupture as a result of pressure, no fire. Pre Fire Conditions: Incidents with no fire that involve heat or potential pre fire conditions e.g. pot on stove, cooking - smoke or steam, lightening; fireworks Burning (controlled): Complaint call related to outdoor controlled burning, authorized or unauthorized. Fire Department did not take suppression action. False Fire Call: Alarm activation or fire call that when investigated, is determined to be as a result of equipment failure, malicious/prank, perceived emergency, accidental activation of alarm. by a person. CO (carbon monoxide) False Call: a call where it is determined that the detection equipment malfunctioned or there was.a perceived emergency - no CO leak. Public Hazard Call: Includes a response for spills and leaks of a hazardous product such as natural gas, propane, refrigerant, miscellaneous/unknown, gasoline or fuel, toxic chemical, radio -active material, power lines down or arcing, bomb, explosive removal standby, CO (carbon monoxide) or other public hazard. Rescue Call: a call for a person in danger due to their proximity to the occurrence and who is unable to self -evacuate and is assisted by Fire Department personnel i.e. vehicle accident, building collapse, commercial/industrial accident, home/residential accident, persons trapped in elevator, water rescue or water/ice rescue. Medical/Resuscitator Call: Includes a response to a patient(s) suffering from asphyxia, respiratory condition, convulsions, epileptic, diabetic seizure, electric shock, traumatic shock, heart attack, stroke, drug related, cuts, abrasions, fractures, burns, person fainted, nausea and pre -hospital care such as administering oxygen, CPR, defibrillation, or first aid. Other Response: Assistance to other Fire Departments, calls cancelled on route, non - fire incidents where an illegal grow operation or drug operation was discovered. 11-4 Municipality of Clarington Report ESD -002-15 Page 5 Chart C is a summary of calls to date in 2015 categorized by Response Type Chart C Year — 2015 1 St 2nd 3rd 4th 2014 Property Fires/Explosions 27 62 40 33 27 Burning (controlled) 7 34 37 6 7 CO False calls 40 37 36 45 40 False fire calls 90 67 88 63 90 Medical/resuscitator calls 518 486 379 500 518 Other response 50 51 65 50 50 Overpressure rupture/explosion (no fire) 1 1 0 1 1 Pre fire conditions/no fire 17 17 Public Hazard 42 42 Rescue 135 135 Total 927 927 Chart D is a summary of calls for 2014 categorized by Response Type Chart D Year -72014 1 St 2nd 3rd 4th 2014 Property Fires/Explosions 22 62 40 33 157 Burning (controlled) 5 34 37 6 82 CO False calls 54 37 36 45 172 False fire calls 83 67 88 63 301 Medical/resuscitator calls 502 486 379 500 1,867 Otherresponse 66 51 65 50 232 Overpressure rupture/explosion (no fire) 0 1 0 1 2 11-5 Municipality of Clarington Report ESD -002-15 Page 6 Pre fire conditions/no fire 19 20 14 11 64 .Public Hazard 40 39 40 39 158 Rescue 146 78 107 117 448 Total 937 875 806 865 3483 2. Concurrence Not Applicable 3. Conclusion It is respectfully recommended that this Report be received for information. 4. Strategic Plan Application Not applicable. Submitted by:Reviewed by: Y Gord Weir, Director of Emergency Services Franklin Wu, Chief Administrative Officer Staff Contact: Mark Berney, Deputy Fire Chief, 905-623-3379 ext. 2803 or mberney@clarington.net There are no interested parties to be notified- of Council's decision. GW/mb 11-6 I Community Services If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: May 25, 2015 Report Number: CSD -005-15 Resolution: File Number: By-law Number: Report Subject: June is Recreation and Parks Month 2015 Recommendations: 1. That Report CSD -005-15 be received for information; and 2. That June is proclaimed as Recreation and Parks Month in the Municipality of Clarington. 12-1 Municipality of Clarington Report CSD -005-15 Report Overview Page 2 The Municipality of Clarington is proud to recognize and celebrate June is Recreation and Parks Month by offering low and no cost activities for families and residents to enjoy and get active together. 1. Background Established in 2005, June is Recreation and Parks Month (JRPM) is an annual community mobilization movement that takes place in parks, schools, recreation centres and neighbourhoods across Ontario. JRPM reaches children and families in Ontario through concerted promotion in participating communities. These communities proclaim JRPM and promote events, facilities, trails, parks and programs. JRPM engages hundreds of thousands of children and families in activities that increase physical activity, promote healthy eating and encourage safe play. The goal of Recreation and Parks Month is to increase public awareness of the value and benefits of recreation for individuals, families, neighbourhoods and communities. It is an opportunity to celebrate the success of recreation and parks in contributing to the quality of life in our communities across Ontario. 2. Recreation and Parks Month in Clarington During the month of June, the Community Services Department will be celebrating Recreation and Parks Month, encouraging families to get active together. Since 2015 is Canada's Year of Sport, the theme for June.is Recreation and Parks Month is "Play Everyday!" Play can be formal, organized sports or informal recreation and games. It's just important that we celebrate the benefits of being active each and every day. To encourage greater community participation in local programs and events, the Community Services Department is offering a variety of free or low cost activities in June to celebrate Recreation and Parks Month. Throughout the month of June, staff will be visiting local parks on a Neighbourhood Family Fitness Tour (Attachment 1). The tour will reach out to residents in their neighbourhoods providing fun, interactive activities that are low or no cost and require little or no equipment. The Neighbourhood Family Fitness Tour has been offered in Clarington during June is Recreation and Parks Month over the past few years. Since 2012, Community Services Department staff have visited various parks and offered free 12-2 Municipality of Clarington Report CSD -005-15 Paqe 3 activities for over 400 children and adults. Parents and children participate in activities that encourage families to get active together. Recreation, through physical, social and artistic expression provides opportunities for individuals to improve their health and wellness, socialize and interact with others, learn new skills, have fun and find balance in their lives. In particular, physical activity and stress reduction are two health issues that researchers identify as benefits of local parks and recreation to public health. 3. Benefits of Recreation Participation in physical recreation is essential to building healthy, active individuals from infancy to older adulthood. While unstructured play is important for all ages, it is particularly critical for children in today's society. Over the last few decades, children's lives have become increasingly structured and media oriented, reducing their time in active unstructured play. There is a particular concern for the missed opportunity of outdoor play, which has been shown to increase a child's capacity for creativity, problem -solving and emotional and intellectual development. Through the activities provided by the Community Services Department in celebration of June is Recreation and Parks Month, opportunities are provided for families and individuals to participate in low or no cost activities, learn something new and get active together. 4. Concurrence Not applicable. 5. Conclusion It is respectfully recommended that Council show their support by proclaiming June as Recreation and Parks Month (Attachment 2). 6. Strategic Plan Application Not applicable. 12-3 Municipality of Clarington Report CSD -005-15 Page 4 Submitted by Director of Community Services Reviewed b . Staff Contact: Sharon Meredith, Manager, Recreation Services Attachments: Attachment 1 — Neighbourhood Family Fitness Tour Franklin Wu, Chief Administrative Officer Attachment 2 — June is Recreation and Parks Month Proclamation JPC/sm 12-4 Attachment 1 to CSD -005-15 IMF, j NEIGHBOURHOOD PARKS EAMILY S VIUR' The Municipality Of Claringtnn Community sServices hnut the '�� mint #�i1 �►iVi tour various Cl�in+�tc�n park��tv� � a family month of June to provide fun ways to p� Parks �nnih! in celebration of Jima is Recreation 7.89-0 and gamest for all ages 'A'allbridpct Part~ f�wa st. S. �l'J�va��tl�f'utali>w fruufj uifd'b'-'Ood dark 180 Guildvra d Dr., Bowrrwvjjje FA0sss:ValI Park 132 Rosav, --4 l [) P, CoLif ti4f? Pearcy Farm Park 2fiLti'Jtipw riy=Ave. (Part of Ngvi.;.agt1r 1 (Highland Park 41 , r�L- .,L -s Or,., Gtr MJee OMrTO Park 61 F3°irjLc.. St., Ororso BOVirr-nanvIlb Merrrorlaf Park 120 Liberty st. S.. % . ovule Mori. eJurw i Mon. June 15 Moil. Jur'O 22 Wed. June 2.1 Attachment 2 to CSD -005-15 MUNICIPAL PROCLAMATION June is Recreation and Parks Month WHEREAS, in the Municipality of Clarington, we are fortunate to have a variety of recreation and parks systems providing countless recreational opportunities for residents and visitors from around the world; and WHEREAS, recreation enhances quality of life, balanced living and lifelong learning; helps people live happier and longer; develops skills and positive self image in children and youth; develops creativity; and builds healthy bodies and positive lifestyles; and WHEREAS, recreational participation builds family unity.and social capital; strengthens volunteer and community development; enhances social interaction; creates community pride and vitality; and promotes sensitivity and understanding to cultural diversity; and WHEREAS, parks, open space and trails provide active and passive outdoor recreation opportunities, help maintain clean air and water; and promotes stewardship of the natural environment; and WHEREAS, recreation, therapeutic recreation and leisure education are essential to the rehabilitation of individuals who have become ill or disabled, or disadvantaged, or who have demonstrated anti -social behavior; and WHEREAS, the benefits provided by recreation programs, services and parks, and open space, reduce healthcare and social service costs; serve to boost the economy, economic renewal and sustainability; enhance property values; attract new business; increase tourism; and curb employee absenteeism; and WHEREAS, all levels of government, the voluntary sector and private enterprise throughout the Province participate in the planning, development and operation of recreation and parks program, services and facilities; NOW THEREFORE, be it resolved that Ontario does hereby proclaim that June, which witnesses the greening of Ontario and serves as a significant gateway to family activities, has been designated as Recreation and Parks Month, which will annually recognize and celebrate the benefits derived year round from quality public and private recreation and parks resources at the local, regional and provincial levels. Therefore, the Municipality of Clarington, in recognition of the benefits and values of Recreation and Parks, do hereby designate the month of June as Recreation and Parks Month. 12-6 3 �t �� _ 3 f � _ Clerk's Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: May 25, 2015 Report Number: CLD=012-15 Resolution Number: File Number: COO.GE By-law Number: Report Subject: Standing Committee Structure and Meeting Schedules Recommendations: 1. That Report CLD -012-15 be received; 2. That Option 4, as detailed in Report CLD -012-15, be adopted as the standing Committee Structure and corresponding meeting schedule protocol for the Municipality of Clarington; and 3. That the proposed amendments to the new draft procedural By-law (tabled at the April 27, 2015 Council Meeting) be approved (Attachment 1 to Report CLD -012-15). 13-1 Municipality of Clarington Report CLD -012-15 Page 2 Report Overview Clarington's current single standing Committee Structure and traditional Council / Committee meeting schedule has been in place since 1981. From an administrative, meeting management perspective the current process proves to be very efficient. In response to Council's request, this report explores four viable options for altering the meeting cycle such that Planning items and public meetings are held in, the evening, to facilitate improvements to Clarington's public consultation process, and to optimize staff resources while maintaining timely decisions. 1. Background Clarington currently operates under a single, Committee of the Whole, Standing Committee, being the General Purpose and Administration Committee (GPA). The current meeting cycle is a 2 -week cycle with GPA and Council alternating weeks. This current structure was established in 1981 as a solution to resolve the issues associated with the multiple Standing Committees, including: • administration challenges of producing the volume of agendas; • timing of report writing, review and approval, and • the number of hours staff were spending attending the meetings which took them away from their other responsibilities. In 2009 Council considered Report CLD -012-09, wherein three options were presented in an effort to address the issues of: • difficulties faced by staff and Council for investigation and preparation for meetings under the existing meeting and reporting cycle; and • valuable senior staff resources being tied up attending committee meetings regarding issues not pertaining to their portfolio. By Resolution #GPA -410-09 Council resolved to continue with the existing Committee Structure and traditional 2 -week meeting cycle. On April 27, 2015, Council passed Resolution #C-0147-15 to consider various meeting schedules. While the resolution did not expressly state the parameters for meeting schedule options, when developing the proposed meeting schedule options staff considered comments expressed by Members of Council regarding the challenges faced by the public in attending day meetings and the challenges raised in 2009 which still exist today. This schedule cycle, and any changes to it, affects Council, staff, residents, and stakeholders (most particularly developers and vendors). 13-2 Municipality of Clarington Report CLD -012-15 Page 3 2. Objectives and Implications 2.1 Objectives for and Challenges of Change While no solution is perfect for everyone, in assessing options, the following objectives should be contemplated: Improve public consultation / participation process Optimize staff resources iii. Maintain timely decisions Staff undertook significant research to determine "best practices" throughout Ontario, and concluded that each municipality has adopted a meeting cycle and corresponding standing committee structure which may be similar to others but has been customized to suit their individual needs. While there are a myriad of options, the options detailed below, were modelled somewhat on what another municipalities do, but have been customized to suit Clarington. The following options have been evaluated according to the objectives detailed above and are submitted to Council for consideration because they have been deemed to be viable. Note also that during the evaluation process of viable options, staff determined that, in some cases, the option affects the standing committee structure. Where the standing committee structure would be impacted, the details are discussed below. 2.2 Procedural By-law Implications Each option impacts the new draft procedural By-law. Depending on the option selected, the necessary amendments to standing committee structure and mandates, meeting schedules, and Order of Business will be incorporated. More specifically, any provisions currently provided for which speak to GPA will continue to apply to GPA or will be applied as applicable to any newly proposed standing committee(s). 13-3 Municipality of Clarington Reoort CLD -012-15 2.3 Options 2.3.1 Option 1 — Status Quo Page 4 Details Maintains existing cycle and structure. Meetings are scheduled on a rotating basis. In the event that the regular meeting date falls on a public holiday, there is no meeting scheduled for that week and the schedule bumps to the next week — thus leaving a "gap" week. The proposed schedule maintains Council's tradition of not meeting during the months of July and August or during March Break or between Christmas and New Year's. Depending on how the meeting schedule works out in a given year, there may be 1 meeting held at the beginning of July, Committee Structure 1 Committee being General Purpose and Administration Committee (GPA) Week 1 — Monday, 9:30 AM — GPA Week 2 — Monday, 7:00 PM — Council (repeat) Meeting Cycle 2 week cycle with alternating Mondays between GPA and Council # of Meetings per 18 GPA / 18 Council Year (based on 2015) Objectives & This option requires staff to often sit through very lengthy Challenges agenda items which do not pertain to their scope of Discussion responsibility which does not therefore optimize staff resources. That said, however, this existing structure, from a meeting management perspective, is a finely oiled machine and optimizes staff resources there is only 1 committee agenda, 1 committee report to council and 1 council agenda. This option provides challenges for public consultation / participation as the public meeting and development related matters are debated during the day. As well, they are often required to sit through very lengthy agenda items to wait for Committee to deliberate their matter of interest. This results in the public meetings essentially being carried over to the following week, for those who cannot attend the daytime meeting. Sample Schedule See Attachment 1 13-4 Municipality.of Clarington Report CLD -012-15 Page 5 2.3.2 Option 2— Split Committee Meeting Details Maintains existing cycle and structure but splits GPA meetings into a morning part and an evening part of the same meeting on the same day (ie. the meeting would recess until the appointed evening hour to resume). In the event that the regular meeting date falls on a public holiday, there is no meeting scheduled for that week and the schedule bumps to the next week — thus leaving a "gap" week. The proposed schedule maintains Council's tradition of not meeting during the months of July and August or during March Break or between Christmas and New Year's. Depending on how the meeting schedule works out in a given year, there may be 1 meeting held at the beginning of July. Standing 1 Committee being General Purpose and Administration Committee Committee (GPA) Structure Meeting Cycle 2 week cycle with alternating Mondays between GPA and Council Week 1 — Monday, 9:30 AM — GPA Part I -- all GPA Agenda items (except Public Meetings and Planning Services Week 1 - Monday, 6:30 PM — GPA Part II (Public Meetings and any Planning Services agenda items — including any related delegations Week 2 — Monday, 7:00 PM — Council (repeat) # of Meetings per 18 GPA / 18 Council Year (based on 2015) Objectives & This option meets all three objectives of improving the public Challenges consultation and participation process because the planning Discussion matters are being considered during the evening, it allows for Department Heads to attend only that portion of the meeting which pertains to their portfolio, and it maintains the timely decision making process. This option provides continuity with the existing meeting management process and therefore has very little impact on the publication of 1 committee agenda, 1 report to council and 1 council agenda. This Option could prove to be an extremely long day for Council and staff required to attend both meetings. With Public Meetings and Planning matters being held in the evening, the meeting length could conceivably be longer. With 1.3-5 Municipality of Clarington Report CLD -012-15 Paae 6 2.3.3 Option 3 — Two Standing Committees with Two Week Rotation Details staff working beyond 4:30 PM on a regular basis, there would be associated overtime. While the Clerk's Department would attempt to staff the evening meeting with the existing staff, should it prove to be problematic, there could be additional staffing requirements. Sample Schedule See Attachment 1 2.3.3 Option 3 — Two Standing Committees with Two Week Rotation Details The existing one standing committee (ie. GPA) is split such that there are two standing committees; being General Government (GG) and Planning and Development (PD). This Option maintains the existing two week cycle and incorporates a Tuesday evening meeting. In the event that the regular meeting date falls on a public holiday, there is no meeting scheduled for that week and the schedule bumps to the next week — thus leaving a "gap" week. The proposed schedule maintains Council's tradition of not meeting during the months of July and August or during March Break or between Christmas and New Year's. Depending on how the meeting schedule works out in a given year, there may be 1 meeting held at the beginning of July. Standing 2 Committees being GG and PD Committee Structure GG Mandate: The GG shall make recommendations to Council on levels of service and operational policy and budgetary matters. PD Mandate: the PD shall be mandated with holding public meetings required under the Planning Act, and any other planning and development matter or matter deemed to require public consultation and such other matters as may be referred to the Committee by Council. Meeting Cycle 2 week cycle alternating between Committee week and Council week as follows: Week 1 — Monday, 9:30 AM — GG Week 1 — Tuesday — 6:30 PM — PD Week 2 — Monday — 7:00 PM — Council (repeat) # of Meetings per 18 GG / 18 PD / 18 Council Year (based on 2015) Objectives & This option meets all three objectives of improving the public Challenges consultation and,participation process because the planning Discussion matters are being considered during the evening, it allows for Department Heads and the public to attend only that committee 13-6 Municipality of Clarington Report CLD -012-15 Page 7 2.3.4 Option 4 — Two Standing Committees with Three Week Rotation Details meeting which pertains to them, and it maintains the timely decision making process. This option greatly impacts the meeting management process as there would be 2 committee agendas and 2 reports to Council and 1 Council Agenda every two weeks. The initial analysis indicates a significant overlap of duties which are currently performed by one staff person. Additional staffing resources would be required to perform the additional meeting management activities in order to meet the Council meeting schedule deadlines. Sample Schedule See Attachment 3 2.3.4 Option 4 — Two Standing Committees with Three Week Rotation Details The existing one standing committee (ie. GPA) is split such that there are two standing committees; being General Government (GG) and Planning and Development (PD). The meetings are scheduled on a rotating basis. In the event that the regular meeting date falls on a public holiday, the Council/Committee shall meet at the same hour on the next day not being a public,holiday. One meeting will be scheduled on the first Monday of July (unless it is a public holiday in which case it shall be held at the same hour on the next day not being a public holiday) and no meetings will be scheduled during the month of August or between Christmas and New Year's. Standing Committee 2 Committees being GG and PD Structure GG Mandate: The GG shall make recommendations to Council on levels of service and operational policy and budgetary matters. PD Mandate: the PD shall be mandated with holding public meetings required under the Planning Act, and any other planning and development matter or matter deemed to require public consultation and such other matters as may be referred to the Committee by Council. Meeting Cycle 3 week. cycle with alternating Mondays between GG, PD and Council as follows: Week 1 — Monday, 9:30 AM — GG Week 2 — Monday — 6:30 PM — PD Week 3 — Monday — 7:00 PM — Council (repeat) # of Meetings per 15 GG / 14 PD / 14 Council Year (based on 2015) 13-7 Municipality of Clarington Report CLD -012-15 Page 8 Objectives & This option meets all three objectives of improving the public Challenges consultation and participation process because the planning Discussion matters are being considered during the evening, it allows for Department Heads and the public to attend only that committee meeting which pertains to them, and it maintains the timely decision making process. Although a 3 -week cycle may initially appear to delay decisions, in particular those pertaining to development related matters, the period between the holding of a public meeting and the ratification of the decision regarding the matter remains one week. This option impacts the meeting management process as there would be 2 committee agendas and 2 reports to Council and 1 Council Agenda per every three weeks. The initial analysis indicates a need for an adjustment of duties between the Committee Coordinator and the Administrative Assistant to the Clerk. With the impending shift to e -agendas it is anticipated that this cycle should be able to be accommodated with existing staff from a meeting management perspective. With Public Meetings and Planning matters being held in the evening, there would be staffing costs associated with staff regularly working beyond 4:30 PM. PD meeting length could conceivably be longer with increased public participation. As such, while the Clerk's Department would attempt to staff the evening meeting with the existing staff, should it prove to be problematic, there could be additional staffing requirements. Sample Schedule I See Attachment 3 1 3. Concurrence This report has been reviewed by all Department Heads. 4. Conclusion The existing meeting cycle has been in place since 1981. While many municipalities hold their public meetings and any other matters deemed to require public consultation in the evenings not all do. In fact the Region of Durham Council and Committee meetings are all scheduled during the day. This report has detailed four options which staff believe to be viable in addressing the desire to improve public consultation, maintain timely decisions of Council and optimizing staff resources. However, as stated above, some options create more administrative challenges than others. Should Council wish to shift from the existing meeting cycle to provide for evening meetings for planning and development matters, public meetings required under the Planning Act flglff: Municipality of Clarington Report CLD -012-15 and any other matter deemed to require public consultation, staff recommends Option 4 being a 3 week meeting cycle with corresponding standing committees being. General Government and Planning and Development. Option 4 achieves all of the objective with the least meeting management impact. z(1W�9214) IC�a�1d>Il The recommendations contained in this report conform to the Strategic Plan. Submitted by: . knne`Greentree Municipal Clerk Reviewed by: i ranklin Wu, Chief Administrative Officer Staff Contact: Anne Greentree, Municipal Clerk, 905-623-3379 ext. 2102 or agreentree@clarington.net Attachments: Attachment 1 — Option 1 and 2 Sample Schedule Attachment 2 - Option 3 Sample Schedule Attachment 3 — Option 4 Sample Schedule There are no interested parties to be notified of Council's decision. CAG 13-9 Attachment 1 to Report CLD -012-15 2015 Options 1 & 2 GPA 13-10 Council EHoliclay January February March Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa - 2 3 1 2 3 4 5 6 7 1 2 3 4 5 6 7 4 5 6 7 8 9 10 8 9 10 11 12 13 14 8 9 10 11 12 13 14 11 12 13 14 15 16 17 15 = 17 18, 19 20 21 15 16 17 18 19 20 21 18 19 20 21 22 23 24 22 23 24 25 26 27 28 22 23 24 25 26 27 28 25 26 27 28 29 30 31 29 30 31 April May June Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 1 2= 4 1 2 1 2 3 4, 5 6 7 8 9 10 11 3 4 5' 6 7 8 9 7 8 9 10 11 12 13 12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18' 19 20 19' 20 21 22, 23 24 25 17M 19 20 21 22 23 21 22 23' 24 25 26 27 26 27 28 29 30 24 25 26 27 28 29: 30 28' 29 30 31 July August September Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 2 3 4 1 1 2 3 4 5 5 6 7 8 9. 10 11 2= 4 5, 6 7 8 6= 8 9 10 11 12 12 13 14 15 16 17 18 9 10 11 12 13 14 15 13 14 15 16 17 18 19 19 20 21 22 23 24 25 16 17 18 19 20 21 22 20 21 22 23 24' 25 26 26 27 28 29 30 31 23 24 25 26 27 28 29 27 28 29 30 30 31 October November December Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 1 2 3 1 2 3 4 5 6 7 1 2 3, 4 5 4' 5 6 7 8 9 10 8 9 10 11 12 13 14 6 7 & 9 10' 11 12 11= 13 14 15 16 17 15 16 17 18 19 20 21 13 14 15' 16 17 18 19 18 19 20 21 22 23 24 22 23 24 25, 26 27 28 20 21 22, 23 24 - 25 26 27 28 29 30 31 29 30 27 28' 29 30 31' GPA 13-10 Council EHoliclay 2015 Option 3 Attachment 2 to Report CLD -012-15 EGG DPD Council EHoli.day 13-11 January February March Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 2 3 1 3, 4 5 6 7 1 2 3 4 5 6 7 4- 6 7 8 9 10 8 9 10 11 12 13 14 8- 11 12 13 14 11 12 13 14 15 16 17 15 - 17 18 19 20 21 15 16 17 18 19 20 21 18 - 21 22 23 24 22 -i4 25 26 27 28 22 23 24 25 26 27 28 25 26 -201 27 28 29 30 31 29 April May June Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 1 2- 4 1 2 1 2 3 4 5 6 M 7 8 9 10 11 3=r7-51 6 7 8 9 7&a 9 10 11 12 13 12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18 19 20 19 -r 21.; 22 23 24 25 17 = 19 20 21 22 23 21 M�23 24 25 26 27 26 27 28 29 30 24 26' 27 28 29 30 28 29 30 31 July August September Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa - 2 3 4 1 1 2 3 4 5 5 6 7 8 9 10 11 2 4 5 6 7 8 6 8 9 10 11 12 12 13 14 15 16 17 18 9 10 11 12 13 14 15 13 14 15 16 17 18 19 19 20 21 22 23 24 25 16 17 18 19 20 21 22 20 -_� 23 24 25 26 26 27 28 29 30 31 23 24 25 26 27 28 29 27 28 29 30 30 October November December Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 1 2 3 1 2 3 4 5 6 7 1 2 3 4 5 4 - 6. 7 8 9 10 8 ® 10j 11 12 13' 14 6 -' 8 9 10 11 12 11 - 13 14 15 16 17 15 16 17 18 19 20 21 13 14 15 16 17 18 19 18 19 20 21 22 23 24 22 24 25 26 27 28 20 21 22 23 24 - 25 M-27 28 29 30 31 29 30 27 28 29 30 31 EGG DPD Council EHoli.day 13-11 2015 Option 4 Attachment 3 to Report CLD -012-15 ■ GG EPID 13-12 Council EHoliday January February March Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa - 2 3 1 2i 3 4 5 6 7 1 2 3 4. 5 6 7 4 - 6 7' 8 9 10 8 9 10 11 12 13 14 8 - 10 11 12 13 14 11-1 13 14 15 16 17 15 -- 18 19 20 21 15'7"y 17 18 19 20 21 18 19 20 21 22 23 24 22 2� 24 25 26 27 28 22 23 24 25 26 27 28 25M 27 28 29 30 31 29M 31 April May June Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 1 2= 4 1 2 2 3 4 5 6 71 8 9 10 11 3, 4 5 6 7 8. 9 7 9 10 11 12 13 12' 13 14 15 16 17 18. 10M 12 13 14 15 16 14 15 16 17 18 19 20 19 - 21 22 23 24 25 17 i:jj 20 21 22 23 21 - 23 24 25' 26; 27 26 27, 28 29 30 24' 25 26 27 28: 29' 30 28,1.� 30' 31 July August September Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 2 3 4 1 1 2, 31 4 5 5 6 7 8 9 10 11 2= 4 5 6 7 8 6M- 9 10 11 12 12 13 14 15 16 17 18 9 10 11 12 13 14 15 13,'Q- 15 16 17' 18 19 19 20 21 22 23 24 25 16 17 18 19 20 21 22 20 21 22 23 24 25 26 26 27 28 29 30' 31 23 24 25 26 27 28. 29 27M 29 30 30 31 October November December Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 1 2 3 1 2 3 4 5 6 7 1 2' 3 4 5 4 5j 6 7 8 9 10 8- 10 11 12 13 14 6 -_--711 8 9 10 11 12 11M 13 14 15 16 17 15 6 17 18' 19 20 21 13 14 15 16 17 18 19 18 - —261 20 21 22 23 24 22 23 24 25 26 27 28 20'- 22 23 24 ® - 25 27 28 29 30 31 29 - 27 28 29' 30 31 ■ GG EPID 13-12 Council EHoliday 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: May 25, 2015 Report Number: COD -010-15 Resolution: File Number: CL2015-10 By-law Number: Report Subject: 2015 Surface Asphalt, Various Locations Recommendations: 1. That Report COD -010-15 be received; 2. That Coco Paving Incorporated with a total bid amount of $507,471.22 (net H.S.T. Rebate) being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2015-10 be awarded the contract for 2.015 Surface Asphalt Contract for Various Locations as required by the Municipality of Clarington, Engineering Services Department; 3. That the total funds required in the amount of $523,000.00 (net HST Rebate) including construction cost of $507,471.22 and $15,528.78 contingency be drawn from the following accounts: Pavement Rehabilitation Jane Street Reconstruction Flett Street Reconstruction Green Road Surface Asphalt 110-32-330-83212-7401 $ 164,000.00 110-32-330-83342-7401 $ 93,000.00 110-32-330-83357-7401 $ 48,000.00 110-32-330-83276-7401 $ 218,000.00 4. That all interested parties listed in Report COD -010-15 and any delegations be advised of Council's decision. 14-1 Municipality of Clarington Report COD -010-15 Report Overview Paae 2 To request authorization from Council to award the contract for the 2015 Surface Asphalt for various locations as required by the Municipality of Clarington's Engineering Services Department. 1. Background Tender specifications were provided by Engineering Services Department for 2015 Surface Asphalt for various locations. Tender #CL2015-10 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. Five (5) companies registered as downloading the document. The Tender closed Monday, May 11, 2015. 2. 2015 Surface Asphalt Three (3) submissions 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 by both the Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Coco Paving Inc. be recommended for the award of contract CL2015-10 for the 2015 Surface Asphalt work as required by the Municipality. (See Attachment 2 — Recommendation Memo from Engineering Services Department.) 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 $ 523,000.00 includes the construction costs of $507,471.22 (net H.S.T. Rebate), the total bid from Coco Paving Inc., and project contingency of $15,528.78 (net H.S.T. Rebate). Funding required for this project will be drawn from the following Engineering accounts: Pavement Rehabilitation 110-32-330-83212-7401 $ 164,000.00 Jane Street Reconstruction 110-32-330-83342-7401 $ 93,000.00 Flett Street Reconstruction 110-32-330-83357-7401 $ 48,000.00 14-2 Municipality of Clarington Report COD -010-15 4. Concurrence This report has been reviewed by Tony Canella, Director of Engineering Services, and concurs with the recommendations. 5. Conclusion It is respectfully recommended that Coco Paving Inc. with the lowest compliant bid of $507,471.22 (net H.S.T. rebate) be awarded the contract for the 2015 Surface Asphalt requirements as per Tender CL2015-10. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: rie Marano, H.B. Sc., C.M.O. Director of Corporate Services iK Nancy Taylor, BBA, CPA, CA., Director of Finance/Treasurer Reviewed Franklin Wu, Chief Administrative Officer 3 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 Services Department List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. MM/DF/sm 14-3 Attachment 1 to Municipality of Clarington Report COD -010-15 too! -run, Municipality of Clarington SUMMARY OF BID RESULTS Tender CL2015-10 2015 SURFACE ASPHALT, VARIOUS LOCATIONS Bidder Total Bid including HST) Total Bid (net HST Rebate) Coco Paving Inc. $563,524.44 $ 507,471.22 Brennan Paving & Construction $590,577.21 $ 531,815.06 Ashland Paving Ltd. $612,926.44 $ 551,959.24 14-4 Attachment 2 to Report COD -010-15 MEMO TO: David Ferguson, Purchasing Manager FROM: Ron Albright, Assistant Director, Engineering Services DATE: May 14, 2015 RE: 2015 Surface Asphalt, Various Locations CL2015-10 The Engineering Services Department has reviewed the submissions for CL2015-10 and offers the following comments. The project includes the placement of surface asphalt at Jane St, Flett St, and Green Rd (Baseline Rd to Aspen Springs Dr), which were reconstructed under previous contracts, and now require the final work of placing the surface asphalt. Also included is the rehabilitation of Green Rd (Boswell Dr to Highway 2) which includes removal of the surface asphalt and replacement with new asphalt. The low bidder on this contract was. Coco Paving Inc. Based on past experience with this contractor, we recommend award of the contract to Coco Paving Inc. in the amount of $563,524.45, inclusive of HST, or $507,471.22 net of HST rebate. A total contingency amount of approximately 10% of construction costs is required for this project, based on past experience. The tender includes provisional items that equal approximately 7% of the construction cost, so 3% of construction costs have been carried to bring the contingency to the required 10%. Therefore, including contingencies and net HST costs, the Engineering Department advises of the following project cost breakdown. 14-5 r. 2015 Surface Asphalt, Various Locations, C1-2015-10 2 May 14, 2015 Construction Cost, Based on Low Bid (net of $507,471.22 HST) Contingencies (net of HST) $ 15,528.78 Total Cost $ 523,000.00 Budget Amount Pavement Rehabilitation, 110-32-330-83212-7401 $164,000.00 Jane Street Reconstruction 110-32-330-83342-7401 $93,000.00 Flett Street Reconstruction 110-32-330-83357-7401 $48,000.00 Green Road Surface Asphalt 110-32-330-83276-7401 $218,000.00 Estimated Unexpended Budget $0.00 Additional Funding Required $0.00 * A more detailed breakdown 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 with award of the contract based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. 14-6 Assistant Director, Engineering RA/sb/dv Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services 2015 Surface Asphalt, Various Locations, CL2015-10 3 May 14, 2015 4:20,000 N Ciffft wH CL2015-10 2015 Surface Asphalt, Various Locations 14-7 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: May 25, 2015 Report Number: COD -012-15 Resolution: File Number: CL2015-9 By-law Number: Report Subject: Nash Road Rehabilitation Recommendations: 1. That Report COD -012-15 be received; 2. That Ashland Paving Incorporated with a total bid amount of $1,183,891.32 (net H.S.T. Rebate) being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2015-9 be awarded the contract for Nash Road Rehabilitation and Green Road Culvert Replacement as required by the Municipality of Clarington, Engineering Services Department; 3. That the funds required in the amount of $1,219,000.00 (net HST Rebate) including construction cost of $1,183,891.32 and $35,108.68 contingency be drawn from the following accounts: Pavement Rehabilitation 110-32-330-83212-7401 $ 954,000.00 Development Charges 110-32-330-83212-7401 $ 265,000.00 4. That all interested parties listed in Report COD -012-15 and any delegations be advised of Council's decision. 14-8 Municipality of Clarington Report COD -012-15 Report Overview Page 2 To request authorization from Council to award the contract for the Nash Road Rehabilitation and Green Road Culvert Replacement as required by the Municipality of Clarington's Engineering Services Department. 1. Background Tender specifications were provided by Engineering Services Department for Nash Road Rehabilitation and Green Road Culvert Replacement. Tender #CL2015-9 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 in the Daily Commercial News. Twelve (12) companies registered as downloading the document. The Tender closed Friday, May 9, 2015. 2.. Nash Road Rehabilitation and Green Road Culvert Replacement Four (4) submissions 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 Services Department and Purchasing Services Division mutually agreed that the low bidder, Ashland Paving Ltd. be recommended for the award of contract CL2015-9 for the Nash Road Rehabilitation and Green Road Culvert Replacement work as required by the Municipality. (See Attachment 2 — Recommendation Memo from Engineering Services Department.) Ashland Paving Ltd. has completed several projects for the Municipality of Clarington in the past. 3. Financial and Budget Considerations The total project cost of $1,219,000.00 (net HST Rebate) includes the construction costs of $1,183,891.32 (net H.S.T. Rebate), the total bid from Ashland Paving Ltd., and project contingency of $35,108.68 (net H.S.T. Rebate). Funding required for this project will be drawn from the following Engineering accounts: Pavement Rehabilitation 110-32-330-83212-7401 $ 954,000.00 Development Charges 110-32-330-83212-7401 $ 265,000.00 14-9 Municipality of Clarington Report COD -012-15 Page 3 4. Concurrence This report has been reviewed by Tony Canella, Director of Engineering Services Department, and concurs with the recommendations. 5. Conclusion It is respectfully recommended that Ashland Paving Ltd. with the lowest compliant bid of $1,183,891.32 (net H.S.T. rebate) be awarded the contract for the Nash Road and Green Road Culvert Replacement as per specifications and requirements noted within Tender CL2015-9. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: rie Marano, H.B. Sc., C.M.O. Director of Corporate Services Na cy Taylor, BBA, CPA, CA., Director of Finance/Treasurer Reviewed 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 — Recommendation 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 14-10 Attachment 1 to Municipality of Clarington Report COD -012-15 Municipality of Clarington SUMMARY OF BID RESULTS Tender CL2015-9 NASH ROAD REHABILITATION AND GREEN ROAD CULVERT REPLACEMENT Bidder Total Bid (including H.S.T) Total Bid (Net H.S.T Rebate) Ashland Paving Ltd. $1,314,659.19 $1,183,891.32 Blackstone Paving $1,477,387.54 $1,330,433.24 Brennan Paving & Construction $1,561,166.40 $1,405,877.80 Coco Paving Inc. $1,766,813.76 $1,591,070.52 14-11 Attachment ,2 to Report COD -012-15 MEMO TO: David Ferguson, Purchasing Manager FROM: Ron Albright, Assistant Director, Engineering Services DATE: May 15, 2015 RE: Nash Road Rehabilitation and Green Road Culvert Replacement CL2015-9 The Engineering Services Department has reviewed the submissions for CL2015-9 and offers the following comments. The project includes the rehabilitation of Nash Road between Maple Grove Road and Regional Road 57, and the replacement of a cross culvert on Green Road south of Nash Road. The scope of work on Nash Road includes pulverizing the existing asphalt, adding granular material and paving with hot mix asphalt. Cycling facilities will be included in accordance with the Regional Cycling Plan and the on-going Clarington Transportation Master Plan. There' was an extension error -in the low bid from Ashland Paving Ltd. The total tender amount did not equal the sub -total plus the HST. The error has been corrected and does not affect the bid order: Based on past experience with this contractor, we recommend award of the contract to Ashland Paving Ltd. in the amount of $1,314,659.19, inclusive of HST, or $1,183,891.32 net of HST rebate. It should be noted that part of this project includes works to allow for full cycling lanes on Nash Road between Maple Grove Road and Green Road. This work was identified in the 2015 Development Charge update (Project ID #63) after the 2015 budget was completed. The added funding for the cycling work shall be provided from the development charges reserve without impact to the tax levy. A total contingency amount of approximately 8% of construction costs is required for this project, based on past experience. The tender includes provisional items that equal approximately 5% of the construction cost, so 3% of construction costs have been carried to bring the contingency to the required 8%. Therefore, including contingencies 14-12 Nash Road Rehabilitation and Green Road Culvert Replacement, CL2015-9 2 May 15, 2015 and net HST costs, the Engineering Department advises of the following project cost breakdown. Construction Cost, Based on Low Bid (net of $1,183,891.32 HST Contingencies (net of HST) $ 35,108.68 Total Cost $ 1,219,000.00 Budget Amount Pavement Rehabilitation, 110-32-330-83212-7401 $954,000.00 Development Charges, Account No. 110-32-330-83212-7401 $265,000.00 Estimated Unexpended Budget $0.00 Additional Funding Required $0.00 * A more detailed breakdown 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 with award of the contract based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. Regards, on Albright, P. Eng. Assistant Director, Engineering Services RA/sb/jb Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services 14-13 Nash Road Rehabilitation and Green Road Culvert Replacement, CL2015-9 . 3 May 15, 2015 r�� 1:10,000 / V CIff*MaCL2015-9 Nash Rd Rehabilitation and Green Rd Culvert Replacement �I 14-14 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: May 25, 2015 Report Number: COD -011-15 Resolution: File Number: CL2015-5 By-law Number: Report Subject: Quarry Bridge Rehabilitation Recommendations: 1. That Report COD -011-15 be received; 2. That All Services Inc. with a total bid amount of $851,278.37 (net H.S.T. Rebate) being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2015-5 be awarded the contract for Quarry Bridge Rehabilitation as required by the Municipality of Clarington, Engineering Services Department; 3. That the total funds required in the amount of $919,000.00 (net HST Rebate) including construction cost of $851,278.37 (net HST Rebate) and $67,721.63 (net HST Rebate) contingency be drawn from the following accounts: Structures Rehabilitation 110-32-330-83275-7401 $ 875,000.00 Roadside Protection 110-32-330-83338-7401 $ 44,000.00 4. That all interested parties listed in Report COD -012-15 and any delegations be advised of Council's decision. 14-15 Municipality of Clarington Report COD -011-15 Page 2 Report Overview To request authorization from Council to award the contract for the Quarry Bridge Rehabilitation as required by the Municipality of Clarington's Engineering Services Department. 1. Background Tender specifications were provided by Engineering Services Department for Quarry Bridge Rehabilitation. Tender #CL2015-5 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. Seventeen (17) companies registered as downloading the document. The Tender closed Wednesday, May 13, 2015. 2. Quarry Bridge Rehabilitation Four (4) submissions 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 by both the Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, All Services Inc. be recommended for the award of contract CL2015-5 for the Quarry Bridge Rehabilitation. (See Attachment 2). All Services Inc. has completed several projects for the Municipality of Clarington in the past. 3. Financial and Budget Considerations The total project cost is $919,000.00 (net HST Rebate). The amount includes the construction cost of $851,278.37 (net HST Rebate) as well as $67,721.63 (net HST Rebate) contingency. Funding required for this project will be drawn from the following Engineering accounts: Structures Rehabilitation Roadside Protection 4. Concurrence 14-16 110-32-330-83275-7401 $ 875,000.00 110-32-330-83338-7401 $ 44,000.00 This report has been reviewed by Tony Canella, Director of Engineering Services, and concurs with the recommendations. Municipality of Clarington Report COD -011-15 5. Conclusion Page 3 It is respectfully recommended that All Services Inc. with the lowest compliant bid of $851,278.37 (net HST Rebate) be awarded the contract for the Quarry Bridge Rehabilitation requirements as per Tender CL2015-5. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: ZAIiXL;V-�� ie Marano, H.B. Sc., C.M.O. Director of Corporate Services lit Nancy Taylor, BBA, CPA, CA., Director of Finance/Treasurer Reviewed by: 6 -�- —, 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 Services Department List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. MM/DF/sm 14-17 Municipality of Clarin Lot 14-18 Attachment 1 to Report COD -011-15 Municipality of Clarington Tender CL2015-5 --10 :- -1111111 Bidder Total Bid (including HST) Total Bid (net HST Rebate All Services Inc. $945,307.15 $851,278.37 GMP Contracting $999,542.07 $900,118.59 Clearwater Structures Inc. $1,045,482.21 $941,489.12 Anscon Contracting Inc. $1,086,947.90 $978,830.25 Attachment 2 to Report COD -011-15 MEMO TO: David Ferguson, Purchasing Manager FROM: Ron Albright, Assistant Director, Engineering Services DATE: May 14, 2015 RE: Quarry Bridge Rehabilitation CL2015-5 The Engineering Services Department has reviewed the submissions for CL2015-5 and offers the following comments. The project, includes the rehabilitation of Quarry Bridge on Baseline Rd, east of Simpson Ave, Bowmanville. The work includes widening of the sidewalk, replacement of the guide rails, repairs to the bridge deck, and re -surfacing. The low bidder on this contract was All Services Inc. Based on past experience with this contractor, we recommend award of the contract to All Services Inc. in the amount of $945,307.15, inclusive of HST, or $851,278.37 net of HST rebate. A total contingency amount of approximately 8% of construction -costs is.being carried. Therefore, including contingencies and net HST costs, the Engineering Department advises of the following project cost breakdown. 14-19. Quarry Bridge Rehabilitation, CL2015-5 2 May 14, 2015 Construction Cost, Based on Low Bid (net of $851,278.37 HST) Contingencies (net of HST) $ 67,721.63 Total Cost $ 919,000.00 Budget Amount Structures Rehabilitation, 110-32-330-83275-7401 $875,000.00 Roadside Protection 110-32-330-83338-7401 $44,000.00 Estimated Unexpended Budget $0.00 Additional Funding Required $0.00 A more detailed breakdown 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 with award of the contract based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. Regards, Ron Albright, P. Eng. Assistant Director, Engineering Services IT Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services 14-20 Quarry Bridge Rehabilitation, CL2015-5 Ramp \—A 1:10,000 Cl]p y ►. a 1 ngm CL2015-5 Quarry Bridge Rehabilitation May 14, 2015 Hl"11Y 401 GI 14-21 Finance Department Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: May 25, 2015 Report Number: FND-008-15 File Number: Department File# Ry -law Number: Report Subiect: Annual Leasing Report - 2014 Recommendations: 1. That Report FND-008-15 be received for information. 15-1 Municipality of Clarington Resort FND-008-15 Report Overview This report complies with the Municipal Act annual reporting requirements on leasing, under Ontario Regulation 653/05. 1. Comments 2 1.1 Under Ontario Regulation 653/05, the Treasurer is required to report annually to Council details of existing material leases confirming that they comply with the lease policy, a summary of material leases, estimated cost of the, material leases and the impact of these leases on the financing arrangements and debt servicing levels of the Municipality. 1.2 As required by the Municipal Act, 2001, Council adopted a Statement of Lease Financing Policies and Goals in report FND-021-03, on Monday, September 8, 2003. To -date, Clarington has typically chosen to purchase or debenture (if necessary), rather than to use financial leases. For 2012 and to date, there are no material lease agreements. There is no impact on long-term financing or debt services levels of the Municipality. 2. Concurrence - Not applicable 3. Conclusion At this time, the Municipality of Clarington does not have any material leases. It is recommended that this annual lease report be received for information in compliance with Ontario Regulation 653/05, 4. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: , f �� / C f , `� Reviewed by: 'Nancy try orl , BVA, CPA, CA Franklin Wu, Director of Finance/Treasurer Chief Administrative Officer Staff Contact: Nancy Taylor, Director of Finance, 905-623-3379 ext. 2601 or ntaylor@clarington.net 154T/CC/hjl Finance Department Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: May 25, 2015 Report Number: File Number: Report Subject: FND-009-15 Department File# By-law Number: Annual Commodity Hedqinq Report - 2014 Recommendations: 1. That Report FND-009-15 be received for information. 15-3 Municipality of Clarington Report FND-009-15 Report Overview Page 2 This report complies with the annual reporting required under Ontario Regulation 653/05 of the Municipal Act with respect to Commodity Hedging for 2014. 1. Background 1.1 Under Ontario Regulation 653/05 of the Municipal Act, the Treasurer is required to report annually to Council the status of existing commodity hedging agreements, including a comparison of the expected results to actual of using the agreements, and confirmation that they comply with the Municipality's policies and goals. 1.2 As required by the Municipal Act, 2001, Council adopted a Commodity Price Hedging Agreements Statement of Policies and Goals in report COD -054-08, on Monday, October 6, 2008. 2. Comments 2.1 Since 2008, considerable time has been spent to monitor the energy requirements and consumption patterns throughout the Municipality's operating departments. This information together with the procurement strategy aimed at reducing risk and stabilizing cost continues to focus on the need for a stable natural gas supply contract. On October 22, 2009, the Municipality signed an independent consulting agreement with Blackstone Energy Service Inc. for a term of three years with an option to renew for two one-year terms. The Municipality extended the agreement with Blackstone Energy Service to October 2014. The Municipality worked with the Region on the RFP (RFP 348-2014 Region of Durham) for new energy consulting agreement for natural gas. The Blackstone Energy Service was the successful bidder. The current contract term is from November 1, 2014 to October 31, 2017 with an option to extend for two additional one year terms. This agreement covers many services related to the Municipalities supply of Natural Gas including the supply of information relevant to decision making; arranging contracts for the continuous supply; analysis and reconciliation of usage; and forecasting of natural gas pricing pressures. 2.2 Blackstone Energy Services Inc. working on the Municipality's behalf is authorized to enter into fixed priced natural gas agreements as per the procurement strategies and to the agreed indicative prices. The Municipality is supplied natural gas from two pools — one is Empress and the other is CDA. In November 2013, a 15-4 Municipality of Clarington Report FND-009-15 new contract was entered to have a fixed source of supply for 100% of the estimated requirement at a fixed price until October 2014 for both pools. Paqe 3 2.3 In November 2014, in consultation with Blackstone, the Municipality entered into the following agreements. The Municipality entered a contract with a fixed price for 70% of our estimated requirements from the Empress pool from November 2014 to October 2015. For the CDA pool, the Municipality has a contract for 100% fixed price on the winter transportation costs, and 100% of our estimated requirements from the CDA pool from November 2014 to October 2015. 2.4 The 2014 budget used a price of $0.195 m3 for natural gas when calculating the $334,630 total value. The weighted average actual price of natural gas in the contract from November 2013 to October 2014 was $0.1773m3. The 2015 budget used a price of $0.20 m3 for natural gas when calculating the $352,029 total value. This price was based on the projected rates from Blackstone's analysis of the market. System Gas Rate January 2014 — March 2014 $0.117412 / m3 April 2014 — June 2014 $0.208959 / m3 July 2014 — September 2014 $0.185187 / m3 October 2014 -December 2014 $0.176755 /M3 January 2015 — March 2015 $0.183160 /M3 2.5 Another aspect of the natural gas pools is the setting of the Minimum Daily Volume (MDV). Due to past natural gas consumption and projections for the future, the Municipality increased the MDV as of November 2014. Nov 2013 — Oct 2014 Nov 2014 — Oct 2015 CDA Pool MDV 85 MDV 90 Empress Pool MDV 42 MDV 50 With the input of Blackstone, the MDV rate is set to estimate the actual gas consumption in prudent manner. The very cold winter of 2014/2015 increased the gas consumption for many. However, the volume estimate helped mitigate the additional costs. The Municipality was able to balance the pools within the accumulated account surplus due to previous years' transactions. 2.6 These contracts meet the procurement goal of both reducing the risk and stabilizing the cost, as we have a fixed source of supply for the majority of the estimated requirement up to October 2015 at a fixed price with a reasonable consumption estimate. 15-5 Municipality of Clarington Resort FND-009-15 Page 4 2.7 Blackstone also provides market analysis and updates on electricity matters. In 2014, there was no call for hedging on electricity. Recent market analysis from Blackstone indicates that electricity hedging may be beneficial in 2015. 3. Concurrence - Not applicable 4. Conclusion 4.1 The Municipality of Clarington has one commodity hedging agreement which ends in October 2014. This agreement was consistent with the municipality's statement of policies and goals relating to the use of financial agreements to address commodity pricing and costs. 4.2 The market will continue to be monitored by the Municipality and Blackstone Energy Consultants during the term of the agreement. Once the new energy consulting agreement is in place, the Municipality will evaluate the Municipality's requirements and the market conditions. It is the intent of the Municipality to enter commodity agreements that will limit the risk of price volatility and lack of supply without a contract. 4.3 It is recommended that this annual commodity hedging report be received for information in compliance with Ontario Regulation 635/05 of the Municipal Act. 5. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Iff.-C�'/(, rG (//Y/) Reviewed by: Nahcy Tay o , BBA, C PA, CA Franklin Wu, Director of Finance/Treasurer Chief Administrative Officer Staff Contact: Catherine Carr, Manager of Internal Audit, 905-623-3379 ext. 2606 or ccarr(a�clarington. net NT/CC/hjl 15-6 Finance Department Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: May 25, 2015 Report Number: File Number: Report -Subject: FND-010-15 Department File# Ry -law Number: Annual Statement for the Development Charges Reserve Fund for the Year Ended December 31, 2014 Recommendations: 1. That Report FND-010-15 be received; and 2. That a copy of this report be sent to the Ministry of Municipal Affairs and Housi 15-7 Municipality of Clarington Report FND-010-15 Report Overview Paae 2 This report complies with the reporting requirements of Section 43 of Bill 98, to disclose the annual activity in Development Charges Reserve Fund for 2014. 1. Background 1.1 In accordance with Bill 98, an Act to Promote Job Creation and Increased Municipal Accountability While Providing for the Recovery of Development Costs Related to New Growth, Schedule "A" attached shows the activity in the Development Charges Reserve Funds for the year ended December 31, 2014. 1.2 For the year ended December 31, 2014, a total of 657 residential building permits were issued. Approximately 878 units were anticipated for 2014 in the 2010 development charges background study. A total of 36 capital fund and 17 revenue fund projects have been financed by the Development Charges. 2. Concurrence - Not applicable 3. Conclusion It is respectfully recommended that the annual statement for the Development Charges Reserve Fund be received for information. 4. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Nancy Taylor, BI4A; CPA, CA Director of Finance/Treasurer Reviewed by: Franklin Wu, Chief Administrative Officer Staff Contact: Nancy Taylor, Director of Finance/Treasurer, 905-623-3379 ext. 2601 or ntaylor@clarington.net Municipality of Clarington Report FND-010-15 Attachments: Schedule "A" — Development Charges Reserve Funds statement Schedule "B" — Capital Expenses Schedule "C" — Revenue Fund Expenses Schedule "D" — Committed Amounts from Prior Years' Budgets/Council Approvals The following is a list of the interested parties to be notified of Council's decision: Municipal Finance Branch Ministry of Municipal Affairs and Housing 777 Bay Street, 13th floor Toronto, Ontario M5G 2E5 NT/LG/AY/hjl e3 15-9 cs� I C:) MUNICIPALITY OF CLARINGTON DEVELOPMENT CHARGES RESERVE FUNDS STATEMENT FOR THE 2014 YEAR SCHEDULE A TO REPORT FND-010-15 See Schedule B Total Development Charges collected on behalf of the Region in 2014 $ 4,617,689.65 " See Schedule C Less: amounts paid to the Region 4,170,677.50 See Schedule D Total Development Charges due to the Region at December 31, 2014 $ 447,012.15 2015 Budget (includes 2015 debenture payments) Note: brackets = funds available, no brackets = shortfall 580 581 582 583 584 585 586 587 GENERAL LIBRARY FIRE PROTECTION INDOOR PARK DEV. & OPERATIONS ROADS AND PARKING TOTAL GOVERNMENT SERVICES SERVICES RECREATION RELATED FACILITIES RELATED Balance as of December 31, 2014 862,012 153,588 2,171 846 1,458,422 1,879,996 11,601,723 232,168 18,359,755 PLUS: Development Charge Proceeds •(197,804) (556,631) (472,240) (3,477,735 (735,783) (468,840) (4,318,801) (41,594) (10,269,428) Accrued Interest Apportionment (11,347) (4,002) (27,826) (3,854) (17,492 (26,074) (164,063) (3,085) (257,743) Transfer from Reserve Fund - - - (795,932) - - (795,932) Transferfrom Revenue Fund Transfer from Capital Fund _ SUBTOTAL 209,151 (560,633) 500,065 4,277,520 753 276 494,914 4,482,864 44,680 11,323,104 LESS: Amount Transferred to Capital Fund - - 310,203 - 872,338 151,439 1,871,436 - 3,205,416 Amount Transferred to Revenue Fund- 129,423 362,815 - 4,277,520 204,129 13,418 182,339 1,564 5,171,208 Repayment of Interim Financing from Reserve Funds - 161,704 - 161,704 SUBTOTAL 129,423 524,519 310,203 4,277 520 1,076,467 164,857 2,053,775 1,564 8,538,328 Closing Balance as of December 31 2014 941,740 189,702 2,361,708 1,135,231 2,210,053 14,030,812 275,284 21,144,530 Committed Amounts from Prior Years - 698,320 231,429 280,935 407,716 387,923 4,010,113 2,990 6,019,427 Available at December 31, 2014 243,420 41,727 2,080,773 727,515 1,822,130 10,020,699 272,294 15,125,104 Committed Amounts from 2015 Budget *`*" 166,500 135,010 - 2,807,648 693,000 524,700 5,837,857 19,800 10,184,515 Balance remaining of Interim Financing from Reserve Funds - - 3,034,002 - - - - 3,034 002 Balance Available for Future Needs 6,920 176,737 2,080,773 5,841,650 34,515 1,297,430 4,182,842 252,494 1,906,587 See Schedule B Total Development Charges collected on behalf of the Region in 2014 $ 4,617,689.65 " See Schedule C Less: amounts paid to the Region 4,170,677.50 See Schedule D Total Development Charges due to the Region at December 31, 2014 $ 447,012.15 2015 Budget (includes 2015 debenture payments) Note: brackets = funds available, no brackets = shortfall SCHEDULE B MUNICIPALITY OF CLARINGTON DEVELOPMENT CHARGES RESERVE FUND STATEMENT FOR THE 2014 YEAR Total Expenses DIC RIF NON DIC RIF CAPITAL EXPENSES For 2014 FINANCING FINANCING DESCRIPTION DIC - EMERGENCY SERVICES Bowmanville Firehall Expansion 132,767 132,767 Newcastle Firehall Replacement 412,641 177,436 235,206 Mun Cap Wrks RIF 545,409 310,203 235,206 DIC - PARK DEVELOPMENT & RELATED FACILITIES Longworth Park 215,554 193,999 21,555 Eng Prks Cap RIF Port Darlington Waterfront Park East Beach 1,832,542 150,000 350,000 Mun Cap Wrks RIF 300,000 Eng Prks Cap RIF 858,181 Impact Escrow RIF 13,753 Developer Contribution 160,607 Roads Contrb RIF Tooley's Mill Park 236,750 211,077 23,453 Eng Prks Cap RIF 2,220 Eng Prks Cap RIF Knox Park 240,779 216,701 24,078 Eng Prks Cap RIF Westvale Parkette 111,463 100,317 11,146 Eng Prks Cap RIF . Port Darlington Waterfront Park 272 245 27 Eng Prks Cap RIF 2,637,088 872,338 1,765,022 D/C - OPERATIONS New Equipment- 2013 Roads 154,070 138,663 15,407 Mun Cap Wrks RIF New Equipment- 2014 Roads 51,930 5,620 624 Mun Cap Wrks RIF 45,685 Operations Equip RIF Hampton Office Expansion 5,882 5,294 588 Mun Cap Wrks RIF Operations - Depot 42 consulting - construction pole barnlquonset but 2,070 1,663 207 Mun Cap Works RIF 213,952 151,439 62,512 D/C - ROADS AND RELATED Road reconstruction - Nelson Road 1,802 1,279 522 Mun Cap Wrks RIF Road reconstruction - Baseline Rd (Darlington Creek -West Side Dr) 2,184 2,053 131 Mun Cap Wrks RIF Road reconstruction - Stevens Road 1,072 1,072 - Road reconstruction - Trulls Rd (George Reynolds Dr-Daiseyfield Ave) 54,574 32,199 22,375 Mun Cap Wrks RIF Road reconstruction - Clarington Blvd Road Oversizing 113,340 113,340 - Road reconstruction - Lake Road Extension 1,272,685 891,664 381,021 Strategic Capital RIF Road reconstruction - Grady Drive 2013(Foster Creek) 8,290 8,290 - Road reconstruction - Port Darlington Waterfront Park 226,627 226,627 - Road reconstruction - Green Road North (Highway #2 -Stevens Rd) 666 532 133 Mun Cap Wrks RIF Road reconstruction - North Scugog Court (West Scugog Lane-Conc Rd 3) 2,886 2,568 317 Mun Cap. Wrks RIF Sidewalk construction - Trulls Road 19,429 19,429 Sidewalk construction - Baseline Rd (Simpson Ave Realignment) 768 768 Sidewalk construction - Highway #2 (Trulls Rd to Courtice Rd South) 192,366 192,366 Sidewalk construction - RR17 (Mill St - CPR) 2,697 2,697 Sidewalk construction - Trulls Rd (Wilkens Cres -Methodist Church) 6,976 6,976 Sidewalk construction - Courtice Rd (Skinner Cres -George Reynolds) 13,578 13,578 Sidewalk construction - Prestonvale Road (North of Bloor) 7996 7,996 Sidewalk construction - Scugog Street Rd (RehderAve-Jackman Rd) 69,162 69,162 - Street Lighting- Osborne Road 6,840 6,566 274 Mun Cap Wrks RIF Street Lighting- Liberty Street 10,541 10,541 Bowmanville Creek Erosion (North of Longworth Ave) 238,210 158,866 79,344 Mun Cap Wrks RIF Bowmanville Creek Erosion (Jackman Rd) 804 538 265 Mun Cap-Wrks RIF Foster Creek Remediation 41,701 27,939 13,761 Mun Cap Wrks RIF Longworth Pedestrian Signal 74,387 74,387 2,369,581 1,871,436 498,145 TOTAL CAPITAL EXPENSES 5,766,029 3,205,416 2,560,885 SUMMARY OF FINANCING: 310,203 D/C - Emergency Services RIF 872,338 D/C - Park Dev/Related Facilities RIF 151,439 D/C - Operations RIF 1,871,436 D/C - Roads and Related RIF 719,156 Municipal Capital Works RIF 382,480 Engineering Parks Capital RIF 45,685 Operations Equip.R/F 160,607 Roads Contribution RIF 858,181 Impact Escrow RIF 381,021 Strategic Capital 13,753 Developer contribution TOTAL FINANCING 5,766,029 3,205,4162,560,885 SCHEDULE C MUNICIPALITY OF CLARINGTON DEVELOPMENT CHARGES RESERVE FUND STATEMENT FOR THE 2014 YEAR Total Expenses D/C R/F NON D/C R/F REVENUE FUND EXPENSES For 2014 FINANCING FINANCING DESCRIPTION D/C - GENERAL GOVT Planning - Official Plan Review 36,902 310 34 Prof Fees Reserve 36,558 Federal Gas Tax R/F Legal- D/C 2010 OMB Hearing 77,405 69,664 1,242 Tax Levy 6,498 Prof Fees Reserve Fire Master Plan 2,137 1,923 214 Tax Levy Older Adults Strategy 50,414 45,372 5,041 Older Adults Oper R/F D/C -2015 Study 4,494 4,045 449 Prof Fees Reserve Financial Impact Analysis 9,010 8,109 901 Prof Fees Reserve 180,361 129,423 50,938 D/C , LIBRARY SERVICES 2014 Holdback Pending D/C Appeal 227,882 227,882 - Contribution towards Debenture Debt- Newcastle Library 103,196 57,790 45,406 Tax Levy 2011 Library Collections Unexpended Funds to Library 110,000 77,143 32,857 Lib Cap R/F 441,078 362,815 78,263 D/C - INDOOR RECREATION 2014 Holdback Pending D/C Appeal 1,337,156 1,337,156 - Debenture Issue Legal Costs Payable to Region of Durham 425 425 - Contribution towards Debenture Debt- Bowmanville Indoor Soccer 309,750 278,775 30,975 Debt Retirement R/F Contribution towards Debenture Debt- Newcastle District Recreation Ctr 1,762,973 1,586,676 176,297 Tax Levy Contribution towards Debenture Debt- South Courtice Arena 1,074,488 1,074,488 - 4,484,792 4,277,520 207,272 D/C - PARK DEVELOPMENT & RELATED FACILITIES 2014 Holdback Pending D/C Appeal 196,504 196,504 - Parks Development - Consulting 8,472 7,624 847 Tax Levy 204,976 204,129 847 D/C - OPERATIONS 2014 Holdback Pending D/C Appeal 11,613 11,613 - Operations - Small Equipment Purchases 2,005 1,805 201 Mun Cap Wrks R/F - 13,618 13,418 201 D/C - ROADS AND RELATED Engineering Consulting - Studies 53,186 53,186 - Engineering Consulting - Design 61,286 30,643 30,643 Tax Levy Contribution towards Debenture Debt- Green Road 90,605 90,605 - Engineering Professional Services - 4th Street 5,515 2,758 2,758 Prof Fees Reserve Engineering Professional Services - North Street Orono 6,487 3;244 3,244 Prof Fees Reserve Debenture Issue Legal Costs Payable to Region of Durham 1,904 1,904 - 218,983 182,339 36,644 D/C - PARKING 2014 Holdback Pending D/C Appeal 1,564 1,564 - 1,564 1,564 - TOTAL REVENUE FUND EXPENSES 5,545,373 5,171,208 374,165 SUMMARY OF FINANCING: 129,423 D/C - General Goverment 362,815 D/C- Library Services 4,277,520 DIC -Indoor Recreation 204,129 D/C-Park Dev/Related Facilities 13,418 D/C - Operations 182,339 D/C - Roads and Related 1,564 D/C- Parking 201 Municipal Capital Works R/F 30,975 Debt Retirement R/F 36,558 Federal Gas Tax 254,649 Tax Levy 13,884 Professional Fees Reserve 5,041 Older Adults Oper R/F 32,857 Lib Cap R/F TOTAL FINANCING 5,545,373 5,171,208 374,165 5- SCHEDULE D MUNICIPALITY OF CLARINGTON DEVELOPMENT CHARGES RESERVE FUND STATEMENT FOR THE 2014 YEAR COMMITTED AMOUNTS FROM PRIOR YEARS' BUDGETS/COUNCIL APPROVALS YEAR PROJECT / DESCRIPTION AMOUNT COMMITTED RESERVE FUND: D/C - GENERAL GOVERNMENT 2007 Operating Plan - Official Plan Review 370,723 2011 Operating Planning Consulting Studies 162,000 2008 Capital Operations - Master Plan 28,836 2011 Operating 2011 OPG- Commitment for future Payout Upon LEED Certification 13,963 2012 Operating Fire - Master Plan 3,396 2014 Operating D/C -2010 Appeal 24,819 2014 Operating Older Adults Strategy 8,628 2014 Operating DIC -2015 Study 85,955 Total Commited: 698,320 RESERVE FUND: D/C - LIBRARY SERVICES 2012 Operating Library Collection- Purchase of Add'I Resources in all Formats 231,429 Total Commited: 231,429 RESERVE FUND: D/C - EMERGENCY SERVICES 2012 Capital Newcastle Fire Hall #2 -Admin Funds for relocation & Construction 191,476 2011 Operating 2011 OPG- Commitment for future Payout Upon LEED Certification 33,386 2013 Capital Bunker Gear 9,525 2014 Capital Expansion to H.Q Station 46,548 Total Commited: 280,935 RESERVE FUND: D/C - INDOOR RECREATION 2010 Balance remaining of Interim Financing from Reserve Funds 747,054 2011 Balance remaining of Interim Financing from Reserve Funds 228,246 2012 Balance remaining of Interim Financing from Reserve Funds 962,294 2013 Balance remaining of Interim Financing from Reserve Funds 1,096,407 Total Commited: 3,034,002 RESERVE FUND: D/C - PARK DEVELOPMENT & RELATED FACILITIES 2006 Capital Waverly Road, Bowmanville - Landscape Feature Area/Plantings/Sign/Lighting 101,589 2011 Capital Port Darlington Waterfront Park 25,463 2013 Capital Longworth Park - Splash Pad/Walkways/Benchs/Shade Structure 77,432 2014 Capital Westvale Parkette 89,683 2014 Capital Knox Neighbourhood Park 113,549 Total Commited: 407,716 RESERVE FUND: D/C - OPERATIONS 2011 Operating 2011 OPG- Commitment for future Payout Upon LEED Certification 33,029 2012 Capital Hampton Office Expansion 12,706 2013 Capital Depot 42 Operations Centre - Construction of Pole Barn/Quonset Hut 280,237 2013 Capital Fleet New - Roads (Radios & Salt Management) 2,771 2014 Capital Fleet New - Roads Salt Brine Tanks & Small Equip Upgrades) 59,180 Total Commited: 387,923 15-13 SCHEDULE D MUNICIPALITY OF CLARINGTON DEVELOPMENT CHARGES RESERVE FUND STATEMENT FOR THE 2014 YEAR COMMITTED AMOUNTS FROM PRIOR YEARS' BUDGETS/COUNCIL APPROVALS YEAR PROJECT / DESCRIPTION AMOUNT COMMITTED RESERVE FUND: D/C - ROADS AND RELATED 2010/2014 Capital Osbourne Road 503,533 2010/2011 Capital Green Road- 635 m North of Stevens Road 45,655 2011 Capital Clarington Blvd, Bowmanville-Uptown to 370m -north - Reimburse Collector Rds Construction 87,458 2011 Capital Rudell Road Reconstruction 62,645 2011 Capital North Scugog Court 883,316 2011 Capital Liberty Street DC Sidewalk 30,000 2011 Capital Baseline Road Sidewalk- Green Road to Westside Drive 75,248 2011 Capital Brookhill Tributory Nick Point Remedial Work 7,101 2011 Operating 2011 OPG- Commitment for future Payout Upon LEED Certification 190,959 2012 Capital Soper Creek Erosion Control 6,018 2013 Capital Osborne Road- Streetlighting 133,641 2013 Capital Port Darlington Waterfront Park East Beach Phase 1 115,273 2013 Capital Stevens Road, Bowmanville Extension - Road Reconstruction 16,880 2013 Capital Green Rd. North Road Reconstruction Surface Asphalt 31,636 2013/2014 Capital Grady Dr (@ Foster Creek) 63,431 2013 Capital Third Street Surface Asphalt (Elgin St. - High St.) 3,454 2013 Capital High St. Reconstruction - Third St. - Fourth St. 3,450 2013 Capital Nelson Street Rd. Reconstruction (Hunt St. - Ontario St.) 47,918 2013 Capital Energy Drive Extension 55,837 2013 Capital Baseline Rd. Reconstruction - Darlington Creek to West Side Drive Surface Asphalt 62,738 2013 Capital Trulls Rd. Reconstruction 70,858 2013 Capital George Reynolds Drive Connecting Link (Courtice Rd. - Harry Gay Dr.) 27,042 2013 Capital Concession Rd. 3 (Liberty St. - Jollow Dr.) Design 31,453 2013 Capital Concession Rd. 3 (Middle Rd. - Liberty St.) 57,935 2013 Capital Concession Rd. 3 (#57 - Middle Rd.) 79,743 2013 Capital Lake Road Extension 399,825 2013 Capital Sidewalk - Trulls Rd. (George Reynolds Dr. - Nash Rd.) 14,937 2013/2014 Capital Sidewalk - Osborne Road (Energy Dr. - Southern Limit) 47,549 2013/2014 Capital Longworth Ave. Intersection Pedestrian Signal @ Brooking St. & Clayton Cres 105,613 2013 Capital Bowmanville Creek Erosion Protection North @ Jackman Rd. 7,288 2013 Capital Bowmanville Creek Erosion Protection South of Goodyear Dam 15,000 2014 Operating Engineering Consulting- Design 30,613 2014 Capital Liberty Street Lighting 99,459 2014 Capital Brookhill Blvd Oversizing 310,000 2014 Capital Sidewalk Hwy #2 -Trulls Road to Courtice Rd South Side 26,634 2014 Capital Sidewalk - Regioinal Road 57 Mulit-Use Trail ( Nash Rd to Longworth Ave) W. Side 5,000 2014 Capital Sidewalk - Prestonvale Rd. (Meadowglade Rd. - Oke Rd.) 6,004 2014 Capital Scugog St Sidewalk ( Rehder Ave to Jackman Rd ) West side 238 2014 Capital Courtice Rd. (Skinner Crt to George Reynolds Dr.) 2,422 2014 Capital Trulls Rd (Wilkins Cres to Methodist Church) 1,024 2014 Capital RR 17 Sidewalk - East Side ( Mill St N to CPR) 198,303 2014 Capital Foster Ck Remediation 60 m South of King Ave 35,398 2014 Capital Bowmanville Crk Erosion Protection North of Longworth Ave add'I from Jackman 11,584 Total Commited: 4,010,113 RESERVE FUND: DIC - PARKING 2011 Operating 2011 OPG- Commitment for future Payout Upon LEED Certification 2,990 Total Commited: 2,990 TOTAL COMMITTED TO DEVELOPMENT CHARGES RESERVE FUNDS 9,053,429 15-14 Finance Department Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: May 25, 2015 Report Number: File Number Report Su FN D-011-15 Department File# By-law Number: Financial Update as at March 31, 2015 Recommendations: 1. That Report FND-011-15 be received for information. 15-15 Municipality of Clarington Report FND-011-15 Report Overview Page 2 The purpose of this report is to update Council on the overall budget variances as of March 31, 2015 as well as other financial indicators such as taxes receivable, reserve fund investments, debt and development charges collected. 1. Background 1.1 The financial update report has been designed to focus on overall budget variance reporting. 2. First Quarter of 2015 Results 2.1 Attachment 1, Summary of Operating Expenditures and Revenues compares the Municipality's budget to actual posted expenditures as of March 31, 2015. This statement reflects the Municipality's operating budget only and excludes year to date expenditures for the consolidated hall/arena boards. The statement has been revised to include municipal taxes in the non -departmental accounts. Year to date expenditures as of March 31, 2015 totalled $18,307,475 which represents 98.5% of the first quarter budget. Year to date revenues totalled $42,198,018 which represents 101 % of the first quarter budget. 2.2 Attachment 1 is intended to provide an indication of the status of the Municipality's operating accounts compared to the approved budget as at March 31, 2015. Many departments are affected by high levels of activity during the specific times of the year. For example, some. activities are seasonal in nature, such as ice rentals and winter control, which result in a fluctuation of the timing of the recognition of revenue and expenses. The budget is allocated monthly based on the prior year actual monthly distribution. In cases where there is no prior year history, the monthly allocation is divided equally over the 12 months. While this is the best method available to be reflective of seasonal trends, some municipal activities have significant variations from year to year. Due to these timing differences, this statement cannot be used in isolation. 2.3 In general, the operating budget is on target as of March 31, 2015. Monthly trial balance reports are sent to each department for regular review. Revenues and expenditures that have a variance either above or below budget that are noteworthy are discussed in this report. 2.4 The Legal net expenditures are at 125.79% of the first quarter budget. However, due to the changeable timing of legal activities over the year and this being only the first quarter, the Legal net expenditures are on track with the budget. Professional fee recoveries are higher than budgeted as of March 31 due to Clarington Wind and Port Hope Area Initiative recoveries. Legal expenditures are at 26.4% of the total 2015 budget. 15-16 Municipality of Clarington Resort FND-011-15 Paqe 3 2.5 Corporate Services net expenditures are within the first quarter 2015 budget. Revenues are slightly below the first quarter budget but are at 50% of the total 2015 budget. At this point it can be attributed to timing variances on advertising revenue. Expenditures are also below the first quarter budget. Accounts of note would be printing, design, special events as well as hardware and software maintenance contracts. As there has been a reorganization of the Communication unit, the previous year's timing of expenditures may be quite different to this year. The expenditures and revenues should be smoothed out over the next quarter. 2.6 The Clerks net expenditures are at 97.29% as of March 31, 2015. Lower revenues have been offset by lower expenditures. Some of this is attributed to the timing of general ledger entries for the parking revenues and the associated transfer to the reserve fund. Animal licences are below the budgeted amount. The Clerks department is introducing an online licensing module this month with the goal of increasing animal licencing over the year. 2.7 The Finance net expenditures are at 48.07% of the net expenditures as of March 31, 2015. This can be attributed to the timing of posting the insurance for the first half of 2015. Revenues are slightly lower than budgeted because of the reduction in the taxes receivable from 2014 to 2015. The decrease in taxes receivable is discussed in 2.14. 2.8 Emergency Services net expenditures are at 104.9% of the first quarter 2015 budget. The revenues are slightly below the budget as of March 31, 2015 however this is most likely due to timing variances from 2014 to 2015. Expenditures are above budget due in general to salary and wage accounts. It is a challenge to extrapolate first quarter results to the full year. These accounts should be smoothed over the next quarter. 2.9 Engineering net expenditures are 114.4% as of March 31, 2015. This is due in large part to the building permit revenues. The variance in the debenture payments is due to the timing of interest accrual entries and will be on budget at year end. Overall the revenues and operating expenditures are on target. 2.10 Operations net expenditures are at 108.38% of the first quarter 2015 budget. Revenues are higher than the budgeted amount at 174.43% as of March 31, 2015 due to cemetery revenues and senior snow clearing revenues. Operating expenditures are higher than budgeted in the first quarter at 120.43%. This can be attributed to the winter maintenance costs. A significant factor is the high cost of sand and salt. As noted Operations 2014 Winter Budget Report, the effect of the harsh winter and the ice storm of 2014 resulted in a significant increase in winter control costs that continued into 2015. 2.11 Community Services net expenditures are at 95.45% of the March 31, 2015 budget. Revenues are higher than budgeted overall at 105.47% in the first quarter even with the closure of the Clarington Fitness Facility due to renovations. The higher 15-17 Municipality of Clarington Resort FND-011-15 Paqe 4 expenditures for programs and facilities is offset by the increased revenues. Utility costs continue to be over budget. 2.12 Overall Planning revenues are higher than budgeted. Combined with lower than budgeted expenditures,. the Planning net expenditures are favourable at 96.4%. 2.13 Attachment 2, Continuity of Taxes Receivable as of March 31, 2015 provides the status of the taxes billed and collected by the Municipality during the first quarter of 2015. A total of $37,785,430 in interim tax bills were issued to property owners in the Municipality during this period. As of March 31, 2015, a total of $1,920,194 shows as a credit on the taxes receivable compared the same period in the prior year of a credit of $416,419. Note that the current year taxes are also in a prepaid position as it includes the taxes prepaid for the April 2015 instalment. The net balance of ($1,920,194) is in a greater prepaid position than the same period in 2014. This is due in large part to the increasing participation in the preauthorized payment program both residential and non-residential. 2.14 Attachment 3, Investments Outstanding as of March 31, 2015 provides the status of the Municipality's general, capital, and reserve fund investment holdings at the end of first quarter of 2015. The Municipality at March 31, 2015 holds $0 in general fund investments, $0 in capital fund investments, $9,062,961 in Development Charge reserve fund investments and $45,816,510 in reserve fund investments. General fund investments are short term in nature and timed to mature when funds will be required. Investments held in the Municipality's portfolio are assessed on an ongoing basis to ensure they meet the requirements of section 418 of the Ontario Municipal Act, Ontario Regulation 438/97 and the Municipality's investment policy. Currently, the general fund investments are held in the Municipality's general bank account as the interest rate on the account continues to be more favourable than money market instruments because of current economic conditions that are likely to continue for some time. The short term interest rates and current cash flow needs are reviewed on a regular basis. 2.15 Attachment 4, Debenture Repayment Schedule provides the status of the Municipality's long term debt obligations as of January 1, 2015. The Municipality has $22,995,326 in outstanding debt as of January 1, 2015 and debt repayment obligations of $3,765,509.96 as reflected in the 2015 budget. The annual principal and interest payments required to service these liabilities are well within the annual debt repayment limits prescribed by the Ministry of Municipal Affairs and Housing. 2.16 Attachment 5, Municipal Development Charges as of March 31, 2015 provides the total Municipal Development charges collected of $1,657,244.92. In the recent 2015 Development Charges Background Study, it is forecasted that the Municipality would be collecting approximately 597 residential units in total for 2015 or about 50 units per month. For 2015 budget considerations, the figure of 550 units was used for the year. At the end of March 2015, there were 105 units. 15-18 Municipality of Clarington Report FND-011-15 Page 5 2.17 Analysing the number of units issued in the first quarter of 2015, there was a decrease of 50.9% compared to the same period in 2014. Comparing the total dollars collected in the first quarter of 2015 to the same period in 2014, there was a decrease of 56.4% in municipal development charges collected. As noted in the Building Permit Activity Report EGD -007-15, comparisons made to 2014 can be misleading due to the exceptional activity in 2014, in particular the first quarter of 2014. 3. Concurrence Not Applicable 4. Conclusion It is respectfully recommended that the first quarter of 2015 financial update report be received for information. 5. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. �rr Submitted by: Nancy T ylor, BBA, CPA, CA Director of Finance/Treasurer Reviewed : bY Franklin Wu, Chief Administrative Officer Staff Contact: Nancy Taylor, Director of Finance/Treasurer, 905-623-3379 ext. 2602 or ntaylor@clarington. net Attachments: Attachment 1 — Summary of Operating Revenues and Expenditures Attachment 2 — Continuity of Taxes Receivable Attachment 3 — Investments Outstanding Attachment 4 — Debenture Repayment Schedule Attachment 5 — Municipal Development Charges There are no interested parties to be notified of Council's decision. NT/CC/hjl 15-19 C37 i N CD THE MUNICIPALITY OF CLARINGTON ATTACHMENT 1 Summary of Operating Expenditures and Revenues for the Three Months Ending March 31, 2015 to Report FND-011-15. 2015 Qtr 1 2015 Qtr 1 2015 Qtr 1 2015 Qtr 1 2014. Qtr 1 Budget YTD 2014 Qtr 1 : Actual YTD 2014 Qtr 1 Unexpended $ 2015 Total Budget 2015 a/o Annual Budget Budget YTD Actual YTD Unexpended ($) /6 --Expended 05 NON DEPT L ACCTS Municipal & BIA Taxation _. _-___--.______._. Other Revenues & Contributions ..... .. _. (38526,419 ___- ......... (548,979)1 k (38891449) _.. (526,591) 365030 (22,388) °0 100.95/ _ 95.92% (37,002,897)' (57;007)' (37,302, 786) (310,183) 299,889 253,176 (81,250,781)1 (7,712,694)1 47,87% 6.83% Revenue/Recoveries/Taxation .... Expenditures (39,075,398)1 (39,418,040)1, 342,642 1 100.88°/ (37;0591904) .x;(37;61.2,969) 653,065' (88,963,475); 44.31% ..............................!....... ... . 194,230, 194,230 0 I 100.00% 190,000 190,000 0 195,100 99.55° Net Expenditures _..._........_ ....................._..............._ _.......... _....__............. _ ......... ............... ._.,......... ....._ 10 MAYOR &COUNCIL - ........_........... ". _..... (38,881,168); (39,223,810)1 342,6421 100.88% (36,869,904): ,(37,422;969):. 553,065 (88,768,375); 44.19% ..... ..... .......... �..... ..:_. _......:. ..............._. _............ .. Net Expenditures _.._._... .__._... ._....__......_......._..._ 229,423 ' 232,358 :` (2,935)} 101.28% 245,351 213,654 31,697 903,733 25.71% .......... .... ._._............_ 13 ADMINISTRATORS OFFICE .._.............. .........._ ._, . _,..... .J....,. _. ... ...._..... Net Expenditures 192,388-1 186,444 5,944 96.91% 769,712 156;937 12,775 662,294 j 28.15% _..__......_ ._ _...._. .. __.... ............................. 14 LEGAL ADMIN Revenue/Recoveries Ex enditures p .... ...._........_.......................... (17 246) 87,095 ......... !........ (34163)1 122 028 ! ....... (16 917) 34,933 _. 198.09% ° i 140.11 /° (7,668) 109,090 (6;362) 99',598 (130,6) 9 492 (105,000); _.....__ 7 462,087 32.54% _.. _. __..... _ . , 26.41% NetExpenditures .. 69,849 j 87,865 1 (18,016)] 125.79% 101,422. - ': 93,236 ' ,' 8,186 357,087 i 24.61% _ I 16 CORPORATE SERVICES Revenue/Recoveries --... ..-.....---._- .....__.._ .. __..._. _._..-.... Expenditures ....... (60 175) 1,066,790 I _ i (50 254) I............. _ 978,054 ..... (9 921) I _....... .._... .... 88,736 i .... _ ......... 83 51 /o ._...... o.-. -_ 91.68/° (52,606) - . 1;165,408 - - (55,289) 1 040,530 - 2,683 ',' 124,878 � (100,500)1 4,718,536 50.00% . _ _--1--.1- _-. 20.73% Net Expenditures .....,_ . _ .......... ..... ...... ..................... ... .......... ....._.., 19 CLERK'S _ . _.............. _........... ........ _.__._._..-.._.. Revenue/Recoveries _....__......................_ Expenditures Net Expenditures _._.. _......__.-.. - _ _... 21 FINANCE & UNCIASS. ADMIN .................................. ..............._.......-:..........._.......... Unclassified Admin & Board of Trade O eratm Ex enditures p 9 ..p........ Expenditures 1,006,615 1 927,800 78,815 1 92.17% 1;112,802'. 985,241. : ...127,561 4,618,036 1 20.09% . _... ... _.. ........ _........... ..... ...... ! ... .........._.... ._.......... ......... ....... _..._...................................' ............................ ..... (116,365)1 (87,482)' (28,883)' 75.18% ........................_.1....................._.... . 622,824 580,216 42,608 ! 93.16% .(157890) (116,997) (40,8. 93} 767,741 663,666 ,' ,;:.:104,075 I ......_...................1......................._....__... (629,300) 2,914,8721 13.90% 19.91% 506,459 492,734 13,725 j 97.29% 609,861 : 646,669r 63,182. 2,285,572 21.56% ........._. .............................. ..........._.....-- -- --.._......... _.._..._..-.....__....._..._.. - _(1.,..1-,;.1--..-.1___-....._._Revenue/Recoveries (346080 (333,431)1 649) 96.35/_ _.. ........... 855,153 291,062 1 664,091 ! 34.04 /° (....-....,............._._.._ao- 547,525 550,269 2,7441 100.50/ .. > (386,363). (3721709) 3,654) 826,556. 721,199 105,357 613771 566;288 47,,483 (1,564,000) 2,406,973 ........ 2,324,331 i o ........ 21.32/° 12.09% 23.67/° 1,402,678 841,331 ! 561,347 j 59.98% 1;440,327 .' 1,287;487 152,840 4,731,304 17.78% Net Expenditures .....-...y.-.-......._......_.-_..._. 1,056,598 507,900 548,698I 48.07% 1,053,964 914;778 139,186 3,167,304 1 16.04% 28 EMERGENCY SERVICES FIRE .................. _.._ 1 (20,708) 2,526,536 1 C ......_. ._.....-_...€........................................... .... i (12,743)! 2,637 709 � (7,965)} (111,173)i L_ 61.54 ° 104.40% (4,337) 2,586,533 (141,521 ) .2,481,289 137,18 4 `... 105,244 _...._�_.... (49,000) 11,506,881 1 _..... .... .... ..... _ o.......... 26.01 /° 22.92%, Revenue/Recoveries . Expenditures -_._. . _----_-. Net Expenditures ............................_...................__...................._.._ 2,505,828 1 2,624,966 (119,138 ; ) ° 104.75/° 2,682196.. . 2,339,768 -.' ` . 242,428' 11,457,881 j 22.91% 1 THE MUNICIPALITY OF CLARINGTON ATTACHMENT 1 Summary of Operating Expenditures and Revenues for the Three Months Ending March 31, 2015 to Report FND-011-15 2015 Qtr 1 2015 Qtr 1 2015 Qtr 1 1 2015 Qtr 1 2014 Qtr 1. YTD 2014 Qtr 1 Actual YTD 2014 Qtr 1 Unexpended $ 2015 Total Budget 2015 Annual Budget Budget YTD Actual YTD Unexpended•($) %ExpendedBudget 32 ENGINEERING SERVICES Revenue/Recoveries _...........__ ............... ......... _..._......_...._... Debenture Payment Operating Expenditures (322,047), -.........._...................,_...._:._........ 341 0001 783,5871 _.... . ........ (313,260); ....... 1 .. 433,6081 797,877 _ ... (8,787)! 97.27/° .._....__._................._._..._ (92,608) i 127.16% (14,290)1 101.82/ (236,131,) 0 894,907 (487',568). 0 813;810 „ - 251,437 0 81',097 (1,359,500)1 _, 522,189. 6,284,391 23.04% 83.04% 12.70% Expenditures 1,124,587 1,231,485 (106,898)1 109.51%894;907 813;810: 81,097 6,806,580 18.09% Net Expenditures _................_....... ......... -...... ........... . 36 OPERATIONS Revenue/Recoveries ......................................................................I............... . Operating Expenditures _...._ . ...................................y....•... Fleet.& Debenture Pa ments ......_ ............._.. .......... ............. .._.............._......_.........._._ 802,540 918,225 ! (115,685)1 114.41% 658,7761 326,242 332,534 51447,080 j 16.86% i ...._....__ .... 1. (31,102)! (54,251) 23,149' 174.43°/ _............. 3,010,891 3,626 006 ! 615,115 • 120.43% - - .........._...._.._..........._._...,..._.....__.......o_...---- 344,148 , 30,683 313,465 ' 8.92/° _ .. (49,697). .. .(36;168)• (13,529) 2,707 214. .3,978;759 (1,271,54 5) 349,357 27,799 321,558 ... ... _ . _.... .... ........ (606,100)1 8.95% . . 14,888,669 1 24.35% 1,163,820 ! 2.64% _ Expenditures 3,355,039 , 3,656,689 ( 301,650 I 108.99/0 ) ° 31056,571. '.,4,006,558 ,(949,987) 16,052,489 22.78% Net Expenditures ........................... ...... -_. 42 COMMUNITY SERVICES .... .. _ .. _._.__ Revenue/Recoveries _.__.................. .. ... _.... ____ Expenditures(138 .. Annual Grants & Debenture Payments Expenditures Net Expenditures ... _...... _ .. ....................... 3,323,937 3,602,438 i 278,501: 108.38% 3,006;874:. 3;970;390 963,516 15,446,389: 23.32% _. _..... _...._._. ........ _......... . _...... _ _. ._.._.._ _ ...... .._ .._._ . __ ........ _ (1,685,676)i (1,777,894); 92,218 105.47% . ... ........... ... 1 492) 106.60% 3,405,368 1 2,899,209 1 206,159 1 93.36% (1,677,730) (1,690,825) 113,095. 2,336,484 2,047,409 289,D75 3,212,157 3,014,132 198,025 _.. .. _ .............. (4,574,215)1 38.87° _ 10 239,421 I 21.83% 3,205,368 90.45% 5,202,382 j 5,134,715 67,667 1 98.70%5,548,641 .. 6',061,541 :_' 487,100 13,444,789 38.19% 3,516,706 i 3,356,821 159,885 j 95.45% 3,970,911 • .. 31370716 600,195 8,870,574 1 37.84° .................. ..................... ................... _._._..... _.._._..... 50 PLANNING SERVICES ._........ ............... _......... ...._ .. _._ .. _.......... Revenue/Recoveries Expenditures ....... _.... ......1 ._ ._ .___ ...... _.. _... __...._ �.. (104,637) (116,500)i 11,863 1 111.34% 727,624 717,078 1 10,5461 98.55% (76,668) 856,589 ::'(161,389) . 24',721 786,244 70,345 (405,000) 28.77% 3,980,012 18.02% Net Expenditures ............ .._.............._............... _._....._.._...._-.._................... ....._...................._....................... 622,987 j 600,578 ! 22,409 1 96.40% 779,921. 684;855 95,066 3,575,012 16.80% BOARDS &AGENCIES Net Expenditures r 1,849,5951 1,795,1381 54,457 ; 9,705.57% 1,795,175.. 1,830,652 35,477 3,970,258; 4,521.46% ..................................._............................................ TOTAL OPERATING: ..._ ...... .......) ........(42,198,018) .. .........418,584 _ (39,608 994) (40,621;797) 18;826,645 ` 18,631,966 1,012,803 ' 194,079 (98,356,090)1 42.9% 70,348,935 26 0/ Revenue/Recoveries .....101.0% ( 41,779,434 18,581,191 18,307,475 273,716 98.5% Expenditures Net Operating Expenditures (23,198,243) (23,890,543) 692,300 ; 103.0% (20,782;949) (21;989,831) .; . 1,206;882 (28,007,155); 85.3% Municipality of Clarington Attachment 2 to Report FND-011-15 CORPORATION OF THE MUNICIPALITY OF CLARINGTON Continuity of Taxes Receivable for the First Quarter of the Year 2015 December 31, 2014 MARCH MARCH BEGINNING BAL. INTEREST TAXES PAYMENTS/ 2015 2014 RECEIVABLE ADDED BILLED BALANCE ADJUST. - CURRENT YEAR TAXES 5,573,367 37,785,430 43,358,797 (50,601,866) (7,243,069) (6,432,406) PENALTY AND INTEREST 215,088 48,778 263,866 241,592 22,274 23,872 FIRST PRIOR YEAR TAXES 1,576,078 1,576,078 2,062,440 3,638,518 4,176,256 PENALTY AND INTEREST 130,233 179,895 310,128 117,565 192,564 250,412 SECOND PRIOR YEAR TAXES 263,841 - 263,841 773,338 1,037,179 1,188,419 PENALTY AND INTEREST 45,821 52,600 98,421 3,475 94,946 124,130 THIRD & PRIOR YEARS TAXES 111,249 111,249 120,556 231,805 180,518 PENALTY AND INTEREST 73,777 11 666 85,443 20,145 105,587 72,379 SUB -TOTAL 7 989 455 292,939 37,785,430 46,067,824 47,988,018 1,920,194 416,419 PREPAID TAXES 4,558,569 TOTAL 3,430 886 292,939 37,785,430 46,067,824 47,988018 (1,920,194) 416,419 Includes refunds, write-offs, 357's, etc. NOTE 1: 2015 Interim Instalment months: February and April. 15-22 Attachment 3 to Municipality of Clarington Report FND-011-15 INVESTMENTS OUTSTANDING As at March 31, 2015 . . GENERALFUND CAPITAL FUND GENERAL FUND Total: - CAPITAL FUND Total: - NON DEV. CHARGE MONIES (including STATEGIC CAPITAL) BNS GIC H ORIGINAL 1,500,632.00 2.35% 01 -Jun -15 1,608,632.21 ISSUER OF TYPE of RATING I PURCHASE I COST OF I INTEREST I MATURITY MATURITY INVESTMENT INVESTMENT H DATE INVESTMENT RATE DATE AMOUNT GENERALFUND CAPITAL FUND GENERAL FUND Total: - CAPITAL FUND Total: - NON DEV. CHARGE MONIES (including STATEGIC CAPITAL) BNS GIC H 01 -Jun -12 1,500,632.00 2.35% 01 -Jun -15 1,608,632.21 BMO GIC H 26 -Sep -11 624,188.00 2.00% 28 -Sep -15 675,641.17 BMO GIC H 15 -Oct -13 .598,890.00 1.90% 15 -Oct -15 621,864.02 RBC GIC H 07 -Dec -11 1,922,733.00 2.35% 07 -Dec -15 2,109,941.00 RBC GIC H 07 -Dec -11 1,976,951.00 2.35% 07 -Dec -15 2,169,438.00 BMO coupons H 15 -Mar -12 176,636.37 2.540/. 28 -Mar -16 195,351.00 Tangerine (b/b BNS) GIC H 02 -May -13 1,001,980.00 1.90% 02 -May -16 1,060,184.88 Manulife Bank GIC HM 20 -Sep -11 2,000,000.00 2.60% 20 -Sep -16 2,273,876.11 BMO coupons L 15 -Mar -12 213,067.68 2.61% 28 -Sep -16 239,375.00 Tangerine (b/b BNS) GIC H 01 -Oct -12 1,819,048.00 2.35% 03 -Oct -16 1,996,160.91 Manulife Bank GIC HM 02 -Dec -11 2,000,000.00 2.71% 02 -Dec -16 2,286,091.67 Manulife Bank GIC HM 19 -Mar -12 1,693,000.00 2.88% 19 -Mar -17 1,951,224.70 BMO coupons H 15 -Mar -12 159,396.18 2.86% 28 -Mar -17 183,615.00 RBC GIC H 01 -May -13 1,000,000.00 2.10% 01 -May -17 1,086,683.24 BMO coupons L 15 -Mar -12 196,287.25 2.92% 28 -Sep -17 230,141.00 CWB GIC HM 01 -Oct -12 3,500,000.00 2.55% 01 -Oct -17 3,969,596.54 BNS GIC H 30 -Oct -12 1,884,365.00 .2.50% 30 -Oct -,17 2,131,986.04 HSBC GIC H 21 -Dec -12 1,121,354.00 2.40% 21 -Dec -17 1,262,352.30 National Bank GIC M 08 -Jan -13 1,900,503.00 2.40% 08 -Jan -18 2,139,776.15 National Bank GIC M 12 -Feb -13 1,927,464.00 2.45% 12 -Feb -18 2,175,434.89 National Bank GIC M 04 -Mar -13 741,320.00 2.45% 05 -Mar -18 836,748.00 CWB GIC HM 17 -Mar -14 672,368.00 2.30% 19 -Mar -18 736,392.86 Tangerine (b/b BNS) GIC H 25 -Mar -13 1,254,427.00 2.40% 26 -Mar -18 1,412,449.93 HSBC GIC H 13 -May -13 321,079.00 2.25% 14 -May -18 358,862.84 BNS GIC H 03 -Jun -13 1,499,069.00 2.30% 03-Jun=18 1,679,576.51 RBC GIC H 30 -Jul -13 2,341,277.00 2.60% 30 -Jul -18 2,661,886.92 BMO GIC H 30 -Sep -13 1,174,214.00 2.90% 01 -Oct -18 1,354,748.00 Prov NB coupons H 27 -Jun -13 248,068.78 2.59% 03 -Dec -18 285,071.00 RBC GIC H 11 -Mar -14 1,084,844.00 2.50% 11 -Mar -19 1,227,401.41 RBC GIC H 17 -Mar -14 1,000,000.00 2.50% 18 -Mar -19 1,131,408.21 Tangerine (b/b BNS) GIC H 02 -May -14 1,000,000.00 2.60% 02 -May -19 1,139,019.14 BMO GIC H 17 -Aug -14 830,000.00 2.41% 19 -Aug -19 935,015.04 BNS GIC H 12 -Sep -14 1,037,127.00 2.46% 12 -Sep -19 1,171,126.20 Manulife Bank GIC HM 23 -Sep -14 789,343.56 2.50% 22 -Sep -19 893,069.79 Tangerine (b/b BNS) GIC H 02 -Dec -14 1,191,382.00 2.56% 02 -Dec -19 1,351,889.19 Tangerine (b/b BNS) IGIC H 18 -Dec -14 1,045,809.00 2.56% 18 -Dec -19 1,186,704.08 Prov BC 113ond H 11 -Dec -13 2,369,685.75 2.70% 18 -Dec -22 2,425,000.00 NON D/C Total: 1 45,816,509.57 51,153,734.95 DEV. CHARGE FUNDS ONE FUND Bond NR 08 -Aug -00 3,761,445.19 n/a 3,761,445.19 ONE FUND Equity NR 31 -Jan -07 500,000.00 n/a 500,000.00 RBC GIC H 02 -Dec -14 35,625.00 1.25% 01 -Jun -15 35,845.83 BNS GIC H 20 -Dec -13 1,062,541.00 2.03% 20 -Dec -16 1,128,572.22 National Bank GIC HM 20 -Dec -13 1,300,000.00 2.75% 20 -Dec -18 1,488,855.35 Prov Ontario Bond H 19 -Dec -13 2,403,350.00 2.85% 02 -Jun -23 2,500,000.00 DC Total: 9,062,961.19 9,414,718.59 TOTAL INVESTMENTS 54,879,470.76 60,568,453.54 Note that interest is annual compounding with the exception of the following: (A) GIC Interest is paid semi-annually . (B) GIC Interest is paid annually (C ) Bond interest is paid semi-annually (D) Pooled Investment Fund (B) (C) (C) 15-23 Attachment 4 of Muncipality of Clarington Report FND-011-15 Interest 1.80% to 2.25% 1.2% to 3.35% 5.12% 1.2% to 3.8% 4.7% to 5.2% 4.45% to 4.75% Rates NOTE: 2014 changed to accrual basis for interest. Total 2015 budget is $3,730,892.21 - 298,562.58+333,180.33 = $3,765,509.96 NOTE: 2018 requires renewal of debenture for a further 5 year period unless funding is available from other sources. Partial funding at those times would reduce debenture burden for the following 5 year period. 15-24 Debenture Repayment Schedule as of January 1, 2015 Year South Courtice Indoor Soccer/ RRC Green Road Newcastle Newcastle Total Arena Lacrosse CCD Space Grade Separation Library Aquatic 2015 1,083,940.50 161,930.50 107,074.68 524,212.80 103,677.48 1,784,674.00 3,765,509.96 2016 1,083,562.50 163,394.50 107,074.68 531,120.80 103,575.48 1,785,231.50 3,773,959.46 2017 1,080,782.50 164,626.00 107,074.68 537,368.80 104,194.48 1,785,285.25 3,779,331.71 2018 165,415.00 107,074.68 542,379.30 556,507.98 1,784,635.50 3,156,012.46 2019 166,743.50 .107,074.68 - 546,086.30 1,784,054.75 2,603,959.23 2020 166,571.00 107,074.68 549,423.80 1,629,375.00 2,452,444.48 2021 165,899.00 53,537.34 552,300.30 1,071,000.00 1,842,736.64 2022 165,783.00 552,820.30 1,023,750.00 1,742,353.30 2023 165,253.00 553,160.30 718,413.30 2024+ 163,293.00 3,290,956.80 3,454,249.80 3,248,285.50 1,648,908.50 695,985.42 8,179,829.50 867,955.42 12,648,006.00 27,288,970.34. Principal at Jan 1/2015 3,117,000.00 1,426,000.00 585,726.46 6,388,600.00 737,000.00 10,741,000.00 22,995,326.46 Principal at Jan 1/2016 2,096,000.00 1,298,000.00 507,654.27 6,047,600.00 671,000.00 9,421,000.00 20,041,254.27 Interest 1.80% to 2.25% 1.2% to 3.35% 5.12% 1.2% to 3.8% 4.7% to 5.2% 4.45% to 4.75% Rates NOTE: 2014 changed to accrual basis for interest. Total 2015 budget is $3,730,892.21 - 298,562.58+333,180.33 = $3,765,509.96 NOTE: 2018 requires renewal of debenture for a further 5 year period unless funding is available from other sources. Partial funding at those times would reduce debenture burden for the following 5 year period. 15-24 Municipality of Clarington MUNICIPAL DEVELOPMENT CHARGES MONTH OF MARCH 2015 2014 Attachment 5 to Report FND-011-15 UNIT TYPE MUNICIPAL DEV. CHARGES PAID NUMBER OF UNITS MUNICIPAL NUMBER DEV: CHARGES PAID OF UNITS % CHANGE 2015 to 2014 Single/Semi- Detached Single/Semi- Detached -New construction $ 404,905.00 22 $ 933,900.00 60 -Additions $ 172.10 1 $ - 0 92 Townhouse $ - 0 $ 40,674.00 3 Apartment $ - 0 $ - 0 $ Commercial $ - 0 $ - 0 $ Agricultural $ - 0 $ - 0 Government $ - 0 $ - - 0 0 Institutional $ - 0 $ - 0 $ - 0 $ - Industrial $ - 0 $ - 0 TOTAL $ 405,077.10 23 $ 974,574.00 63 -58.4% MUNICIPAL DEVELOPMENT CHARGES JANUARY TO MARCH - YEAR TO DATE 2015 2014 UNIT TYPE MUNICIPAL DEV. CHARGES PAID NUMBER OF UNITS MUNICIPAL DEV, CHARGES PAID NUMBER OF UNITS % CHANGE 2015 to 2014 Single/Semi- Detached -New construction $ 1,499,814.00 92 $ 2,923,682.00 189 -Additions $ 172.10 1 $ 2,928.64 2 Townhouse $ 149,138.00 11 $ 284,226.00 21 -56.4% Apartment $ - 0 $ - 0 Commercial $ 8,120.82 1 $ - 0 Agricultural $ - 0 $ - 0 Government $ - 0 $ - 0 Institutional $ - 0 $ - 0 Industrial $ - 0 $ 591,693.93 2 TOTALI $ 1,657,244.92 105 $ 3,802,530.57 214 15-25 0 11 MEMOLeading the Wiry CLERK'S DEPARTMENT If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. To: Mayor Foster and Members of Council From: Anne Greentree, Deputy Clerk Date: May 22, 2015 Subject: General Purpose & Administration Committee Meeting Agenda — May 25, 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, May 25, 2015: 6. Delegations See attached Final List. (Attachment #1) 19. Other Business Appointment to Orono Arena Board Matrix and Confidential application received (late) from John Witheridge, for the Orono Arena Board. (distributed separately). (Attachment #2) A e re( tree, Mu c' al Clerk CAG/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 c(ffingoll ATTACHMENT # ':�_ TO UPDATE MEMO Final General Purpose and Administration Committee Agenda Date: May 25, 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 May 4, 2015 4-1 (b) Minutes of a Special Meeting of May 14, 2015 4-14 5. Public Meetings (a) Application for a Temporary Use By-law 5-1 Applicant: Farsight Investments Report: PSD -028-15 6. Delegations 6-1 (a) Craig Hebert, General Manager, Port Hope Area Initiative Management Office, Regarding an Annual Port Granby Project Update (b) Shawna Kulla, Courtice Family Concerts in the Park, Regarding a Request for an Exemption to the Sign By-law Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario LIC 3A6 905-623-3379 G.P. & A. Agenda 2 May 25, 2015 (c) Anthony Wood, Regarding Concerns Related to the Proposed Leash Free Dog Park in Newcastle (d) Janet Lange & Jennifer Laughlin, Janet Lange Art & Design, Regarding a Request for the Municipality to Waive the Permit Fee for the Rotary Park, Chalk it Up Event on June 20, 2015 7. Presentations No Presentations 8. Planning Services Department (a) PSD -028-15 An Application by Far Sight Investments Ltd. to Amend 8-1 Zoning By-law 84-63 to Permit a Temporary Sales Office for New Homes in a Subdivision on Lambs Road, North of King Street East, Bowmanville (b) PSD -029-15 Cultural Heritage Impacts of Highway 407 and 418 - 8-11 Process to Repeal Heritage Designation By-laws 90-186 and 89-187 and Remove Four Properties From'the Municipal Registry (c) PSD -030-15 Bill 73 — Smart Growth for our Communities Act 2015 8-17 Proposed Amendments to the Planning Act (d) PSD -031-15 Co-ordinated Provincial Review of the Growth Plan for 8-28 the Greater Golden Horseshoe; Greenbelt Plan, Oak Ridges Moraine Conservation Plan and Niagara Escarpment Plan Part 2 - Comments 9. Engineering Services Department (a) EGD -010-15 Bond Head Public Information Centre 9-1 (b) EGD -011-15 Policy for Entrances 9-11 10. Operations Department No Reports 11. Emergency and Fire Services Department (a) ESD -002-15 Emergency Services Activity Report — 1st Quarter of 11-1 2015 G. P. &A. Agenda 3 May 25, 2015 12. Community Services Department (a) CSD -005-15 June is Recreation and Parks Month 2015 12-1 13. Municipal Clerk's Department (a) CLD -012-15 Standing Committee Structure and Meeting Schedules 13-1 14. Corporate Services Department (a) COD -010-15 2015 Surface Asphalt, Various Locations 14-1 (b) COD -011-15 Quarry Bridge Rehabilitation 14-8 (c) COD -012-15 Nash Road Rehabilitation 14-15 15. Finance Department (a) FND-008-15 Annual Leasing Report - 2014 15-1 (b) FND-009-15 Annual Commodity Hedging Report - 2014 15-3 (c) FND-010-15 Annual Statement for the Development Charges 15-7 Reserve Fund for the Year Ended December 31, 2014 (d) FND-011-15 Financial Update as at March 31, 2015 15-15 16. Solicitors Department No Reports 17. Chief Administrative Office No Reports 18. Unfinished Business lHe=I - 19. Other Business (a) Appointment to Orono Arena Board 20. Communications 21. Confidential Reports No Reports 22. Adjournment PUBLIC MEETING Application By: Far Sight Investments Ltd,, •E r:rLGl I r:a r.I I[@ L"M K@Z •Ia 91111 O := ra I I I @I• • :� X11 R : rMo o7TFM :-i Clarington Planning Services Department • Background and Context Policy Framework Zoning III NT R'I R.4i1 r.rr.rrwrrrr..rrr.i T . ■ •lsoloo[: "pTict 1PLOPOSE€! ZCN�IIW i OY.LAW AMENDMEN4 FAR Sl"7 INVESTMENTS LTD HAS 861IT7Ed AN APPLPcATrDN TO pmENA THE ZORINC ZY•LAw T.D PERMIT THE E WELOFIVIEWr OF A TEMPORARY SALES 4" OFf IEE FOR NEVE HOMES IN A UB D'V':MCM ON L US ROAD. NORrit OF 111% STNEE7 EAST. BOWMAN'ALLE FILE M - -•., �... ._, . ,, e. .._ , .,. 44;4f w��� a1YtrliyY _.�� -.tit L"G ._:... 4ia°T��T�r4br��aaUBMEEFINI; r Municipality of Clarington Annual Project Update May 25, 2015 Craig Hebert Port Hope Area Initiative Canadi Management Office Port Granby Project moves forward! In 2015; Award contract for construction of Port Granby Project long-term waste management facility and existing site remediation Commission waste water treatment plant Undertake site preparation activities including construction of internal roadway and Lakeshore Road underpass In 2016; Construct engineered aboveground mound and begin remediation and waste transfer Canada UNRESTRICTED Clean construction material haul rou Elliott Road) Municipal road upgrades (Newtonvil Concession Road 1) Wastewater treatment plant Canada UNRESTRICTED Port Granby Project 2014 Public Attitude Survey 56% increase in participation over 2011 81% of residents surveyed are aware of the Port Granby Project 95% are satisfied with living in the community 46% identify the Port Granby Project as the most important issue facing the community 15% "never" or "not very often" think about iving in a community with low-level radioactive waste 19% say the Citizen liaison Group is important Top project benefits mentioned; Cleaning up the low-level radioactive waste — 28% Cleaner environment— 15% Canada UNRESTRICTED Addressing a long-standing environmental safely encapsulating the waste Lake Ontario Improving the quality of waste water discharged into lake Ontario Creating economic opportunities for area Canada UNRESTRICTED Project Information Exchange Port Granby Project Citizen liaison GroupIS , Port Granby Project V J p 4 � First Nations engagement,' Newsletters, bulletins and resident notifications Presentations and tours PHAI website www, hai,ca Public Attitude Survey r ; 1 � •,. � III d�. i' 4 L R s 4 i Canal' UNRESTRICTED PORT HoPEAw INITIAME 0 Port Hope Project I "'Pop I 0 PH Waste Management Facility _� �. � .. „/fin � -' 1"71 mit M Of �F Highland D Highland Di Strachan Ravine/Lions Club 7PZHoppe Waterfront Our strong team is positioned to deliver the project We are meeting our commitments and obligations under the legal Agreement, Environmental Assessment and Canadian Nuclear Safety Commission licence Our Number 1 priority is safety — of the public, our workers and the environment We are providing opportunities for qualified professionals in engineering, environmental science, project management, finance and contract administration We are committed to continue working collaboratively with the municipality as a partner in this project Canada UNRESTRICTED PourHaaEAw IrirrmTtve 1 Questions ? I 115 Toronto Road, Port Hope Ontario - 905,885.0291- info@phai,ca - www,phai,ca Follow us on Facebook and Twitter Canada UNRESTRICTED i■ 6whee, FAM' LV pacerh int lite PorA Dear Community Supporter, May 2015 We are very excited to announce our 2015 Concert Series artists and their performance dates. Tooley's Mill Park in Courtice will again be the venue for our concert series. It is an outstanding location, located right beside Farewell Creek and just off Hwy #2, with the new gazebo/band shell constructed on this historic site. The river setting is a perfect backdrop for Courtice Family Concerts in the Park, with three concerts featuring homegrown and up and coming talent. Courtice Family Concerts in the Park seeks to not only to entertain the young families that reside in the surrounding neighbourhoods, but build a stronger sense of community and identity for Courtice residents overall. It's fitting to hold the concert series at the former site of The Tooley Mill - a well -loved 1800's grist mill run by the local Tooley family — which soon became known as The People's Mill. The organizing committee, comprised of community and business leaders, is the same group that brings you the Annual Courtice Santa Claus Parade held each December in Courtice. Working diligently in the background, we are now seeking your financial and community support to make this event an annual event. Please take a moment to review the attached partnership options, and the value you will receive for your support. Thank you for your consideration, and we hope you will agree to become a community partner of our Concert Series. Dale Gibbons, Chair Organizing Committee Mary Novak, Honorary Chair Courtice Family Concerts in the Park c/o: RBC Royal Bank 1405 King St. E. Courtice, ON L1 E 2,16 61 Phone: (905) 436-9090 dtl Fax: (905) 576-5858 couqicefamilyconcerts@gmail.com COURTICE FAMILY CONCERTS IN THE PARK Concert Dates: Jack de Keyzer - June 10th Trish Robb -July 8th Patrick Lehman — August 121h Time: 7:00 PM to 8:30 PM Location: 71 Old Kingston Road, Courtice, ON (Just off Hwy 2, on the south side, near and across from Tim Horton's) Payment: Cheques for partnership contributions should be made payable to: Courtice Family Concerts in the Park. Payment can be mailed or delivered to: RBC Royal Bank, 1405 King St. East, Courtice ON UE 2.16. Please mark to the attention of Dawn Longmire. ORGANIZING COMMITTEE CONTACT INFO SHAWNA KULLA, Sponsorship/Business Liaison Phone: 905-440-4994 Email: courticefamilyconcerts@gmail.com DAWN LONGMIRE, Treasurer Phone: 289-385-3296 Email: courticefamilyconcerts@gmaii.com STEVE SIMIC, Media Relations Phone: 905-431-7026 Email: courticefamilyconcerts@gmai#.cam For other inquiries, please contact: DALE GIBBONS, Committee Chair: 905-436-9090 MARY NOVAK, Honorary Chair: 905-436-2583 HEIDI STEPHENSON, Communications: 905-436-2600 ext. 228 Courtice Family Concerts in the Park 2015 Courtice Family Concerts in the Park c/o: RBC Royal Bank 1405 King St. E. Courtice, ON L1 E 2,16 Phone: (905) 436-9090 wli Fax: (905) 576-5858 courticefamilyconcerts@ gmail.com 2015 CONCERT SERIES - 7:00 - 8:30PM TOOLETS MILL PARK 71 Old Kingston Road, Courtice y - Wednesday, Wednesday, July 8th - 7pm Committee Chair: Dale Gibbons Honourary Chair: Mary Novak Committee Members: Dawn Longmire, Steve Simic 5 Heidi Stephenson, Shawna Kulla Wednesday, August 12th - 7pm *BRING YOUR OWN LAWN CHAIR* I Courtice Family Concerts In The Park 2015 Concert Crews ($300) �I Business (name only) Friends ($100) Three Headline Partner spots available per show. Logo's required at time of Partnership. Names and logos will be sized according to partnership level. Yes I would like to partner with Courtice Family Concerts in the park 2015: Headline Partners 0 Concert Crew Business Friend Name: Business name: Phone Number: Address: Email address: Cheques payable to Courtice Family Concerts in the Park Name and Logo Name on road 8 X 10 Tent Name and logo Promotional On stage side reader ( Promote your in concert material for banner board business) program goody bag Headline Partners Iii) ($750) h IIS) Concert Crews ($300) �I Business (name only) Friends ($100) Three Headline Partner spots available per show. Logo's required at time of Partnership. Names and logos will be sized according to partnership level. Yes I would like to partner with Courtice Family Concerts in the park 2015: Headline Partners 0 Concert Crew Business Friend Name: Business name: Phone Number: Address: Email address: Cheques payable to Courtice Family Concerts in the Park THE PARK A WITH CHALKMASTER DAVE! 8 AMATEUR ARTISTS FROM LOCAL INSTITUTIONS *Face Painting & Waterproof KYLIE'S *AIRBRUSH TATTOOS LEMONADE * STAND TFS DANCE TROOP I ZUMBA WITH PAULENE I FOOD B ARTSY VENDORS! LIVE MUSIC ! UGLY HORSE G SOUTH CITY SUNRISE SPONSORED 1 gy : Kerry Avis RIB � Account Executive F