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Home My WebLink About09/08/2015 Clarington General Government Committee Agenda Date: Tuesday, September 8, 2015 Time: 9:30 AM Place: Council Chambers, 2nd Floor Municipal Administrative Centre 40 Temperance Street Bowmanville, Ontario Inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Michelle Chambers, Committee Coordinator, at 905-623-3379, ext. 2106 or by email at mchambers(a-clarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Audio Record: The Municipality of Clarington makes an audio record of General Government Committee meetings. If you make a delegation or presentation at a General Government Committee meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality's website. Noon Recess: Please be advised that, as per the Municipality of Clarington's Procedural By-law, this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by the Committee. Copies of Reports are available at www.clarington.net • General Government Committee Agenda Date: September 8, 2015 Time: 9:30 AM Place: Council Chambers 1 Call to Order 2 New Business — Introduction 3 Adopt the Agenda 4 Disclosures of Pecuniary Interest 5 Announcements 6 Adoption of Minutes of Previous Meeting 6.1 Minutes of a Regular Meeting of the General Purpose and Administration 6-1 Committee June 22, 2015 7 Delegations 7.1 Delegation of Ron Svajlenko, President, Unifor Local 222, Regarding a Proposed Resolution Requesting Support for Manufacturing in the Community 7.2 Delegation of Lysa Procunier, Regarding an Exemption to the Responsible Pet Owners By-law, 2013-024 8 Communications - Receive for Information 1-1 Minutes of the Tyrone Community Centre dated February 18, March 18, 8-1 April 15, May 27, and June 17, 2015 1-2 Lorraine Billings, Legislative Services Associate, Legislative and 8-8 Information Services, Town of Ajax— Regional Fire Services Study 9 Communications — Direction D-1 Chloe Pogue, Commis de bureau ACFO Durham-Peterborough — Request 9-1 for Flag Raising (Motion to approve raising of the Franco-Ontarian flag on September 25, 2015) Page 1 Uadvm General Government Committee Agenda Date: September 8, 2015 Time: 9:30 AM Place: Council Chambers D-2 Petition from Marjorie Middleton — Intersection at Clarington Boulevard 9-2 and Prince William Boulevard (Motion to refer to Staff) D-3 Nathan Farrell, McIntosh Perry Consulting Engineers Ltd. — Pavement 9-5 Rehabilitation Project Highway 401 and 35/115 — Noise Exemption (Motion to approve extension to the exemption to the Municipality's Noise By-law until October 31, 2015) D-4 Lorraine Sunstrum-Mann, Grandview Children's Centre — Grandview Kids 9-7 Week (Motion to approve raising of the Grandview Kids Flag from September 27 to October 4, 2015) D-5 Joel Locklin, Manager, Program Operations, Ministry of Agriculture, Food 9-9 and Rural Affairs — Federal Government's Small Communities Fund (SCF) (Motion to designate the Mayor and Municipal Clerk as signing officers for the New Building Canada Fund - Small Communities Fund Agreement and authorize the Mayor and Clerk to execute the Agreement) D-6 Cindy Anne Maher, Clerk/Director of Administration Services, Town of 9-14 New Tecumseth — Electricity Rates (Motion for Direction) D-7 Lorraine Billings, Legislative Services Associate, Legislative and 9-16 Information Services, Town of Ajax— Federal Party Leaders' Debate on Municipal Issues (Motion for Direction) D-8 Mary Medeiros, Acting City Clerk, City of Oshawa — Carbon Monoxide 9-17 Alarms in Assembly Operations (Motion for Direction) Page 2 ClaE100W General Government Committee Agenda Date: September 8, 2015 Time: 9:30 AM Place: Council Chambers D-9 Ron Svajlenko, President, Unifor Local 222, Proposed Resolution 9-19 Requesting Support for Manufacturing in the Community (Motion for Direction) 10 Presentations Basia Radomski, Corporate Communications Officer, Municipality of Clarington, Regarding a Demonstration of the Municipality of Clarington's Updated Website 11 Engineering Services Department 11.1 EGD-013-15 Report on Building Permit Activity for April, May, and June 11-1 2015 11.2 EGD-014-15 Newcastle Village Transit Service Strategy 11-8 12 Operations Department No Reports 13 Emergency and Fire Services Department No Reports 14 Community Services Department 14.1 CSD-010-15 Community Grant Request— Supplementary 14-1 15 Municipal Clerk's Department 15.1 CLD-015-15 Records Retention By-law 15-1 15.2 CLD-016-15 Off Leash Dog Park Maintenance Committee 15-134 15.3 CLD-017-15 Taxi By-law Amendments 15-138 16 Corporate Services Department 16.1 COD-016-15 Options for Delivery of Tourism Services 16-1 16.2 COD-017-15 Contract Awards During Council Recess 16-11 Page 3 General Government Committee Agenda Date: September 8, 2015 Time: 9:30 AM Place: Council Chambers 17 Finance Department 17.1 FND-013-15 2015/2016 Insurance Program 17-1 17.2 FND-014-15 Financial Update as at June 30, 2015 17-8 13 Solicitors Department 18.1 LGL-008-15 Orono Business Improvement Area By-law 18-1 19 Chief Administrative Office No Reports 20 New Business e Consideration 21 Unfinished Business None 22 Confidential Reports 22.1 FND-012-15 Tax Sale Extension Agreement— Municipal Act, 2001 23 Adjournment Page 4 UafifigtffllGeneral Purpose and Administration Committee Minutes June 22, 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, June 22, 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 C. Traill Councillor W. Woo Also Present: Chief Administrative Officer, F. Wu until 5:24 PM. Municipal Solicitor, A. Allison until 5:24 PM. Director of Engineering Services, T. Cannella until 5:24 PM. Director of Community Services, J. Caruana until 5:24 PM. Director of Planning Services, D. Crome until 5:24 PM. Director of Operations, F. Horvath until 5:35 PM. Director of Corporate Services & Human Resources, M. Marano until 5:24 PM. Director of Finance/Treasurer, N. Taylor until 5:24 PM. Director of Emergency & Fire Services, G. Weir until 5:24 PM. j Deputy Clerk, J. Gallagher Committee Coordinator, M. Chambers attended until 5:24 PM. Mayor Foster chaired this portion of the meeting. Disclosures of Pecuniary Interest Later in the meeting, Councillor Partner declared a pecuniary interest in Report PSD-037-15 regarding a General Amendment to Zoning By-law 84-63. Announcements Councillor Partner announced the following five items: h • Kendal Lion's Club's Strawberry Supper on Friday, June 26, 2015 from 5:30 PM to 8:30 PM at the Kendal Community Centre. • Grand Opening of Kate's Place on Saturday, June 27, 2015 at 11:00 AM in Downtown Newcastle. - 1 - 6-1 General Purpose and Administration Committee Minutes June 22, 2015 • Village of Newcastle's Celebrate Summer Sidewalk and Yard Sale on Saturday, June 27, 2015 from 9:00 AM to 4:00 PM in downtown Newcastle. • Concerts in the Park on Tuesday, June 23, 2015 at the Newcastle Community Hall Parkette at 7:00 PM. • Rodeo at the Orono Fair Grounds on Saturday, July 4, 2015 and Sunday, July 5, 2015. Councillor Woo announced the following two items: • Clarke High School's Commencement on Thursday, June 25, 2015 at 7:00 PM. • Canada Celebration on Wednesday, July 1, 2015 at Newcastle and District Recreation Complex from 2:00 PM to 10:00 PM. Councillor Hooper announced the following three items: • Clarington Public Library Summer Guide is available at: www.clarington-library.on.ca. • Concerts in the Park on Thursday, June 25, 2015 at Rotary Park, Bowmanville at 7:00 PM. • Relay for Life at the Clarington Central Secondary School on Saturday, June 20, 2015. Councillor Neal announced the following three items: • South Courtice Neighbourhood Associations Kids in the Park on Saturday, June 20, 2015 at Tooley's Mill Park. • Courtice Concerts in the Park on Wednesday, July 8, 2015 at 7:00 PM at Tooley's Mill Park. • South Courtice Neighbourhood Association's production of Hamlet by Driftwood Theatre Group on Wednesday, August 12,2015 at Roswell Park in Courtice at 7:30 PM. Mayor Foster announced the following upcoming events: • Grand Opening of the Mortgage Centre on Thursday, June 25, 2015 at 3:00 PM at 2727 Courtice Road. • Graduation Ceremony for the Centre for Individual Studies on Thursday, June 25, 2015. Minutes Resolution #GPA-419-15 Moved by Councillor Hooper, seconded by Councillor Woo - 2 - 6-2 General Purpose and Administration Committee Minutes June 22, 2015 That the minutes of the regular meeting of the General Purpose and Administration Committee held on June 8, 2015, be approved. CARRIED Councillor Woo chaired this portion of the meeting. Public Meeting (a) Subject: Applications for a Proposed Zoning By-law Amendment Applicant: 2346123 Ontario Inc. (Wally Gupta) Report: PSD-035-15 Nicole Zambri, Planner, made a verbal and electronic presentation to the Committee regarding the application. Jaswinder Bawa, local business owner, spoke in opposition to the application. Mr. Bawa explained to the Committee that he is concerned because he believes that there are currently enough gas stations located on Highway 35/115. He continued by noting that, since the highway median was constructed, the existing businesses are barely surviving. Mr. Bawa added that adding a similar type of business so closely located to his business will have a negative impact and is worried that he may have to close down his own business. Nipu Patel, local business owner, spoke in opposition'to the application. Ms. Patel explained to the Committee that she looked into purchasing the subject property from Mr. Gupta approximately one year ago and was advised by the Municipality that the only permitted use for this property was a restaurant and that a new gas station could not be built. She added that there is not enough demand for another gas station due to the way the highway is constructed. Ms. Patel concluded by explaining that, by adding an additional gas station at this location, existing businesses will be negatively impacted. Laverne Kirkness, Kirkness Consulting, spoke on behalf of the applicant. Mr. Kirkness provided an overview of the proposed plan for the property which includes a gas bar, Tim Hortons, and a convenience store. He highlighted the economic considerations used when submitting this application. Mr. Kirkness reviewed the site and surrounding area overview and noted that all of the uses are permitted on this property with the exception of adding a new gas bar. He continued by explaining that the proposal meets all of the planning policy framework and reviewed the supporting studies that were conducted prior to submitting the recommendations for this proposal. Mr. Kirkness added that the service station design guidelines have all been considered and highlighted.some of the specific features of this proposal. He concluded by noting that this development will serve the public and is requesting that this application be approved. i - 3 - 6-3 General Purpose and Administration Committee Minutes June 22, 2015 (b) Subject: Applications for a Proposed Zoning By-law Amendment Applicant: 1351739 Ontario Inc. (Baird/Gay) Report: PSD-036-15 Anne Taylor Scott, Planner, made a verbal and electronic presentation to the Committee regarding the application. No one spoke in opposition to the application. Michael Fry, DG Biddle &Associates, spoke on behalf of the applicant. Mr. Fry advised the Committee he was available to answer any additional questions regarding the application. (c) Subject: Applications for a Proposed General Amendment to Zoning By-law 84-63 Applicant: Municipality of Clarington Report: PSD-037-15 Tracey Webster, Planner, made a verbal and electronic presentation to the Committee regarding the application. John Palmer, local business owner, spoke in opposition to the application. Mr. Palmer noted he is concerned that the by-law allows an owner to own four dogs to be considered commercial and the responsible pet owner by-law states that if someone owns three dogs before they are considered to be commercial. He is also concerned that the existing by-law excludes veterinarian clinics and pet stores and believes that the pet stores will begin to board dogs. Mr. Palmer added that the definitions for home businesses should include home dog daycare and grooming businesses. He explained that he is also concerned with the signage for these businesses being displayed in residential areas. Mr. Palmer concluded by noting that he pays taxes for a commercial business and feels that these home businesses are going under the radar. Councillor Partner left the meeting. Recess Resolution #GPA-420-15 Moved by Councillor Cooke, seconded by Councillor Neal That the Committee recess for five minutes. CARRIED The meeting reconvened at 11:12 AM. Councillor Partner returned to the meeting. - 4 - 6-4 General Purpose and Administration Committee Minutes June 22, 2015 Public Meeting - Continued Deborah Mathias, local business owner, spoke in opposition to the application. Ms. Mathias is concerned with item #51 , Section 3.28 of Attachment 1 to Report PSD-037-15. She explained to the Committee that she is a local business owner and is concerned that the proposed change to Section 3.28 of the Zoning By-law will limit public special events to commercial or industrial properties. Ms. Mathias continued that currently her property is zoned agricultural. She feels that this changes will limit tourism in agricultural areas of the municipality. Ms. Mathias concluded by explaining that her business promotes agritourism and that these changes will no longer allow agricultural or rural properties to host public events and is asking that the by-law be changed to allow agricultural properties to be permitted to host public special events. Mayor Foster chaired this portion of the meeting. Delegations Delegation of Dave Eva and David Biggar, Capstone Power, Regarding Report LGL-005-15, ZEP Wind Farm Ganaraska Renewable Energy Approval No. 1426-9RWTSS Dave Eva, Vice President of Power Development, Capstone Power was present regarding Report LGL-005-15. Mr. Eva provided background information on Capstone Power and highlighted their work with respect to Wind Farms. He continued by thanking the Municipality for their cooperation during this process. Mr. Eva highlighted some aspects of the agreement including: transportation, traffic, additional security and protection for the Municipality. He continued by noting that they will be using a low impact technique, reaffirmed the community enhancement, and summarized the disbursement of funds. Mr. Eva added that they have committed to installing fire suppression technology in the wind turbines. He concluded by thanking the Committee and noting that Capstone is hoping to start construction in August, once approval has been received from the Environmental Review Tribunal. Delegation of Jody E. Johnson, Aird & Berlis LLP. Regarding Report LGL-006-15, Clarington Wind Farm Renewable Energy Approval No. 8383-9R8PSW Jody E. Johnson, Aird & Berlis LLP, was present as a representative of the proponent, Clarington Wind Farm. Ms. Johnson advised the Committee that she supports the recommendations of the staff report and is available to answer any questions with respect to the agreement or the report. - 5 - 6-5 General Purpose and Administration Committee Minutes June 22, 2015 Delegation of Ed Leader, Regarding Report PSD-039-15 the Request for Confirmation of Municipal Council Support for Resolution Under the Green Energy Act: Ground Mounted Solar Fit Project at 160 Morgans Road Ed Leader was present as a representative of Carbon Footprint Offsetters. Mr. Leader advised the Committee that the staff report adequately summarizes the project and he is available for any additional questions. Delegation of Bob Schickedanz, Far Sight Homes, Regarding Report PSD-038=15 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 and to Amend Sign By-law 2009-123 Bob Schickedanz, Far Sight Homes, was present regarding Report PSD-038-15. Mr. Schickedanz advised the Committee that he is extremely anxious to proceed with this project. He continued that he concurs with the staff report. Mr. Schickedanz noted to the Committee that he is looking for a small change to the sign by-law amendment. He explained that he is looking for the proposed angle on of the v-shaped signs be increased from a maximum of 45 degree angle to a 90 degree angle to assist with the placement of the road sign for the sales office. Recess Resolution #GPA-420-15 Moved by Councillor Neal, seconded by Councillor Woo That the Committee recess for 55 minutes. CARRIED The meeting reconvened at 12:56 PM. Delegations - Continued Delegation of Ted Brown, Regarding Report CSD-008-15, Regarding the Older Adult Strategy Governance Ted Brown advised the Municipal Clerk's Department, prior to the meeting, that he would be unable to attend as a delegation. - 6 - 6-6 I t i General Purpose and Administration Committee Minutes June 22, 2015 i Delegation of Barbara Singleton, Clarington Older Adult Board of Directors, . Regarding Report CSD-008-15, Regarding the Older Adult Strategy Governance Barbara Singleton, Director of Fundraising, Clarington Older Adult Association Centre Board (COAA), was present regarding Report CSD-008-15. Ms. Singleton highlighted the COAA "Vision" Business Plan that was submitted to the Municipality. She reviewed and summarized the four options recommended by staff in Report CSD-008-15. She continued by reviewing the COAA Business Plan and noting that they prepared the Plan with the intention of addressing each concern, satisfying the needs of growth, providing more outreach to the entire Municipality, and achieving diversity and inclusion by including seniors from all social and cultural groups. She added that they have designed a new management structure that will satisfy all of the needs, strengthen relationships with the municipality, and build community partnerships. Ms. Singleton concluded by added that this has been a learning process and they are confident that they have created a logical solution for the COAA. Delegation of Nancy Kelman, Regarding Report CSD-008-15, Regarding the Older Adult Strategy Governance Nancy Kelman, COAA member, addressed the Committee regarding Report CSD-008-15. Ms. Kelman advised the Committee that the COAA has provided a plan that the Municipality requested. She continued by requesting more details with respect to how the Municipality plans to run the COAA. Ms. Kelman added that the COAA have previously avoided the Municipality taking over the operation by providing volunteers and organizing fundraising. She concluded by noting the COAA welcomes any adult over the age of 50 and she feels that the COAA members should be given more access to the programs within the municipality, specifically aquafit. Delegation of Donna Lanigan, Regarding Report CSD-008-15, Regarding the Older Adult Strategy Governance Donna Lanigan, was present to address the Committee regarding Report CSD-008-15. Ms. Lanigan advised the Committee that she is currently a member of the Courtice Seniors Club. She thanked the municipality for the space that has been provided to.the Courtice Seniors Club at the Courtice Community Complex. Ms. Lanigan continued that she is impressed with the proposed strategy and supports the municipality taking over the operations and administration of the COAA. She summarized the struggles that the Courtice Seniors Club have encountered over the last three years, which have included: lack of funds, cancelled courses, loss of instructors, and the loss of the coordinator. Ms. Lanigan explained to the Committee that Courtice is rapidly growing and they are hoping to expand and raise awareness of the Courtice Seniors Club. She provided suggestions to the Committee with respect to management, programs, and structure, in addition to providing a handout. Ms. Lanigan concluded by explaining that she hopes the locations will expand and overlap in the future, no residents will turned away, and the needs of seniors will be looked after. - 7 - 6-7 General Purpose and Administration Committee Minutes June 22, 2015 Presentations There were no presentations. Alter the Agenda Resolution #GPA-422-15 Moved by Councillor Neal, seconded by Councillor Traill That the Agenda be altered to consider the Community Services portion of the Agenda at this time. CARRIED Councillor Hooper chaired this portion of the meeting. Community Services Department Older Adult Strategy Governance Resolution #GPA-423-15 Moved by Councillor Neal, seconded by Councillor Traill Be it resolved that: 1. The COAA be converted to a non-profit corporation without share capital, with the existing members of the COAA to be the members of the corporation, and the Articles of Incorporation and the By-laws are to be approved by Council in September 2015, and the incorporators shall be as determined by staff. 2. The Articles shall provide that members must have a minimum age of 55, subject to any current members who are less than 55 as of the date hereof being eligible to carry their membership forward. 3. The composition of the Board of Directors for the new corporation shall be as set forth on page 5 of the COAA business plan, with staff to report back in September 2015 on non-members being Directors under the Corporations Act. 4. On a date to be determined by Council in September 2015, the new Board of Directors shall be elected, with the President, VP, Secretary, and Treasurer to be elected directly by the members, and to be Directors by virtue of their office. 5. Upon the election of the new Board of Directors, the existing by-law shall be repealed, and a 5 year lease for the Beech Centre between the incorporated entity and Clarington shall be entered into at a nominal rent, with the lease to be approved by Council, together with a service level agreement ("SLA"). - 8 - 6-8 i i General Purpose and Administration Committee Minutes June 22, 2015 i 6. The SLA shall be drafted by staff in consultation with the COAA, and shall set forth the service standards for the delivery of the services by the COAA, and shall include staffing policies. ! 7. The Business Plan of the COAA as set forth in the agenda is hereby approved, subject to the following: a.) The Community Services Department ("CSD") shall assume responsibility for the management, staffing, equipping and operation of the new Courtice space, and the age eligibility shall be determined by the CSD, and the CSD will be required to meet the same SLA targets for levels of attendance, availability and diversity of programs, and support for under- represented groups, (cultural, denominational, visible minorities); b.) Municipal staff would provide legal and other advisory services as required to the COAA; subject to normal staffing considerations; and c.) Community halls will be subject to normal rates, and shall be indemnified i by Clarington. i 7. The CSD shall receive funding for staffing Courtice for 2015, with the actual amount and source of funding to be determined by Council at its next meeting. MOTION LOST i Recess i Resolution #GPA-424-15 i Moved by Mayor Foster seconded by Councillor Partner That the Committee recess for 10 minutes. CARRIED The meeting reconvened at 1:44 PM with Councillor Hooper in the Chair. l Resolution #GPA-425-15 Moved by Councillor Cooke, seconded by Councillor Partner That Report CSD-008-15 be received; i That By-law 2011-106 be repealed effective January 1, 2016; That staff develop a two year Agreement for the use and operation of 26 Beech Avenue by the COAA as a registered not-for-profit corporation; i - 9 - 6-9 General Purpose and Administration Committee Minutes June 22, 2015 That the Agreement identify that the minimum qualifying age for membership with the COAA be established at 60 years with the exception of current COAA members between the ages of 50-59 years who will be grandfathered; That the COAA update the organization's information with the Province of Ontario Ministry of Government Services in regard to their corporate status; That the mandate of the Community Services Department be expanded to include responsibility for community programming for adults age 60 years and over living in Clarington effective January 1, 2016; That the Community Services Department be given budget approval to recruit and hire an Older Adult Co-ordinator and Older Adult Programmer (non-affiliated positions) with a start date of August 2015, at a cost of approximately $72,400 including salaries and benefits for 2015; That the Community Services Department be given 2015 budget approval for $40,000 for capital equipment purchases for the dedicated space at the Courtice Community Complex and that the necessary funds be accessed from the Community Services Capital Reserve Fund; That the Community Services Department develop a 2016 Older Adult Budget as a part of the overall Community Services 2016 budget submission; and That the COACB be directed to liaise with the Municipal Director of Finance/Treasurer on the development of a revised 2015 budget. CARRIED AS AMENDED (See following motions) Resolution #GPA-426-15 Moved by Councillor Neal, seconded by Councillor Traill That the foregoing Resolution #GPA-425-15 be amended as follows: Paragraph three and Paragraph five, replace the-words "60 years" with "55 years"; Paragraph three, replace the words "50-59" with "50-54"; and Paragraph two, replace the word "agreement" with "five year agreement. MOTION DIVIDED (See following motions) - 10 - 6-10 General Purpose and Administration Committee Minutes June 22, 2015 Resolution #GPA-427-15 Moved by Councillor Cooke, seconded by Councillor Traill That the foregoing Resolution #GPA-426-15 be divided to consider each amendment separately. CARRIED The Committee considered the following amendment: Paragraph three and Paragraph five, ,replace the words "60 years" with "55 years". The above amendment was put to a vote and carried. The Committee considered the following amendment: Paragraph two, replace the word "agreement" with "five year agreement". The above amendment was with put to a vote and lost. Resolution #GPA-428-15 Moved by Councillor Neal, seconded by Councillor Traill That the foregoing Resolution #GPA-425-15 be amended by adding the following after paragraph three: "That the President, Vice President, Secretary and Treasurer be directly elected by the COAA members and that they be directors by virtue of their office." MOTION WITHDRAWN The foregoing Resolution #GPA-425-15 was then put to a vote and carried as amended. Recess Resolution #GPA-429-15 Moved by Mayor Foster, seconded by Councillor Partner That the Committee recess for 15 minutes. CARRIED The meeting reconvened at 3:05 PM with Councillor Woo in the Chair. - 11 - 6-11 General Purpose and Administration Committee Minutes June 22, 2015 Planning Services An Application by 2346123 Ontario Inc. (Wally Gupta) to Permit a Motor Vehicle Fuel Bar Resolution #GPA-430-15 Moved by Councillor Partner, seconded by Councillor Cooke That Report PSD-035-15 be received; That the proposed application for Rezoning ZBA 2015-0005 continue to be processed including the preparation of a subsequent report; and That all interested parties listed in Report PSD-035-15 and any delegations be advised of Council's decision. CARRIED A Rezoning Application by 1351739 Ontario Limited (Gay/Baird)to Amend Zoning By-Law 84-63 to Permit the Severance of a Residential Lot Fronting on Townline Road Resolution #GPA-431-15 Moved by Councillor Neal, seconded by Councillor Cooke That Report PSD-036-15 be received;. That the Zoning By-Law Amendment (ZBA-2015-0007) application submitted by 1351739 Ontario Limited (Gay/Baird) to allow the severance of an existing lot continue to be processed and that a subsequent report be prepared, and That all interested parties listed in Report PSD-036-15 and any delegations be advised of Council's decision. CARRIED Public Meeting Report for a General Amendment to Zoning By-law 84-63 Resolution #GPA-432-15 Moved by Councillor Traill, seconded by Councillor Partner That Report PSD-037-15 be received; That the proposed application for Rezoning ZBA 2015-0004 continue to be processed including the preparation of a subsequent report; - 12 - 6-12 General Purpose and Administration Committee Minutes June 22, 2015 That staff consider the public comments received in the further processing of the General Amendment to Zoning By-law 84-63 proposed by the Municipality of Clarington; and That all interested parties listed in-Report PSD-037-15 and any delegations be advised of Council's decision. CARRIED LATER IN THE MEETING (See following motions) Resolution #GPA-433-15 Moved by Councillor Partner, seconded by Mayor Foster That the foregoing Resolution #GPA-432-15 be divided to consider Section 23 of Attachment #1 to Report PSD-037-15 separately. CARRIED Councillor Partner declared a pecuniary interest in Section 23 of Attachment#1 to Report PSD-037-15, Public Meeting Report for a General Amendment to Zoning By-law 84-63, as she is an owner of a dog related business. Councillor Partner left the room and refrained from discussion and voting on this matter Resolution #GPA-434-15 Moved by Mayor Foster, seconded by Councillor Cooke That Section 23 of Attachment#1 to Report PSD-037-15, A General Amendment to the Zoning By-law 84-63, be approved. CARRIED Councillor Partner returned to the meeting. Moved by Councillor Hooper, seconded by Councillor Neal That the Committee approved the remainder of Resolution #GPA-432-15. CARRIED I - 13 - 6-13 General Purpose and Administration Committee Minutes June 22, 2015 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 and to Amend Sign By-law 2009-0123 Resolution #GPA-435-15 Moved by Councillor Hooper, seconded by Councillor Traill That Report PSD-038-15 be received; That the Zoning By-law Amendment submitted by Far Sight Investments Limited as contained in Attachment 1 of Report PSD-038-15 be approved, with the following amendment: Section 9.27, Paragraph one, be amended to replace the words "two subdivision development signs" with the words "three subdivision development signs." That the Sign By-law Amendment submitted by Far Sight Investments Ltd. be approved as contained in Attachment 2 to Report PSD-038-15; That the Durham Regional Planning Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-038-15 and Council's decision; and That all interested parties listed in Report PSD-038-15 and any delegations be advised of Council's decision. CARRIED Councillor Traill left the meeting at 3:45 PM. Request for Confirmation of Municipal Council Support for Resolution Under the Green Energy Act: Ground Mounted Solar FIT Project at 160 Morgans Road Resolution #GPA-436-15 Moved by Councillor Partner, seconded by Councillor Hooper That Report PSD-039-15 be received; That Council approve the Resolution contained in Attachment 1 supporting the Feed-in Tariff (FIT) application by Edward J. Leader on behalf of Carbon Footprint Offsetters, at 160 Morgans Road, Newcastle as follows: Whereas Carbon Footprint Offsetters (the applicant) proposes to construct and operate a ground mounted solar array (the "Project") on a farm located at 160 Morgan's Road, Newcastle (the "Lands") in the Municipality of Clarington under the Province's FIT Program; - 14 - 6-14 General Purpose and Administration Committee Minutes June 22, 2015 I And whereas the Applicant has requested that Council of the Municipality of Clarington indicate by resolution Council's support for the construction and operation of the Project on the Property; i And whereas, pursuant to the rules governing the FIT Program (the "FIT Rules"), Applications whose Projects receive the formal support of Local Municipalities will be awarded Priority Points, which may result in the Applicant being offered a FIT Contract prior to other persons applying for FIT Contracts; i Now therefore be it resolved that: Council of the Municipality of Clarington supports without reservation the construction and operation of the Project on the Lands. j i This resolution's sole purpose is to enable the Applicant to receive Priority Points I under the FIT Program and may not be used for the purpose of any other form of municipal approval in relation to the Application or Project or any other purpose. That all interested parties listed in Report PSD-039-15 and any delegations be advised j of Council's decision. CARRIED Enniskillen Environmental Association Tritium Testing on Private Wells Resolution #GPA-437-15 Moved by Councillor Cooke, seconded by Mayor Foster Whereas the Enniskillen Environmental Association would like to undertake Tritium Testing on private wells; Whereas the purpose of the Tritium Testing is to establish an additional line of evidence to support the vertical separation of the sands at the shallow, intermediate and deep levels; in addition, it will determine the age of the water in each aquifer layer; Whereas the Municipality has contributed $25,000 towards G360 Group's rotosonic hole and research, if the Tritium test on the private wells are considered as part of the research to be undertaken; and Now therefore it be resolved that the funds identified under Resolution #C-136-15 for rotosonic proposal, that will flow through CLOCA, can be used for the Tritium tests on private wells estimated to cost $500. CARRIED - 15 - 6-15 General Purpose and Administration Committee Minutes June 22, 2015 Engineering Services Department There were no reports to be considered under this section of the Agenda. Councillor Partner chaired this portion of the meeting. Operations Department 2015 Winter Budget Report Resolution #GPA-438-15 Moved by Councillor Hooper, seconded by Councillor Woo That Report OPD-008-15 be.received for information. CARRIED Councillor Traill returned to the meeting at 3:57 PM. Emergency and Fire Services Department There were no reports to be considered under this section of the Agenda. Councillor Hooper chaired this portion of the meeting. Community Services Department The Community Services Department portion of the agenda was considered earlier in the meeting following the delegation portion 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. - 16 - 6-1 6 k i General Purpose and Administration Committee Minutes June 22, 2015 I Corporate Services Department i Facilities Development Strategy i Resolution #GPA-439-15 i Moved by Councillor Hooper, seconded by Councillor Woo That Report COD-014-15 be received; That Monteith Brown Planning Consultants, with a total bid amount of$59,987.52 (net H.S.T. Rebate) being the highest scoring proponent meeting all terms, conditions and specifications of Request for Proposal RFP2015-7 be awarded the contract for the development of the Facilities Development Strategy as required by the Municipality of Clarington, Community Services Department; . That the funds required in the amount of$59,987.52 (net HST Rebate) be drawn from the following accounts: Community Services Consulting 100-42-130-10085-7160 $ 59,987.52 That all interested parties listed in Report COD-014-15 and any delegations be advised of Council's decision. CARRIED Odell Street and Prospect Street Reconstruction Resolution #GPA-440-15 Moved by Councillor Hooper, seconded by Councillor Neal That Report COD-015-15 be received; That Nick Carchidi Excavating Ltd. with a total bid amount of$1,246,670.36 (net H.S.T. Rebate) being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2015-15 be awarded the contract for Odell Street and Prospect Street Reconstruction as required by the Municipality of Clarington, Engineering Services Department; That the funds required in the amount of$ 1,349,621.95 (net HST Rebate) including construction cost of$ 1,246,670.36, $50,270.22 contingency and $52,681.37 contract administration and other costs associated with the project, be drawn from the following accounts: Odell Street Reconstruction 110-32-330-83414-7401 $ 576,000.00 Funded by Region of Durham $ 735,120.60 - 17 - 6-17 General Purpose and Administration Committee Minutes June 22, 2015 That the Funding shortfall be funded from the following account: Duke Street Reconstruction 110-32-330-83359-7401 $ 38,501.35 That all interested parties listed in Report COD-015-15 and any delegations be advised of Council's decision. CARRIED Finance Department There were no reports to be considered under this section of the Agenda. Solicitor's Department ZEP Wind Farm Ganaraska Renewable Energy Approval No. 1426-9RWTSS Resolution #GPA-441-15 Moved by Councillor Partner, seconded by Councillor Woo That Report LGL-005-15 be received; That Mayor and Clerk be authorized to execute a Road Use Agreement with Ganaraska Nominee Ltd. substantially on the terms set out in the draft agreement attached to this Report (Attachment 4 to Report LGL-005-15) if the Environmental Review Tribunal dismisses the appeal of the Director's decision to approve the ZEP Wind Farm; and That Clarington Wind Concerns, Grant Greenwood and any delegations be advised of Council's decision. CARRIED Clarington Wind Farm Renewable Energy Approval No. 8383-9R8PSW Resolution #GPA-442-15 Moved by Councillor Woo, seconded by Councillor Partner That Report LGL-006-15 be received; That the Mayor and Clerk be authorized to execute a Road Use Agreement with Clarington Wind Power (GP) Inc., as general partner for and on behalf of Clarington Wind Power LP, substantially on the terms set out in the draft agreement attached to this Report (Attachment 2 to Report LGL-006-15); and That Preet Khurana, Gerry Mahoney, the Port Hope Area Initiative and any delegations be advised of Council's decision. CARRIED - 18 - 6-18 i General Purpose and Administration Committee Minutes June 22, 2015 Chief Administrative Officer I Strategic Plan 2015-2018 Resolution #GPA-443-15 Moved by Councillor Hooper, seconded by Councillor Traill That Report CAO-002-15 be received; and That Council endorse the Strategic Plan 2015-2018 appended to Report CAO-002-15, as amended as follows: Page 3 of Attachment#1 to Report CAO-002-15, Item #1 of the Strategic Priorities be changed to: "Facilitate the creation of jobs, attraction of new businesses and expansion of existing businesses" CARRIED AS AMENDED (See following motion) Resolution #GPA-444-15 Moved by Councillor Traill, seconded by Councillor Hooper That the foregoing Resolution #GPA-443-15 be amended to add the following to the end: Page 3 of Attachment#110 Report CAO-002-15, Item #2 of the Strategic Priorities, delete the words "Ensure and" prior to the word "demonstrate; and Page 3 of Attachment#1 to Report CAO-002-15, Item #5 of the Strategic Priorities, the word "residents" be changed to "resident"." CARRIED The foregoing Resolution #GPA-443-15 was then put to a vote and carried as amended. Unfinished Business There were no items to be considered under this section of the Agenda. - 19 - 6-19 General Purpose and Administration Committee Minutes June 22, 2015 Other Business GO Train Extension to Clarington Resolution #GPA-445-15 Moved by Councillor Neal, seconded by Councillor Traill Whereas Clarington residents have been promised the GO Train for over twenty years, and the extension will become increasingly important with continued residential expansion; Now therefore be it resolved that: 1. Clarington is requesting that the Province fund Metrolinx to extend the GO Train to Bowmanville and Courtice, no later than 2018; 2. Clarington is requesting that the federal government contribute one third of the cost; 3. Clarington is prepared to accept an extension of the present GO line along the lakeshore if the plan for using the CPR line north of highway 401 is beyond a five year time horizon; 4. This resolution be forwarded to MPP Granville Anderson, the Minister of Transport, the Premier, Metrolinx, Durham Region MP, Erin O'Toole, and the Prime Minister. MOTION LOST LATER IN THE MEETING (See following motion) Suspend the Rules Resolution #GPA-446-15 Moved by Councillor Neal, seconded by Councillor Cooke That the Rules of Procedure be suspended to allow Members of Committee to speak to the matter of the foregoing Resolution #GPA-445-15 a second time. CARRIED The foregoing Resolution #GPA-445-15 was then put to a vote and lost. - 20 - 6-20 I I General Purpose and Administration Committee Minutes June 22, 2015 Veteran's Light Armoured Vehicle (LAV) Memorial Project Resolution #GPA-447-15 Moved by Councillor Cooke, seconded by Councillor Hooper That the Municipality of Clarington indicate its interest to the Federal Government and Minister O'Toole in participating in the Veteran's Light Armoured Vehicle Memorial (LAV) Project provided no more than $20,000 be required to establish the memorial. CARRIED AS AMENDED (See following motion) Resolution #GPA-448-15 Moved by Councillor Traill, seconded by Councillor Partner That the foregoing Resolution #GPA-447-15 be amended to add the following at the end: "provided that Contractors procuring for the project be part of a nationwide veterans training program and hire veterans first for their projects, such as Helmets to Hard Hats." CARRIED The foregoing Resolution #GPA-447-15 was then put to a vote and carried. By-law Regarding Removal of Graffiti Resolution #GPA-449-15 Moved by Councillor Woo, seconded by Councillor Traill That staff prepare a report in consideration of: 1. A by-law requiring the removal of graffiti and tagging on street hardware at the owner's expense; and 2. Options to facilitate public reporting of tagging/graffiti. CARRIED Communications There were no items considered under this section of the Agenda. - 21 - 6-21 General Purpose and Administration Committee Minutes June 22, 2015 Recess Resolution #GPA-450-15 Moved by Councillor Partner, seconded by Councillor Traill That the Committee recess for five minutes. CARRIED The meeting reconvened at 5:16 PM. Closed Session Resolution #GPA-451-15 Moved by Councillor Partner, seconded by Councillor Woo That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing Report PSD-040-15 regarding Applications by Port Darlington Land Corporation to Amend the Clarington Official Plan and Zoning By-law to Permit a 234-Unit Draft Plan of Subdivision and Report LGL-007-15 regarding Clarington v. Waste Management of Canada Claim for Royalties, matters which deal with: • litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; • advice that is subject to solicitor-client privilege, including communications necessary for that purpose. CARRIED Rise and Report The meeting resumed in open session at 5:47 PM with Mayor Foster in the Chair. Mayor Foster advised that two items were discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. - 22 - 6-22 i General Purpose and Administration Committee Minutes June 22, 2015 Confidential Reports Applications by Port Darlington Land Corporation to Amend the Clarington Official Plan and Zoning By-law to Permit a 234-Unit Draft Plan of Subdivision Resolution #GPA-452-15 Moved by Councillor Woo, seconded by Councillor Partner That Report PSD-040-15 be received; That Staff be directed to take all steps necessary to seek approval from the Ontario Municipal Board for Clarington Official Plan Amendment No. 102 (COPA 2013-0002), Zoning By-law Amendment (ZBA 2013-0028) and Draft Plan of Subdivision (S-C-2013-0002), generally as set out in Attachments 1, 2 and 3 of Report PSD-040-15, respectively; That should Council endorse Staff's recommendation, the municipal solicitor be authorized to provide a copy of Report PSD-040-15 to any interested party who requests a copy; and That all interested parties listed in Report PSD-040-15 and any delegations be advised of Council's position. CARRIED Clarington v. Waste Management of Canada Claim for Royalties Resolution #GPA-453-15 Moved by Councillor Traill, seconded by Councillor Hooper That Report LGL-007-15 be received; That Staff be directed to settle the claim against Waste Management of Canada generally on the terms set out in Report LGL-007-15, with the following amendment: "Section 1.4, Item #6 — change "December 31, 2014" to "June 30, 2014"; and That Mayor and Clerk be authorized to execute any documents necessary to effect the settlement. CARRIED - 23 - 6-23 General Purpose and Administration Committee Minutes June 22, 2015 Adiournment Resolution #GPA-454-15 Moved by Councillor Partner, seconded by Councillor Woo That the meeting adjourn at 5:51 PM. CARRIED MAYOR DEPUTY CLERK - 24 - 6-24 1 = 1 Tyrone Community Centre Annual Meeting February 18, 2015 Annual Meeting: Present: Corinna Traill Municipal Representative, Larry Quinney,Joy Vaneyk, Dave Taylor, Laurie LaFrance, Claude Godin. Walter Loveridge representing Seniors. Absent: Corinne VandeGrootevheen, Ed Wilson and Joanne Skinner who is ill. Interested parties Cecile Bowers and Paul.Rowan. Meeting opened by Corinna Traill. Nominations to the 2015-2016 Board. Members present agreed to remain on Board. Corinne had previously agreed in absentia to remain on the board and still do the Rental bookings. Joy Vaneyk agreed to be Chairman of the Board. Joy Vaneyk nominated Cecile Bowers to become a Board member. Cecile accepted and accepted the position as Secretary. Cecile nominated Paul Rowan to become a Board Member at Large..Paul accepted that he would make meetings as possible...is a firefighter. Opened General Meeting: M/S by Cecile Bowers and Larry Quinney to approve minutes as typed. CARRIED. Regarding Finance: Claude Godin who has agreed to do the books until Joanne is better, he will meet with Joanne to find out more about expenses, etc. Maintenance Report: Larry showed sample#66-Shadow Ridge carpet for stage, all agreed on texture and colour. He will purchase it. Questions of the electrical problems...noted that the electrical has been fully checked and all is up to code. We do have problems with people plugging in too-many devices into outlets in main hall and blowing fuses, no problem in kitchen. M/S by Cecile and Joy to ask town if they would give permission for Board to add two power outlets either side of the stage. CARRIED. Need to run separate circuit, each side of stage or run 2 circuits, meaning four lines to bring up the power in these outlets. We need to approach Town to see if they would cover this expense. Bookings: Coming up is Church Dinner Feb. 28, 2015. February 23 funeral for Dance Report: Dave reported that they did get a few more at last two dances. New Year's Eve Dance is booked. Upcoming Events: Proposal regarding having a fundraiser to help Carson McConaghy family, hospital expenses very high in Toronto. Will discuss at March meeting. Communications Report: Joy to sent Card of Thanks to Sue Sutcliffe for her services in keeping Tyrone Community Centre webpage, it will close February 28. Old Business: Need to get quotes for bar counter and ladies' washroom counter. New Business: Parking lot lights...insufficient in lighting parking lot..safety issue. Ladies' washroom doors...need repair Bookshelves...Joy and Cecile to check shelves, cupboards and filing cabinet and tidy as necessary. Also the basement under kitchen and purge as necessary. Cecile had asked where picture of R.S. McLaughlin had gone, it always hung just inside hall, as his large donation paid for the pictures hung in the hall. Cenotaph bricks are deteriorating and Cecile to speak to Wayne Avery, a stone mason. Larry to speak to Rob Groen about water in basement.:.dampness could be a health issue. 8-1 Page Two: February 18, 2015 Cecile noted that the walkway is a safety issue as the start of the walkway is dangerously raised for anyone with walkers, etc. They cannot handle the ledge and it needs to be addressed and also the interlocking brick has sunk in some areas. Should be dealt with by the Town. M/S by Cecile Bowers and Joy Vaneyk to adjourn. CARRIED. 8-2 Tyrone Community Centre General Mtg. March 18, 2015-06-23 Present: Larry Quinney, Dave Taylor,.Corinne VandeGrootevheen, Ed Wilson, Laurie LaFrance, Walter Loveridge, Joy Vaneyk, Paul Rowan and Cecile Bowers. Excused: Corinna Traill, Claude Godin and Joanne Skinner. Minutes of February 18, 2015 Annual &General Meeting: M/S by Larry and Dave to accept minutes as printed. CARRIED. Treasurer's Report: No report at this time. _______ father had passed away and Claude is out of town. Old Business Arising from Minutes: Electrical upgrade. Taken by Larry to town for approval . Re-carpeting Stage. New carpet to be laid at the end of this week. Sign. All sign at road needs is shelves to hold letters. Corinne and Ed looking into shelves. Card of Thanks sent to Sue Sutcliffe for Tyrone Community Centre Webpage. Larry noted entrance to Ladies' Washroom is fixed. Contacting Town about lights for parking lot...need to retrograde the lights present and add a few extra for safety walking in parking lot. Larry noted cage around Propane tank needs replacing or repaired, asking Town about this. Kitchen fan on roof sounds as if bearings are worn. Laneway and parking lot need grading and gravelling, potholes are a safety issue for anyone walking from cars into hall. Fundraiser for McConaghy family. Donations at March Dance totalled $409.00. April 4th dance will hold Silent Auction with all monies to go the McConaghy family to offset their medical costs... Larry noted he has ordered three sets of new legs for round tables. Discussion about trees being planted in memory of Robyn Wodnisky. Apple trees on east side of hall in bad shape...Ralph Bowers and Paul Rowan to cut these down. New Business: CPR Training Thursday, April 23 or April 27,five hour training will be paid by Municipality. Most interested in the time slot from 1 pm to 6 pm. Cost comparison of Other Halls in Area: Baseline Community Centre has closed due to lack of volunteers Corinne told prices of local halls compared to Tyrone Solina.....$350.00 plus $200.00 damage deposit. $100.00 for basement. Newcastle Town Hall....$950.00.plus tax plus $200.00 damage deposit plus bartender. Orono Hall....$450.00. Tyrone......$30.00 per hour Monday,Tuesday and Wednesday plus $50.00 for kitchen; Hall $400.00 for Friday or Saturday plus$200.00 damage deposit. We pay bartender$18.00 per hour. Bartenders...need 2 if over 100 people present. Hire 2 and have a third on call if over 200 present. The cost of the third comes out of their damage deposit. Larry opens bar....renter buys booze, liquor, licence and insurance. Every bartender must have Smart Serve. In Corinne's absence Dave Taylor agreed to look after rentals and assign bartenders. M/S by Larry Quinney and Ed Wilson to adjourn. CARRIED. 8-3 Tyrone Community Centre General Meeting, A-pril 15, 2015 Present: Chairman Joy Vaneyk, Treasurer Claude Godin, Secretary Cecile Bowers, V.Chairman Larry Quinney, Ed Wilson, Corinne, Walter Loveridge, Paul Rowan, Dave Taylor and Corinna Traill- Municipal Representative. Absent: Laurie LaFrance Minutes of March 18, 2015: M/S by Ed Wilson and Dave Taylor to accept minutes as typed. CARRIED. Treasurer's Report: Claude noted that he needs to meet with Joanne Skinner...discuss reports. Account Balance as of April 14, 2015 is$15,416.80. Expenses include Bell $1300.00; Hydro $7200.00; Waste$1100.00; Custodial $5,000.00; Oil $5,000.00; Surplus$8123.80. Maintenance: Clarington's Rob Groen's report showed that the stage has been carpeted...all done for the cost of$1513.00. Regarding lighting: Some seem to still be staying on through the day. Building Services staff to check photoelectric eyes or times and confirm or repair. Joy to check Hydro bills to confirm if there is a charge for sentinel lights and report back to Rob. Parking lot and roadway—some patching was completed on roadway into the parking lot. Additional patching will be completed as frost leaves ground. Walkway to front entrance...6x6 wood edging of interlock walkway is heaved thus being a potential tripper. To be removed...summer plan includes regarding and placement of interlock at entrance. Wood siding at south gate and entrance to basement will be repaired and stained. Wod 8x8 barriers around fuel tank will be trimmed for appearance. Control box on west wall at the oil tank is a high level alarm. Eavestrough on west side to be repaired. Nightime light levels will be measured. He also noted inside Janitor's closet needs tidying and must maintain 42 inch clearance in front of electrical panel. North basement..Bldg. Services will assist in clean-up. Electrical in main hall was investigated and installation is up to code. They will test and replace the circuit breaker if required. May be able to increase to 20 amp if appropriate gauge wire is installed. Washroom stalls.:.Building Services to source functioning hardware to repair the stalls in ladies' washroom. Washroom counters-any replacement has to be funded by Tyrone Community Centre. Noisy fan on roof...Building Services to investigate and repair. Annual fire alarm inspectors will be completed in June of this year. Municipality Emergency Contacts: Fred Horvath...905-263-2291 Rob Groen....905-623-3379 office or cell 905-260-4224 Emergency Fire Dispatch...905-433-1234 Larry Quinney....905-263-8535 To be called first in Emergency Bar Counter: need another quote. Also for.Ladies' Washroom counter. Fundraiser for local family: $2112.00 Regarding CP"R Training held Monday, April 27, six signed up so far. Takes pl"ace 1 p.m. to 6 p.m. Contact Joy if interested. Clean-Up of Park will take place Wednesday,April 22 from 6-8. Bring own tools. Dances will be held May 2 and June 6. New Business: Joy inquired regarding Ball Tournament possibly in July. 8-4 Page 2: Metal items from basement went to Recycling in Port Perry and total $83.00. Joy took two couches to dump cost was $10.00 Cecile noted she had contacted Avery Masonry regarding the crumbling of areas on Cenotaph... Needs repair and some bricks need replacing. Cost quoted: $600.00. To contact Regional rep. in charge of Cenotaphs. Wayne Avery also noted that NE and NW corner brick of building are buried, so slowly rotting brick, they are too close to grade and need replacing. Soil needs to be graded away from the building. M/S by Paul Rowan and Ed Wilson to adjourn. CARRIED. 8-5 Tyrone Community Centre May 27, 2015 Present: Joy Vaneyk, Claude Godin, Cecile Bowers, Larry Quinney, Corinna Traill, Corinne VandeGrootevheen, Walter Loveridge. Absent Laurie LaFrance and Ed Wilson. Also present Alvina Hare and Lisa Pleasance. Minutes of April 15, 2015: M/S by Alvina and Larry to accept minutes as typed. CARRIED. Treasurer's Report: Joanne Skinner has submitted her resignation It was accepted. Claude Godin will resume Treasurer's position as of July 11t, 2015. Two.signatures on all cheques Claude Godin'and.Larry Quinney. Dance Report: Profit from May dance including float$1,546.80. Booking Report: June 27—only free Saturday. Six bookings for July and 7 bookings for August. Maintenance Report: Need hole into furnace room wall for when flooding occurs-in basement, the water can be pushed into sump hole. West Kitchen door doesn't open, new latch or new door needed? Parking lot grading at end of sidewalk required and there is a plan for the entire parking lot. Upcoming Events: Community Hall meeting at Town Hall this Saturday 9-3. All board members invited. Oktoberfest September 27 will be held from 12-4 p.m. Spirit Day games will be same day, Alvina to head up games. Joy noted that the December 31St dance needs people committed to help....those who offered are Claude, Alvina, Larry, Corinne, Lisa, Walter,Joy, Cecile. All to meet at Corinne's on July22 at 7 p.m. with a sample of hors d'oeuvre that would be acceptable for New Year's Eve luncheon.. New Business: Trees (Tri-Coloured Beech) have been planted on East side of Hall—one in memory of Robyn Wodnyski and one for Randy Phillips. Rusty brown truck using dumpster---dumping drywall? M/S by Claude Godin and Corinne VandeGrootevheen to adjourn. CARRIED. 8-6 Tyrone Community Centre June 17, 2015 Present: Joy Vaneyk, Claude Godin, Cecile Bowers, Larry Quinney, Ed Wilson, Dave Taylor, Walter Loveridge, Corinne VandeGrootevheen, Laurie LaFrance. Also present: Lisa Pleasance. Working: Paul Rowan and Corinna Traill. Minutes of May 27, 2015 Meeting: Corrected: The cost for the December 3111 dance is approximately$50.00. M/S by Larry and Corinne to accept minutes as corrected. CARRIED. Treasurer's Report Approximately $21,500.00 is total given by Joanne Skinner to Joy Vaneyk. Grant received from Municipality$3,000.00, has not yet been deposited. Joanne to contact Claude...could not attend tonight, not well. Maintenance Report: Larry volunteered to do paint touch-ups inside building. Town fixed west kitchen door latch. Eastside weather stripping between kitchen and hall door needs fixing...Larry to do this. Claude asked about Electrical—Joy reported that Town said wiring was good enough, Town upgraded to 4-20 amps. Bookings: Clarington Bicycle Tour on Monday, August 17...Corinne reported they will use hall for lunch, comfort, etc. Approx 1-3 p.m. Old Business: Status of Bar Counter quotes...Adam too busy now, Durham Precision only quote so far. Larry to contact Tim Lyttle for quote on bar and ladies' washroom counter. We will need new sinks, taps, when new counters. Upcoming Events: July 22-7 p.m. September 27 Oktoberfest from 12 to 4 p.m. New Business: Joy reported items noted at All Boards Meeting at Town Hall: No minutes received from TCC since 2011. Regarding Permanent Liquor Licence: we are not eligible as it is a liability issue...Ask Fred. Regarding liquor permits: We have single, one-time events-all liquor.must be removed from premises within 45 minutes of bar closing. Fred Horvath will attend Sept. Meeting to tell rules. No smoking in playgrounds and sports fields---should be strictly enforced. Green Book Occupational Health and Safety Act should be posted in plain view. Bartenders must be board members. WIMIS..there Will be changes of the name and rules to which you adhere. Trillium Grant-we need to partner with some other groups—need to look into this matter. Energy Saving Projects: Can partner with Town by September 15...eg. programmable thermostat; weather stripping all doors and sealing windows; energy efficient light bulbs. Claude to phone Hydro One to see if Hall is eligible for any rebate due to Medium Density. Hall Phone was discussed...need this phone for Fire Hall...regarding Sprinkler system. This bill is very high due to being Commercial. June 28 at 10:30 a.m will be a garden clean-up and more. June Dance: Approximate profit: $1969.95. M/S by Laurie LaFrance and Claude Godin to adjourn. CARRIED. 8-7 i — 2 Fleming, Cindy From: Lorraine Billings <Lorraine.Billings @ajax.ca> Sent: June-29-15 9:42 AM To: charris @scugog.ca; Clerks Department Outside; clerks @durham.ca; clerks @oshawa.ca; dleroux @town.uxbridge.on.ca; dshields @pickering.ca; tgettin by@townshipofb rock.ca; wilcoxd @whitby.ca Cc: Steve Parish; David Sheen Subject: Regional Fire Services Study Please be advised that the following resolution was passed by the General Government Committee at its meeting held June 25, 2015, and endorsed by Ajax Town Council at its Meeting held on the same day: Whereas there currently exists effective co-operation and co-ordination among area Fire Services, and; Whereas amalgamation would lead to significantly increased costs or decreased service performance to Ajax residents, Therefore be it resolved: 1. That the Regional Fire Services Study report be received for information, and; 2. That the Corporation of the Town of Ajax respectfully declines participation in the Fire Services Amalgamation Study and that the Region of Durham and all local municipalities be so advised, and; 3. That the Town of Ajax continue to investigate other shared service agreements including with respect to shared training facilities, mobile command centre, specialized rescue agreements, purchasing and recruiting services and other agreements designed to reduce costs or increase levels of service. If you require any additional information please do not hesitate to contact David Sheen, Fire Chief, at 905-686- 6046 or david.sheen(@,aiax.ca REVIEWED BY -fort ine ffWrngs ORIGs,IAL.—ens, . ❑ COUNCIL ❑ FILE Legislative Services Associate DIRECTION INFORMATION Legislative and Information Services COPY O: Town of Ajax Tel.:905-619-2529 Ext 3314 �avoR � MEMBERS D cao Of Ol1tiCIL ! Fax. 905-683-1061 ❑ COMMUNITY Q CORPORATE ❑ EMERGENCY� Lorraine.billings @aiax.ca SERVICES SERVICES SERVICES Q E14GIPIEFRING D MUNICIPAL ❑ OPERATIONS SERVICES CLERK'S ❑ PLAIQVING Q SOLICITOR Q TREASURY SERVICES ❑ OTHER .................................................................................................................. ..AhUhtf Cl'PAL'°�L'�RK'S"F'f L' " ................................._. - The information in this e-mail and in any attachments is confidential and intended,solely for the attention and use of the named addressee(s),This information may be privileged,confidential or otherwise protected from disclosure.If you are not the intended recipient,or a person responsible for delivering it to the intended recipient,you are not authorized to and must not disclose,copy,distribute,or retain this message or any part of it This e-mail was scanned for viruses and content. ...................................................................................................................................................................................................... ........................................................................................................................................................................................ 1 8-8 I D - 1 Fleming, Cindy From: Jordan, Gerry Sent: August-05-15 8:24 AM To: Fleming, Cindy Subject: FW: Flag Raising Request Thank you, Gerry From: acfo-dp [ma ilto:acfodp @bellnet.caj Sent:August-04-15 3:57 PM To:Jordan, Gerry<gjordan @clarington.net> Subject: Flag Raising Request Hello Gerry, L'Assemblee des communautes francophones de I'Ontario, Durham-Peterborough (ACFO-DP) would like to submit a flag raising request for The Official Franco-Ontarian Day on Friday September 25th, 2015. Could you please send us the flag raising request form? Thank you, Chloe Pogue Commis de bureau ACFO Durham-Peterborough 707, rue Simcoe Sud, Bureau 207 Oshawa (Ontario) L1H 4K5 Tel. : 905-571-0826 acfodp(o)-beJlnet.ca www.francodurham-peterboro.ca Heures de bureau : 9h00 a 16h00 Office hours: 9h00 am to 400 pm "Notre place... Aujourd'hui... Pour demain 1 9-1 D - 2 f�!r: 'U L A �J Attention: Slav Potrykus, Traffic co-ordinator, Clarington Ont. P A Regarding the intersection at Clarington Blvd and Prince William Blvd, in Bowmanville: Dear Sir: Seniors are crossing this intersection using walkers or wheel chairs etc. on a regular basis from Seasons Retirement and Bowmanville Arms residences. There is-presently a stop sign on Clarington Blvd at Prince William, but no,stop sign on Prince William Blvd., making this a very dangerous intersection because cars are driving fast through that area, without being required to stop. When Green Street is accessible from Basetine Road, there will be much more traffic, coming through this area. . We are concerned that someone is going to be injured or killed. We would.like a stop sign on Prince William Blvd, at Clarington This would make the intersection a four way stop. A stop lighi waal@ of at least give us a stop sign. REVIEWED BY ORIGINAL TO.- 10 CZL�b Cl COUNCIL Ill FILE Please take this small step to prevent a tragedy from happenin3. DIRECTION INFORMATION COPY TO: ❑ MAYOR ❑ MEMBERS U CAD Sincerely: OFCOUNCIL ❑ COMMUNITY D CORPORATE ❑ EMERGENCY SERVICES SERVICE,' SERVICES ❑ ENGINEERING ❑ MUNICIPAL Yl OPEPIATIONS SERVICES CLERK'S IQ PLANNNJIG ❑ SOLICITOR ❑ TREASURY SERVICES ❑ OTHER �� ) f.J ✓��=� �-T MUNICIPAL CLERK'S FILE % LY (Contact Person) J� got Please see attached list of concerned residents. .9-2 yaMe: x-1�14 c, 'T sb mbi 9-3 � �� [ ► �� 26/v- VV � F i 1 IV , �' l � f f- ►INS ; fin ` AA- .0�Zjz� i i I g-4 i i Creamer, Len D — 3 From: Nathan Farrell <n.farrell @mcintoshperry.com> Sent: August-31-15 2:25 PM To: Creamer, Len Cc: Bylaw Enforcement; Chambers, Michelle; Marc McIntosh Subject: RE: Pavement Rehabiltation Project Hwy 401 &35/115 - Noise exemption Attachments: 2013-E-0011 - Clarington Noise Exemption 2015.pdf Good afternoon Mr. Creamer, As you are probably aware,the MTO is currently completing their re-paving project along Highways 401 and 115/35 in the Municipality of Clarington. The Contractor has recently advised the MTO that they will require an extension to their deadline of September 25th, 2015 for approximately one month. Would the Municipality be able to extend the Noise by-law exemption until October 311t, 2015? Please let us know. Thank you, Nathan Farrell, MCIP, RPP Environmental Planner McIntosh Perry Consulting Engineers Ltd. From: Nathan Farrell Sent: November-12-14 12:03 PM To: Creamer, Len (Icreamer @clarington.net) Cc: bylawenforcement @clarington.net; Chambers, Michelle (MChambers @clarington.net); Marc McIntosh Subject: Pavement Rehabiltation Project Hwy 401 &35/115 - Noise exemption Good afternoon Mr. Creamer, Hope you are doing well. As you have probably noticed,the MTO did not rehabilitate Highway 401 or 115/35 during the 2014 construction season as planned. Understanding this,the project will now proceed during the 2015 construction season. As such,we are requesting a new noise exemption for the project work between: • May 19th to September 25, 2015 • Weekdays between 23 00 to 07 00 next day - - s • All day Saturday/Sunday } '` s'i=' ' � J, REVIEWED BY will be left u to the successful Contractor. _ — The exact schedule and staging p �oRrch,A, The project description is the same;the project area is also the same. .i DIRECTIG,I FORIVIpTIA FILE }ctx`iTO: h If you have any questions or require further information please feel free to give me a 'Cal I Apvyo[i ;t ;,, , ,:,,,; « CAo I -I,"C,0 fXi :L a cokfl?,UNf{l' i CORPOR:{(E to c1,iERCENCY�` Thanks, ER V' FS SEgVIGES SERVICES 0 ENii NVR?1S t'i1NIClF OPERATIONS ntiOiVS SEfiL`!;E S Nathan Farrell, MCIP, RPP� �L,:r;K's Environmental Planner U RL>NNf::. SQLIGI ,7{� U TREASURY, 104-3228 South Service Road,Burlington,Ontario L7N 31-18 SE4i'I!;i T.905.681.8034 1 F.905.681.0286 1 C. 289.230.0106 n.farrell(@mcintoshperry.com www.mcintoshperry.com o OTh1Efi imoStt (AUNICIRAL CL'ERK'S FILE U 1 9-5 'Claringtoll December 19, 2014 Nathan Farrell Environmental Planner McIntosh Perry Consulting Engineers (MPCE) 104-3228 South Service Road Burlington, ON, L7N 3118 Dear Mr. Farrell: RE: EXEMPTION OF CLARINGTON NOISE BY-LAW FILE NO.: P01.GE At a meeting held on December 15, 2014, the Council of the Municipality of Clarington considered your letter dated November 13, 2014, regarding the above matter and approved and exemption to the Municipality's Noise By-law on weekdays between 11:00 pm and 7:00 am the next day and all day Saturday and Sunday for the period May 19 to September 25, 2015,E Yours truly, , r ,O Anne eentree, B.A., CMO Municipal Clerk CAG7ta CC' Len Creamer, Manager Municipal Law Enforcement THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1 C 3A6 T 905-623-3379 9-6 D -4 GEM August 20, 2015 A ' G r a n d i Wd Mayor Adrian Foster and Council Municipality of Clarington 40 Temperance Street RECEIVED Bowmanville, Ontario Ll C 3A6 AUG 2 4 2015 Re: Grandview Kids Week MUNICIPALITY OF CLARINGTON Dear Mayor Foster and Council: L_ MAYOR'S OFFICE As you are all aware Grandview Children's Centre is the only outpatient paediatric rehabilitation centre serving Durham Region. Grandview serves children and youth ages 0 to 19 with physical, communication, neurodevelopmental and developmental needs. Each year we serve over 5000 clients with an additional 2000 on our waitlist. Grandview helps kids reach their full potential in many different ways. We are pleased to announce that Grandview has received a proclamation from the Region of Durham for Grandview Kids Week across Durham Region —Sunday, September 27 to Sunday, October 4, 2015. During the week we have a number of initiatives underway to raise awareness and friends for Grandview. Support from our community matters and the Municipality of Clarington has always been one of our greatest friends. In honour of Grandview Kids Week, we ask that from September 27 to October 4, 2015, the Municipality of Clarington shows their support once again by flying the Grandview Kids flag. Please see the enclosed copy of the proclamation. It's our understanding that the town has a Grandview Kids flag from last year. However, if you require a new flag please don't hesitate to contact Lisa Wilson, Communication and Marketing Manager, Grandview Children's Centre at 905.728.1673 x 2240. Thank you for all you do for Grandview Kids. DISTROB..... 90N Yours truly, REVIEWED BY OFZ!,-JWALTO: 0 COUNCIL 0 FILE P-1 INFoRmATION Grandview Children's Centre COPY TO: 600 Townfine Road South Lorraine Sunstrum-Mann ECEDH, RN, BA, MBA 0 MAYOR (i n,En,REIS o CAO OF COUNCIL Oshawa,Ontario LIH 71<6 Executive Director Cl CoflIVIUNITY Cl CORPORATE o EMERGENCY Tel 905.728,1673 Grandview Children's Centre SERVICES SERVICES SERVICES Toll Free 1.800.304.6180 Q E N G I N E ER 1 RG 0 MUNICIPAL u OPERATIONS SERVICES CLERKS Fax 905.728.2961 Website grandviewkids.ca C3 PLANNMIG El SOLICITOR o TREASURY SERVICES Registered Charitable Organization Inspiring possibilities for children and yamth with special neeMr/OTHER MUNICIPAV ERIOILE 9-7 T-H E RE `10 NAL 0 F, D -V R.H . Q ertificate Of. Poclam r ation Presented to Grandview Children's- CE0tr* On behalf of the Council of The Regional .Municipa.lity.of Durham. it. is* a pleasure to proclaim September 27th .O*ctober_4 th , 2015 as "Grandvieew Kids Week" in Durham.Region Roger Anderson . Regional Chair-and CEO i li D -5 Ministry of Agriculture, Ministere de('Agriculture,de ! Food and Rural Affairs I'Alimentation et l des Affaires rurales .� 4"'Floor 4e 6tage J�" Ontario 1 Stone Road West 1 Stone Road.West Guelph,Ontario N 1 G 4Y2 Guelph(Ontario)N1G 4Y2 Tel: 1-877-424-1300 T61.: 1-877-424-1300 Fax: 519 826-3398 T616c.: 519 826-3398 Rural Programs Branch August 18, 2015 File Number: SCF-0251 Ron Albright, Assistant Director Municipality of Clarington 40 Temperance Street Bowmanville, Ontario L1C 3A6 ralbright @clarington.net Dear Ron Albright: Re: Federal Government's Small Communities Fund (SCF) As recently communicated, I am pleased to confirm conditional federal and provincial funding support for your project under the New Building Canada Fund (NBCF) — Small Communities Fund (SCF), subject to the execution and return of the attached NBCF-SCF Agreement. Please note information regarding your project approval must be kept as confidential as possible, recognizing the need of municipalities to obtain a council by-law in order to enter into the Agreement, until a public announcement has been made indicating funding for this project. The following conditions must be met in order to receive your funding: • The Agreement must be signed and sealed (on page 2) and returned to the Ministry of Agriculture, Food and Rural Affairs (OMAFRA). The ministry's offer to enter into the Agreement is conditional upon the ministry receiving the signed and sealed Agreement and the Initial Project Report(Section F.2) by September 18, 2015. If you are unable to meet this deadline, contact the ministry as soon as possible using the contact information provided below. • Municipalities are required to obtain a municipal by-law to execute the project level Agreement with the province. It is recommended that councils meet as soon as possible to pass the necessary documentation to allow signatories to sign the Agreement. This may require a special council meeting in order to meet the timelines. • The Agreement provides a project description, terms and conditions, reporting requirements and communications requirements for your funded project. You will be Good Things Grow in Ontario A bonne terre, Foodland bons proouits ONTARIO • 9-9 - 2 - required to verify all project information (i.e., description, completion dates, etc.), as well as insert the names and titles of the signatories on the signature page (page 2). • Please ensure that you print two copies of the Agreement, and once signed and sealed, courier to the Ministry of Agriculture, Food and Rural Affairs, Rural Programs Branch, 1 Stone Road West, 4NW, Guelph, ON N1 G 4Y2. The Initial Project Report can either be sent with the Agreement or sent earlier via email to SCF(a-)-ontario.ca. • You will also need to implement the insurance requirements in the Agreement and may be requested to provide'a copy to the ministry. • Project costs are allowable as of the Project Approval Date (Section B.1.3) and can occur until the Project Completion Date (Section B.1.4) outlined in your Agreement. Claim submission and other reporting information requirements are stipulated in the Agreement. • Any required Aboriginal consultations on the project must be done prior to the start of construction for the project. Information on any duty to consult requirements on your specific project will be provided to you shortly. • As a program objective is for approved projects to be completed within five years, details regarding project completion are noted in your Agreement. Should you anticipate any issues with the project completion date (Section 8.1.4), contact the ministry as soon as possible. Should you have any questions, do not hesitate to call the contact centre at 1-877-424-1300 or email SCF(a-)ontario.ca. Congratulations, and we look forward to working with you as you implement this project. Sincerely, Joef Loc lin Man age r, Program Operations Attachment: enclosures 9-10 New Building Canada Fund—Small Communities Fund Agreement File Number: SCF-0251 NEW BUILDING CANADA FUND - SMALL COMMUNITIES FUND AGREEMENT BETWEEN: HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO as represented by the Minister of Agriculture, Food and Rural Affairs (the "Province") —and— THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON (the "Recipient") 1. BACKGROUND The Government of Canada established the Small Communities Fund (the "SCF") as a component of the New Building Canada Fund under the Economic Action Plan 2013 as a renewed commitment to infrastructure priorities across Canada. The Government of Canada has committed one billion dollars ($1,000,000,000.00) over ten (10) years towards the SCF for projects in smaller communities that address local priorities while contributing to national or regional objectives, support economic growth, a clean environment and stronger communities. The purpose of the SCF is to improve and renew public infrastructure in Ontario's communities with populations under one hundred thousand (10000) people. The Government of Ontario has also made a renewed commitment to infrastructure within Ontario. The Government of Canada and the Government of Ontario entered into the Canada — Ontario New Building Canada Fund Small Communities Fund Funding Agreement 2014-2024, effective November 3, 2014, which set out the rights, obligations and requirements with respect to investments under the SCF. The Recipient applied to the SCF for funding to assist the Recipient in carrying out the Project, the Recipient is eligible to receive funding under the SCF and both Ontario and Canada wish to provide funding for the Project. II. CONSIDERATION In consideration of the mutual covenants and agreements contained in this agreement (the "Agreement") and for other good and valuable consideration, the receipt and sufficiency of which is expressly acknowledged, the Province and the Recipient (the "Parties") agree as follows: III. ENTIRE AGREEMENT This Agreement, including Schedule "A"—General Terms And Conditions, Schedule"B"— Operational Requirements And Additional Terms and Conditions, Page 1 of 46 9-11 New Building Canada Fund—Small Communities Fund Agreement File Number: SCF-0251 Schedule "C"— Project Description, Schedule "D"—.Project Financial Information, Schedule "E"-Communications Protocol, Schedule "F"— Reporting Requirements, and any amending agreement entered into as provided for below, constitutes the entire agreement between the Parties with respect to the subject matter contained in this Agreement and supersedes all prior oral or written representations and agreements. IV. COUNTERPARTS This Agreement may be executed in any number of counterparts, each of which will be deemed an original, but all of which together will constitute one and the same instrument. V. AMENDING AGREEMENT This Agreement may only be amended by a written agreement duly executed by the Parties. VI. ACKNOWLEDGEMENT The Recipient: (a) Acknowledges that it has read and understands the provisions contained in the entire Agreement; and (b) Agrees to be bound by the terms and conditions in the entire Agreement. IN WITNESS WHEREOF the Parties have executed this Agreement on the dates set out below. HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO, as represented by the Minister of Agriculture, Food and Rural Affairs Name: Randy Jackiw Date Title: Assistant Deputy Minister I have the authority to bind the Crown pursuant to delegated authority. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON Name: Name: Title: Title: Date: Date: 1/We have the authority to bind the Recipient. Page 2 of 46 9-12 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2015-XXX Being a by-law to authorize an agreement between the Corporation of the Municipality of Clarington and Her Majesty the Queen in Right of Ontario as Represented by the Minister of Agriculture, Food and Rural Affairs WHEREAS the Municipality of Clarington wishes to-enter into an Agreement in order to receive funding under the Federal-Ontario Government's Small Communities Fund (SCF); AND WHEREAS Clarington received confirmation that provided that Clarington enters into a Contribution Agreement, the federal and provincial governments will each provide 33% toward the net eligible costs of the project up to a maximum of$454,260 for the Baseline Road Bridge Rehabilitation- Structure 94007 (also known as Quarry Bridge); NOW THEREFORE the Council of the Corporation of the Municipality of Claringto.n enacts as follows: 1. THAT the Mayor and Clerk are hereby authorized to execute this New Building Canada Fund- Small Communities Fund Agreement between the Minister of Agriculture, Food and Rural Affairs and the Corporation of the Municipality of Clarington, as in Attachment "A" attached hereto. BY-LAW passed in open session on this 21St day of September 2015. Adrian Foster, Mayor C. Anne Greentree, Municipal Clerk 9-13 i F D - 6 NewTecumseth d' 111 ton- Be 1L-�'n • ,dp tt en tai �4 CLEMI"MMISTRATIONDEPARTMENT Web Address:www.newtecurnseth ca Administration Centre � Email:cnzaher@newtecumseth.ca 10 Wellington St.E. MI S T R U ' =J 4 Phone:(705)435-3900 Alliston,Ontario i or(905) 729-0057 REVIEWED BY —a Fax:(705)435-2873 ' ORIG TO: 'CM ❑ COUNCIL ❑ FILE June 26, 2015 DIRECTION INFORMATION co t%Y TO: The Honourable Premier Wynne ❑ MAYOR O MEMBERS ❑ CAO Y OF COUNCIL Legislative Building ; © COMMUNITY ❑ CORPORATE 13 EMERGENCY Queens Park SERVICES SERVICES SERVICES Toronto, ON. ❑ FNGIIvEj,Pwr, U MUI-41CIPAL ❑ OPERATIONS M7A 1 Al SERVICES CLERK'S ❑ PLANNING ❑ SOLICITOR ❑ TREASURY I SERVICES Dear Premier Wynne: ❑ OTHER MUNICIPAL CLERK'S FILE -- RE: MOTION—ELECTRICITY RATES This is to advise that at the Council meeting held on Monday, June 22, 2015, that a motion to endorse the resolution of North Stormont was ratified (as attached), and staff were directed to forward a,letter in support of Council's position to the Premier; the Ministers of Finance, Economic Development, Tourism, Energy, Agriculture and Rural Affairs, all Ontario Municipal and Regional Councils, and MPP Jim Wilson. Thank you for your attention to this matter. Sincerely Cindy Arq De Maher, CMO Clerk/Director of Administration Services Copy: Premier Kathleen Wynne Minister of Finance Charles Sousa Minister of Energy Bob Chiarelli Minister of Economic-Development, Employment and infrastructure Brad Duguid Minister of Tourism, Culture and Sport Michael Coteau Minister of Agriculture, Food and Rural Affairs Jeff Leal MPP Jim Wilson All Municipal Councils All Regional Councils � �.newtecvTnseth.ea 9-14 Electricity Rates Adopted by Town of New Tecumseth Council June 22, 2015 2015-175 Moved by Councillor Jebb Seconded by Councillor Whiteside BE IT RESOLVED THAT the verbal report of Councillor Jebb be received; AND FURTHER THAT the following resolution, as introduced by Councillor Jebb be adopted; WHEREAS the cost of electricity for Ontario manufacturers averages 10 cents a kWh and is less than 7.5 cents in the USA and under 7 cents a kWh in New York, Illinois, Ohio, North Carolina, South Carolina and Indiana, and under 6 cents a kWh in Quebec, Manitoba and British Columbia; AND WHEREAS the cost of electricity for farms averages 18 cents a kWh in Ontario and less than half that in Quebec, Manitoba, and Ohio and many competing US states; AND WHEREAS the high cost of power contributes to low investment in Ontario manufacturing, increased unemployment, reduced home markets for Ontario farm products and difficulties for young people starting and sustaining their working lives; THEREFORE BE IT RESOLVED THAT the Town of New Tecumseth endorse the resolution of North Stormont and ask the Government of Ontario to examine the proposal for Farm and Industrial Electricity Rates made by the Canadian Cement Association, Ontario Federation of Agriculture,Ontario Construction Secretariat, Canadian Foundry Association, Canadian Plastics Industry Association, Quinte West Manufacturers'Association and Northumberland Manufacturers' Association and enact that proposal, or a reasonable modification of it, with a view to returning competitive electricity rates to Ontario farms, industry afid'all hydro users, to renew a key part of the foundations for business and employment opportunity in Ontario; AND FURTHER THAT this resolution be circulated to all municipal and regional councils in Ontario requesting that they endorse and support this resolution and communicate their support to the Premier, and her Ministers of Finance,.Economic Development and Tourism, Energy, Agriculture and Rural Affairs and MPP Jim Wilson. CARRIED 9-15 D - 7 AGENDA Fleming, Cindy From: Lorraine Billings<Lorraine.Billings @ajax.ca> Sent: July-03-15 10:14 AM To: charris @scugog.ca; Clerks Department Outside; clerks @durham.ca; clerks @oshawa.ca; dleroux @town.uxbridge.on.ca; dshields @pickering.ca; tgettin by@townsh ipofb rock.ca; wilcoxd @whitby.ca Subject: Federal Party Leaders' debate on Municipal Issues Please be advised that the following resolution was passed by the Ajax Town Council at its Meeting held on June 25, 2015: WHEREAS, municipalities continue to work with all orders of government as.equal partners to solve some of our country's biggest challenges;jobs, economic growth and better quality of life; WHEREAS, with greater cooperation with the federal government, Canada will prosper from modern infrastructure, ensure our communities remain affordable and family-friendly, attract talent and investment, improve public safety and ensure environmental sustainability for all Canadians; WHEREAS, the Federation of Canadian Municipalities (FCM) has.launched a campaign calling on the federal party leaders to participate in a national debate on municipal issues before the next federal election and asks its member municipalities to pass a Council resolution supporting the campaign; THEREFORE BE IT RESOLVED that Ajax Council endorses the FCM campaign and urges all federal party leaders to participate in a debate on municipal issues such as infrastructure, transit and transportation, housing, clean water, the environment and public safety; BE IT FURTHER RESOLVED that a copy of this resolution be sent to the four main party leaders and to the Federation of Canadian Municipalities and to Association of Municipalities Ontario, Regional Municipality of Durham and all Durham local municipalities. If you require any additional information please do not`--hesitate to contact Nicole Wellsbury, Manager of Legislative Services/Deputy Clerk, at 905-619-2529 ext 3342 or nicole.wellsbury(a--)aiax.ca DRS T RUB 'TO- N REVIEWED BY ORIGiNAL10: l'orraine Bilings ❑ COUNCIL ❑ COUNCIL ❑ FILE Legislative Services Associate DIRECTION INFORMATION Legislative and Information Se ices COPY O. Town of Ajax RMEIVED I�r-.YDR 7 MEMBERS C1 GAO Tel.: 905-619-2529 Ext 3314 I OF COUNCIL Fax. 905-683-1061 _ t❑ C01';MUN1ITY ❑ C08PORATIE 0 EMERGENCY Lorraine.billin>s @aiax.ca vtJL 8 2015 SERVICES SERVICES SERVICES ❑ ENGINEERING CA MUNICIPAL ❑ OPERATIONS MUNICIPALI*TY OF CLARINGTON Ili SERVICES CLERK's MAYORS OFFICE ❑ PLANNI iG ❑ SOLICITOR E) TREASURY SERVICES ❑ OTHER .................................................................................................................................................................................................... .......NIUNI.CIP.AI.C1FRK'S.F.ILE. ....1.. .. ................................................................. The information in this e-mail and in any attachments is confidential and intended solely for the attention and use of the named addressee(s).This information may be privileged,confidential or otherwise protected from disclosure.If you are not the intended recipient,or a person responsible for delivering it to the intended recipient,you are not authorized to and must not disclose,copy,distribute,or retain this message or any part of it.This e mail was scanned for viruses and content. ...................................................................................................................................................................................................... ......................................................................................................................................................................................_ 1 9-16 i D -8 ' X era. r E3epagtment Oshawa �7�� N �'��{c y� �k�Segrvices Prepare To Be Amazed REVIEWED PY— � fi File: A-2114 Q COUNCIL ❑ FILE DIRECTION! INFORMATION q r COPY TO; [SERVICES R ❑ MENICERS ❑ CAO July 28, 2015 OIGO N, UNITY ❑ CORPORATE EMERGENCY F.S SERVICES SERVICES The Honourable Yasir Na VI ERING O IMUMCIPAL C] OPERATIONS �I ES CLEP,K'S Ministry of Community Safety and Correctional Services ING C7 SOLfCITOR E] TREASURY Sent via email: ynagvi.mpp(o).liberal.ola.org ES Re: Carbon Monoxide Alarms in Assembly Operations LEAK'SFILE City Council considered the matter at a meeting held on July 27, 2015 and adopted the folt`bwing recommendation of the Development Services Committee: "Whereas on July 10, 2015, a carbon monoxide leak at the Robert McLaughlin Gallery sent a number of people to the hospital after children participating in an art camp started to show signs of carbon monoxide poisoning (e.g., vomiting, nausea and headaches); and, Whereas carbon monoxide is commonly referred to as a silent killer and it is a serious health and safety concern and in some cases, can lead to death; and, i Whereas the City of Oshawa has taken this recent event very seriously and has installed carbon monoxide alarms in various City-owned buildings, including the Robert McLaughlin Gallery; and, i Whereas the Ontario Building Code and Ontario Fire Code currently only require carbon monoxide alarms to be installed in limited buildings such as residential occupancies; and, Whereas it is important to amend the Ontario Building Code and Ontario Fire Code to require the installation of carbon monoxide alarms in all public assembly occupancies '(e.g. auditoriums, childcare facilities, clubs and community halls); Therefore be it resolved: 1. That the Province of Ontario be requested to review and amend the Ontario Building Code and Ontario Fire Code to also require the installation of carbon monoxide alarms in public assembly occupancies and other additional occupancies that may be appropriate; and, I i The Corporation of the City of Oshawa, 50 Centre Street South, Oshawa, Ontario L1 H 3Z7 Phone 905.436.3311 1.800.667.4292 Fax 905.4365697 www.oshawa.ca 9-17 2. That the Province of Ontario be requested to consult with the Office of the Ontario Fire Marshal and Emergency Management, the Toronto Area Chief Building Officials Committee (TACBOC) and the Large Municipalities Chief Building Officials group (LMCBO) on changes to the Ontario Fire Code and Ontario Building Code requiring the installation of carbon monoxide alarms in additional building occupancies; and, 3. That a copy of this Resolution be forwarded to the Region of Durham, all Durham Regional municipalities, all Durham Region M.P.'s and M.P.P.'s, the Association of Municipalities of Ontario, the Large Urban Mayor's Caucus of Ontario, the Federation of Canadian Municipalities, the Toronto Area Chief Building Officials Committee, the Large Municipalities Chief Building Officials group, the Office of the Ontario Fire Marshal and Emergency Management and the City's Building Industry Liaison Team." If you require further information, please contact Paul Ralph, Commissioner; Development Services at the address below or by telephone at 905-436-3311. Mary Medeiros Acting City Clerk c: Chris Alexander, MP, Ajax-Pickering (Chris.Alexandera-parl.gc.ca) Colin Carrie, MP, Oshawa (colin.carrieOparl.gc.ca) Corneliu Chisu, MP, Pickering-Scarborough East (Corneliu.Chisu parl.gc.ca) Erin O'Toole, MP, Durham (erin.otooleOlparl.gc.ca) Pat Perkins, MP, Whitby-Oshawa (pat.perkinsOmarl.gc.ca) Christine Elliott, MPP, Whitby-Oshawa (christine.elliott -pc.ola.orq) Granville Anderson, MPP, Durham, (ganderson.mpp.coOliberal.ola.orq) Joe Dickson, MPP, Ajax-Pickering (idickson.mpp aOIiberal.ola.org) Jennifer French, MPP, Oshawa (ifrench-co(Qndp.on.ca) Tracy MacCharles, MPP, Pickering-Scarborough East (tmaccharles.mpp.coo-liberal.ola.org) Association of Municipalities of Ontario (amo -amo.on.ca) City's Building Industry Liaison Team (via email) Development Services Department Durham Region Municipalities (via email) Federation of Canadian Municipalities (infoO-fcm.ca) Large Municipalities' Chief Building Officials, c/o Ralph Kaminski (ralph.kaminskia-waterloo.ca) Large Urban Mayor's Caucus of Ontario, c/o Jeff Lehman (officeofthemayorcobarrie.ca) Office of Ontario Fire Marshal and Emergency Management (msg.pubsd.ofm.horcptoontario.ca) Regional Municipality of Durham (via email) Toronto Area Chief Building Officials Committee c/o Mike Leonard (mleonardooshawa.ca) 9-18 D - 9 Chambers, Michelle Subject: FW: Delegation request Attachments: Municipal Govt Support resolution.docx Sent:July-03-15 9:25 AM To: Clerks Department Outside Subject: Delegation request i Greetings, Please accept this request to appear before Clarington Council at its next meeting. wish to make a presentation about a resolution on the need to support manufacturing in our community. Attached is the resolution; I would also like to make a brief PowerPoint presentation and can email the file prior to the meeting, if required. Thank you in advance for your consideration. Respectfully, Ron Svajlenko, President Unifor Local 222 sift Ruff un[FOR 1 xAl 2:0Hach THIS MESSAGE IS FOR THE USE OF THE INTENDED RECIPIENT(S) ONLY AND MAY CONTAIN INFORMATION THAT IS PRIVILEGED,PROPRIETARY, CONFIDENTIAL,AND/OR EXEMPT FROM DISCLOSURE UNDER ANY RELEVANT PRIVACY LEGISLATION. No rights to any privilege have been waived. If you are not the intended recipient, you are hereby notified that any review,retransmission, dissemination, distribution, copying, conversion to hard copy, taking of action in reliance on or other use of this communication is strictly prohibited. If you are not the intended recipient and have received this message in error,please notify me by return e-mail and delete or destroy all copies of this message. T7 CI N!WOR u 0 R.IERt;ElCY 1 Er!C!i :riUi;!ClP4L 0PFN1615 Q TREAS URY 1 0 OTHER, m" Y MUNICIPAL CLERK'S FILE v _.� � �-. 9 Municipal Government Support for Continued Auto Production of General Motors in Durham Region Whereas: The Durham Region has suffered significant job losses due to the downsizing and exit of manufacturing jobs associated with the auto industry; and Whereas: Many members of our communities have been adversely affected by unemployment and lowered incomes due to reduced employment opportunities that the good paying jobs of the auto industry once provided; and Whereas: The Local businesses that depend on a strong and healthy job market to support their success in our communities have been adversely affected by the job losses and lower paying work; and Whereas: Local agencies like the United Way of Durham Region have been put under the combined stress of reduced financial support from people who can no longer afford to give to charities, while at the same time experiencing increased demand for their services due to the high levels of unemployment; and Whereas: The aggressive financial support provided to manufacturing companies by governments in areas such as Mexico and the southern U.S. have put extra pressure on Canadian jobs; and Whereas: There has been a fragmented approach to backing the Canadian auto industry that does not include the active support of all levels of government. Therefore Be It Resolved: That the municipal governments of Durham Region and all Canadian municipalities that benefit from auto manufacturing unite to lobby all levels of government to ensure that the support needed to ensure these good jobs remain in our communities, province and our country, Canada. We must act immediately to ensure provincial and federal governments are fully engaged in the effort to keep these jobs in our community. 9-20 Clar*wn Engineering Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 extension 2102. Report To: General Government Committee Date of Meeting: September 8, 2015 Report Number: EGD-013-15 Resolution: File Number: By-Law Number: Report Subject: Report on Building Permit Activity for April, May, and June 2015 Recommendations: I 1. That Report EGD-013-15 be received. I I t I i I I i I E E f' 11-1 Municipality of Clarington Report EGD-013-15 Page 2 Report Overview The following is a report on building permit activity in Clarington for the months of April, May, and June as well as the total for the year to date. The construction value total for the months of April, May, and June 2015 was 103.6% higher than the same period in 2014. To the end of June 2015, we issued 549 new residential dwelling units, compared to 386 at the same time in 2014. 1. Permits Issued 1.1 Month of April, May, and June The following is a table showing the number of permits issued and the value of construction in each of the building categories for April, May, and June 2015 and April, May, and June 2014. 2015 2014 Building Number Of Value Of Number Of Value Of % Change Of Category Permits Construction Permits Construction Value 2015-2014 Residential 323 $99,518,483 272 $59,260,743 67.9% Industrial 5 $32,657,990 5 $2,528,408 1,191.6% Government 1 $20,000 4 $207,280 -90.4 Commercial 13 $1,344,500 9 $535,000 151.3% Institutional 7 $1,846,475 10 $3,921,800 -53.0% Agricultural 5 $127,000 3 $115,319 10.1% Demolition 19 $0 44 $0 N/A Total 373 $135,514,448 347 $66,568,550 103.6% 1.2 Year to Date The following is a table showing the number of permits issued and the value of construction in each of the building categories for the year to date 2015 and the year to date 2014. 2015 2014 Building Number Of Value Of Number Of Value Of % Change Of Category Permits Construction Permits Construction Value 2015-2014 Residential 462 $153,695,696 519 $125,469,139 22.5% Industrial 7 $32,681,990 12 $27,792,896 17.6% Government 2 $770,000 4 $207,280 271.5% Commercial 27 $1,818,200 22 $1,042,240 74.5% Institutional 8 $1,896,475 11 $5,621,800 -66.3% Agricultural 9 $2,717,000 8 $198,819 1,266.6% Demolition 55 $0 70 $0 N/A Total 570 $193,579,36 646 $160,332,17 20.7% 11 -2 Municipality of Clarington Report EGD-013-15 Page 3 2. Permit Value 2.1 High Value Permits With respect to building permit activities over $250,000 and large residential building permit activities, the details are provided as follows: i Anidam Enterprises Inc. Renovation and addition (poultry processing facility) 70 Mearns Court, Bowmanville j Value of construction - $369,990 j Peterborough Victoria Northumberland Clarington Catholic District School Board Addition to existing school (Monsignor Leo Cleary Catholic Elementary School) i 3820 Courtice Road, Courtice Value of construction - $735,000 Halminen Building Corp. (Courtice) Condominium (site servicing) 677 Longworth Avenue, Bowmanville Value of construction - $988,000 Kawartha Pine Ridge District School Board HVAC piping replacement 1717 Nash Road, Courtice Value of construction - $1,453,475 Ontario Power Generation Replace domestic water system piping 2151 South Service Road, Darlington Value of construction - $2,000,000 I Newcastle Southport Ltd. Condominium building D (6 units) 335 Lakebreeze Drive, Newcastle j Value of construction - $2,435,185 i Aspen Gardens Ltd. j Condominium building 2 (4 storey, 112 units) 80 Aspen Springs Drive, Bowmanville i Value of construction - $14,785,600 Aspen Gardens Ltd. Condominium building 1 (4 storeys, 111 units) 84 Aspen Springs Drive, Bowmanville Value of construction - $15,876,800 Ontario'Power Generation Radiation waste storage building 2151 South Service Road, Darlington Value of construction - $30,000,000 ' 11-3 Municipality of Clarington Report EGD-013-15 Page 4 2.2 Historical Comparison of Permit Value The following are bar graphs showing an historical comparison of the building permits issued for the month of April, May, and June and the year to date for a three year period. Historical Data for Months of April, Historical Data Year to Date May, and June $140,000,000 $200,000,000 --- - ---- $180,000,000 $120,000,000 $160,000,000 $100,000,000 J $140,000,000 $80,000,000 $120,000,000 $100,000,000 $60,000,000 $80,000,000 $40,000,000 $60,000,000 $40,000,000 $20,000,000 i $20,000,000 i $0 2015 2014 2013 $0 2015 2014 2013 Value $135,514,448 $66,568,550 1 $44,836,914 Value $193,579,361 $160,332,174 $87,103,837 3. Permit Revenue 3.1 The following is a table comparing the permit fees collected in April, May, and June and the year to date 2015 with those collected in April, May, and June and the year to date 2014. 2015 2014 April, May, and Year To Date April, May, and Year To Date June June Permit Fees $887,061 $1,155,988 $469,925 $1,155,485 11-4 Municipality of Clarington Report EGD-013-15 Page 5 4. Residential Units 4.1 Types of Residential Units The following is a table comparing the types of dwelling units issued in April, May, and June and the year to date 2015 and in April, May, and June and the year to date 2014. 2015 2014 April, May, and Year to Date April, May, and Year to Date June June Single Detached 159 221 101 244 Semi-Detached 44 78 50 98 Townhouse 8 19 11 32 Apartments 229 231 8 12 Total 1 440 549 1 170 386 The following are pie charts showing the types of dwelling units issued in April, May, and June 2015 as well as the types of dwelling units issued in the year to date 2015. Dwelling Unit Type April, May, and Dwelling Unit Type Year to Date 2015 June 2015 Semi- Townhouse Semi- Townhouse Detached `a` 8 Detached T, 19 44 _ 2% 78 4% 10% 14% I Single Single Detached Apartment Detached Apartment 159 229 221 231 36% 52% 42% 40% ■ Single Detached 159 ■ Single Detached 221 m Semi-Detached 44 w Semi-Detached 78 •Townhouse 8 ■Townhouse 19 •Apartment 229 ■Apartment 231 11-5 Municipality of Clarington Report EGD-013-15 Page 6 4.2 Historical Comparison of Residential Units The following is a table showing the number of new residential units issued in each area of Clarington for the year to date 2015, as well as a comparison of the past ten years. Year: Year to 2014 2013 2012 2011 2010 2009 2008 2007 2006 2005 Area Date 2015 Bowmanville 322 420 216 . 291 360 282 98 340 451 609 307 Courtice 185 153 97 179 312 236 113 134 82 126 241 Newcastle 26 51 92 34 165 37 24 60 77 84 202 ilmot Creek 0 4 2 2 5 8 9 30 16 15 15 Orono 0 0 1 1 1 1 0 2 1 1 1 Darlington 6 9 12 6 5 8 6 10 6 7 1 14 Clarke 6 12 6 10 8 6 11 5 11 12 13 Burketon 0 1 1 0 0 1 0 0 0 0 1 Enfield 0 0 0 0 0 0 0 0 0 0 0 Enniskillen 0 1 2 3 0 3 2 0 0 1 1 Hampton 0 2 0 1 1 0 0 0 1 1 0 Haydon 0 1 0 0 0 0 0 0 0 01 0 Kendal 1 0 0 0 0 1 1 0 1 01 0 Kirby 1 0 11 0 0 1 0 0 0 0 1 0 Leskard 0 0 0 0 0 0 0 0 0 0 0 Maple Grove 0 0 0 0 0 0 0 0 0 0 0 Mitchell Corners 0 0 1 1 1 0 0 0 1 0 0 Newtonville 2 3 71 6 3 7 5 7 2 21 4 Solina 0 0 1 3 1 1 5 0 6 31 3 Tyrone 0 0 0 0 1 1 0 5 0 0 0 Total 549 657 439 537 863 593 274 593 655 861 802 11-6 Municipality of Clarington Report EGD-013-15 Page 7 5. Inspections 5.1 The following is a table showing how many inspections were attended in April, May, and June and the year to date 2015 as well as those attended in April, May, and June and the year to date 2014. 2015 2014 April, May, and Year to Date April, May, and Year to Date June June Building Inspections 1,908 3,496 2,289 3,897 Plumbing & Heating 2,125 3,886 2,252 4,043 Pool Enclosure Inspections 29 29 22 23 Total 1 3,349 7,411 3,400 7,963 6. Concurrence Not Applicable 7. Conclusion The construction value at the end of April, May, and June was 103.6% higher this year than last year, with 440 residential dwelling units issued, compared to 170 in 2014. These numbers are very positive and have increased the year to date construction value to 20.7% higher than it was at this time in 2014. This increase in building permit activity is due to the decreased Municipal Development Charge in June. Starting in early July, the Municipal/Regional and both school board's Development Charges increased. 8. Strategic Plan Application Not Applicable Submitted by: �' `emu Reviewed by Anthony S. Cannella Franklin Wu Director of Engineering Services Chief Administrative Officer Staff Contact: Rick Pigeon, Chief Building Official, 905-623-3379 extension 2303 or f RPigeon(a-)-clari ngton.net. There are no interested partied to be notified of Council's decision. ASC/RP/jo 11-7 Claringlon 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 Government Committee Date of Meeting: September 8, 2015 Report Number: EGD-014-15 Resolution: File Number: D1035001 DA01 By-law Number: Report Subject: Newcastle Village Transit Service Strategy Recommendations: 1. That Report EGD-014-15 be received; EITHER: 2. That the demolition of the former fire hall in the Village of Newcastle be deferred so as to allow GO Transit to continue to use this property as a temporary turnaround, on an interim basis, until strategic transit partnerships have resulted in a coordinated transit plan for the Village of Newcastle, that enhances or even expands, current service levels, 3. That the Municipality of Clarington provide a copy of report EGD-014-15 to the Chair of the Durham Region Transit Executive Committee, along with a formal request that it be added as an agenda item on the Durham Region Transit Executive Committee agenda and that an enhanced transit service strategy for the Village of Newcastle, be established as a priority, 4. That an agreement between GO Transit and the Municipality of Clarington be prepared by our Municipal Solicitor to allow GO Transit to lease a portion of the former fire hall for a nominal fee, giving GO Transit the right to use this property, on an interim basis, as the GO bus turnaround point, and that the Mayor and Clerk be authorized to sign this agreement, 5. That scheduling of the remediation and development of the former fire hall site in Newcastle be revisited on an annual basis, by way of a report to Council detailing our progress on the strategy to date at that time, 6. That a copy of this report be forwarded to the Region of Durham Council requesting that the matter be given priority in the 2016 Durham Region Transit budget, and 7. That all interested parties listed in Report EGD-012-15 and PSD-007-15 and any delegations be advised of Council's decision. OR 11-8 Municipality of Clarington Report EGD-014-15 Page 2 1. That GO Transit's request to continue to use the former fire hall property be formally denied, 2. That Staff be directed to work with GO Transit to co-ordinate a mutually agreeable transition date for the required schedule changes, 3. That Staff be directed to proceed with the proposal call for the remediation, sale and development of the property known as 247 King Avenue East, and 4. That all interested parties listed in Report EGD-012-015 and PSD-007-15 and any delegations be advised of Council's decision. 11-9 Municipality of Clarington Report EGD-014-15 Page 3 Report Overview Transit service for the Village of Newcastle is an essential lifeline for the community and the public has communicated that service levels must be maintained or even enhanced despite the fact that the former fire hall property has been declared surplus. Working together with Metrolinx (GO Transit) and Durham Region Transit, the Municipality of Clarington has been seeking every opportunity to maintain full transit service to Newcastle and needs time to fully explore and implement an integrated transit service strategy for our residents. Such a strategy will need to be developed, taken through a public consultation process and then presented to and consequently approved by the Durham Region Transit Executive Committee. We expect this process to take upwards of one to two years at this point and so Council will need to decide whether to defer the proposal call for the disposal of the former fire hall while we seek better options or to proceed with it, as planned. 1. , Background 1.1. Transit Service for the Village of Newcastle The GO Bus in Newcastle has a current ridership of 120 — 130 passengers, many of whom use this service for vital activities such as work or medical appointments. For this reason, staff at the Municipality, GO Transit and Durham Region Transit have been actively involved in seeking ways to mitigate the impact of the announced re-development of the former fire hall at 247 King Avenue East, which is currently being used as the turnaround point for the GO Bus. 1.2. A New Vision of Transit for Newcastle On July 2"d, 2015, Mayor Adrian Foster, Councillor Willie Woo and Councillor Wendy Partner convened a meeting at Clarington's Town Hall and invited Metrolinx (GO Transit) and Durham Region Transit to sit down with the Municipality to consider every possible opportunity for moving forward without impacting service to the Village. Every option for an alternative turnaround location for the GO Bus was considered but ultimately it became clear that none of the possibilities were ideal and that most came with significant downside. We had to find a way to protect the public's interest by looking at a bigger picture which included the possibility of a short term solution to protect service in the Village while a longer term strategy was developed and implemented. A summary of that meeting can be found within the letter we sent both to Metrolinx and to Durham Region Transit following our July 2nd, 2015 meeting (see Attachment#1). 11-10 Municipality of Clarington Report EGD-014-15 Page 4 2.0 Coordinated Local and Inter-regional Transit Service In our meeting of July 2nd it was agreed that a "longer term transit strategy" involving a partnership between GO Transit and Durham Region Transit (DRT) was required and in August of this year we received a draft plan for service from DRT. The Service Strategy has not been approved or endorsed by the Durham Region Transit Executive Committee, nor have budgets been approved but the creativity and commitment to service excellence is apparent in the vision DRT is proposing in their Draft Transit Service Strategy for Newcastle, and has been supported in principle by GO Transit. Respectful of the fact that the DRT strategy is a vision for the future at this point, we stop short of specifically discussing the details should they be seen as a promise of what is to come. Instead we acknowledge, with thanks, the efforts of both transit authorities and for their commitment to date and look forward to working with them further as the plan evolves and receives the necessary approvals. 3.0 Clarington's Role Clarington's role in the provision of transit, given that we have neither the mandate nor funding, is limited to support and advocacy on behalf of our residents but given that we own the former fire hall property we may have a key role to play in the interim. If Council deems it appropriate, full GO bus transit service can be maintained in the shorter term to the Village of Newcastle by deferring the proposal call for the disposal of the former fire hall until such time as the Transit Service Strategy for Newcastle can be put in place. Our expectation as to the length of the deferral required is unclear at this point. We do know that this service strategy is to be included in the proposed Durham Region Transit's 5-year plan and that this plan will be presented at the October 21, 2015 Transit Executive Committee meeting. 4.0 The Options Available There are'essentially then, two possible courses of action available to us at this juncture. Council can choose to defer the proposal call to remediate, sell and develop the former fire hall and allow GO Transit to continue to use this site as a turnaround location until such time as a co-ordinated transit service plan has been designed, approved and implemented. If this option is selected The Municipality of Clarington would be required to enter into an agreement, as prepared by our Solicitor, with GO Transit, to allow the continued use of this site by GO and would report on an annual basis as to the progress being made: OR Council can direct staff to proceed, as planned, with the proposal call that would see the site redeveloped, the public can be notified and GO Transit can be advised that schedule changes need to be implemented as early as is possible. Regardless of which option is selected, the public and all interested parties will need to be notified of Council's decision. 71-11 Municipality of Clarington Report EGD-014-15 Page 5 5.0 Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted b Reviewed by: �.-� 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 —Correspondence to Metrolinx from the Municipality of Clarington (July 15, 2015) List of interested parties to be notified of Council's decision is on file in the Engineering Services Department. 11-12 ATTACHMENT#1 EGD-014-15 clarifigton July 15, 2015 Metrolinx . 97 Front Street West Toronto, Ontario M5J 1 E6 Attn: Philippe Bellon, B. Eng., MBA Manager GO Planning, Planning & Policy Dear Mr. Bellon: I would like to thank you for your participation in our meeting of July 2°d, 2015 at which The Municipality of Clarington, GO Transit and Durham Region Transit came to seek options to maintain full GO bus service to the Village of Newcastle. The Municipality of Clarington, along with GO Transit have invested a significant amount of time and resources into mitigating impacts that may result from the re-development of the old fire hall property that is currently being used by GO as the turnaround point in the'Viilage. As you are aware,we have reviewed every opportunity for an alternative turnaround location for the GO bus and have even gone as far as taking three of these alternatives to our residents at a.Public Information Centre, co-hosted by GO, to hear their feedback and concerns. What we are currently clear about is that transit service to the Village of Newcastle must be maintained at current levels, if not ultimately improved. Residents in the Village, particularly seniors and younger people, rely on transit as an essential lifeline as they get to and from places of employment, medical appointments, school and more. Many purchased their homes and based their decision to live in Newcastle upon the fact that transit was and would be available. In our meeting of July 2111, everyone was in agreement that there appeared to be two courses of action: the need for a short term solution (one to two years), and the essential need for a longer term transit strategy involving a partnership or coordination between GO Transit and Durham Region Transit. We understand that the integration of local transit systems is a priority for the Region and the Province and everyone in attendance at our meeting agreed that to lose service, in part or in whole, anywhere within Clarington, would be a significant disservice to our residents, if not counterproductive in terms of the Regional Transportation Plan. Already Clarington is dealing with the announced delay of GO rail service to Bowmanville. Service our residents expected to have access to imminently. It cannot be anyone's goal to suggest that to make matters worse, even the bus service that we do currently have access to might also be reduced. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO l.1 C 3A6 T 905-623-3379 11-13 - Page 2— It has been said of transit across the GTHA, that"this patchwork of systems is poorly integrated, making travel across boundaries by public transit an inconvenient, frustrating, unattractive and costly option for many travellers". Nowhere does this statement hold truer than in Clarington, which has not been the recipient of the heavy transit infrastructure investment we have seen in the western sections of the GTHA in recent years. We understand1hat finances are not limitless, we understand that progress takes time, but transit service in Clarington cannot go backwards, where it is going so boldly forward in other areas of the GTHA. At our meeting at Town Hall in July the Municipality of Clarington committed to delay the re- development of the old fire hall location that GO is currently using as a turnaround for the GO bus despite the fact that as a local municipality we do not have the mandate nor the funding to take an active role in the implementation of transit. We do this to buy enough time for GO Transit and Durham Region Transit, who are the transit authorities in our region, to work together to develop a comprehensive transit plan for the Village of Newcastle. We are most grateful for the continued support we have received from people like Roxanne Koval of GO Transit who has been tireless in her efforts to avoid any disruption in service to the Village, and look forward to this continuing commitment as we move forward. Engineering Services will be going back to Council with a report on the matter in September of 2015. In that report we will be asking Council to support a shorter term delay in the re- development of the old fire hall site but while Council is very invested in seeking ways to maintain full transit service to Newcastle, they clearly have a responsibility to extend their support based on a sound transit plan which includes a vision and projected timelines. For this reason we ask that Metrolinx—GO Transit and Durham Region Transit work together to produce a coordinated transit plan for the Village of Newcastle. We would like to present this plan as part of the report we will be taking to Council in September but should that timeline be too ambitious, we would like at the very least, to present them with a preliminary concept plan around which they can base their decision. We would need this information from you no later than mid-August. We look forward to working with you further in the near term as we prepare our report to Council i I Sincerely Anthony S. Cannella, C.E.T. Director of Engineering Services E ASO& Cc: Clarington Council I Franklin Wu, C.A.O. i' i 11-14 �' Clafiflgt011 Community Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Government Committee Date of Meeting: September 8, 2015 Report Number: CSD-010-15 Resolution: File Number: N/A By-law Number: Report Subject: Community Grant Request - Supplementary Recommendations: 1. That Report CSD-010-15 be received; 2. That Council consider the grant request submitted by the Vincent Massey Public School Parent Council; and 3. That all interested parties listed in Report CSD-010-15 and any delegations be advised of Council's decision. I 14-1 Municipality of Clarington Report CSD-010-15 Page 2 Report Overview The Municipality of Clarington supports various initiatives throughout Clarington that benefit our residents. The 2015 Community Grant requests were considered by Council earlier this year; a supplementary request has since been received from the Vincent Massey Public School Parent Council. They are requesting funding of$3,000.00 to put towards the construction of an accessible playground which will replace an aging structure that has been removed due to safety concerns. 1 . Background On April 27, 2015 Report CSD-004-15, 2015 Community Grant Requests, was approved by Council. At that time, $52,000.00 was allocated to 33 community groups, leaving a balance of$8,000.00 still available in the 2015 Community Grant Program. In June, the Vincent Massey Public School Parent Council submitted a supplementary grant request. 2. Proposal In September 2013, the existing playground structure in the school yard had to be removed for safety concerns. Since that time, the Vincent Massey Public School Parent Council has been actively fundraising and has raised just over 50% of the projected $30,000.00 cost of the construction. They are applying for a $3,000.00 Community Grant to put towards providing an accessible outdoor place for children to engage in non-competitive and cooperative games that involve all students. Staff have reviewed this application and have concluded that it does meet the criteria of the Community Grant Program, 3. Concurrence Not Applicable 4. Conclusion It is respectfully recommended that the Community Grant request be considered by Council for funding through the 2015 Community Grant Program. 14-2 i Municipality of Clarington Report CSD-010-15 Page 3 5. Strategic Plan Application iThe recommendations contained in this report conform to the Strategic Plan. i Submitted by: i ,% j Reviewed by:( � -- Jp eph P. Caruana, Franklin Wu, Director of Community Services Chief Administrative Officer Staff Contact: Sharon Meredith, Manager of Recreation, 905-623-3379 ext. 2504 or smeredith @clarington.net 4 Attachments: Attachment 1 — Summary of Grant Information The following is a list of the interested parties to be notified of Council's decision: Stephanie Jones, Vincent Massey School Council JPC/SM/WG 4 j f r i 4 i; 14-3 i Attachment 1 to CSD-010-15 Municipality of Clarington Summary of Grant Information Applicant Organization: Vincent Massey School Parent Council Application #: 15-40 Date Received: June 17, 2015 Contact Name: Stephanie Jones The primary programs / services of the Organization are: • Race Against Drugs • Scientists in the School • Playground Improvement Description of the program / service / event that the funding will be used for: In September 2013, the existing playround structure was removed due to safety concerns. The School Parent Council has been actively fundraising to have it replaced with a new playground structure. The goal of this new structure is to provide an accessible outdoor place for children to engage in non-competitive and cooperative games that involve all students. The total cost for this structure is $30,000.00. The Organization intends to use the 2015 Community Grant Funds in the following manner: • Site Excavation • Playground structure and other building materials • Installation Financial Summary: 2014 2015 Revenue $ 15,477.63 $ 19,522.20 Expenses $ 13,119.19 $ 18,944.19 Net $2,358.44 $578.01 Grant $ .00 $ 3,000.00 Final Net $ 2,358.44 $ 3,578.01 14-4 Clarington Clerk's Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: September 8, 2015 Report Number: CLD-015-15 Resolution: File Number: By-law Number: Report Subject: Municipal Records Retention By-law Recommendations: That the General Government Committee recommends to Council: 1. That Report CLD-015-15, regarding the Municipal Records Retention By-law, be received; 2. That a new Municipal Records Retention By-law, attached to Report CLD-015-15 as Attachment 1, to retain and preserve records in the custody or under control of The Corporation of the Municipality of Clarington, be passed; and 3. That this By-law not take effect until approval from an external Auditor is received, in accordance with Section 255 of the Municipal Act, 2001. I i i i r 15-1 Municipality of Clarington Report CLD-015-15 Page 2 Report Overview Section 255 of the Municipal Act, 2001 provides that a municipality may, subject to the approval of the municipal auditor, establish retention periods during which the records of the municipality must be retained and preserved, and that except as otherwise provided, a record of the municipality may be destroyed if a retention period for the record has been established and the retention period has expired or the record is a copy of the original record. The Municipal Records Retention By-law establishes a schedule for the retention of records in the custody or under the control of the Municipality, and provides the Municipality with the legal authority to destroy redundant official and transitory records. 1 . Background The Municipality's current Records Retention By-law 92-139 was approved by Council in May of 1992. Since 1992, the diversity of information and how it is used has, and continues to change rapidly. As a result, traditional "subject based" records management systems are inadequate to meet today's legal requirements and business needs. The Municipal Clerk's Department, along with the Records Management Team, comprised of departmental liaisons, focused on developing a Retention Schedule that can easily adapt to our rapidly changing information management environment. The attached draft retention schedule is a culmination of efforts of the Records/Election Co-ordinator determining the record series values and requirements and working closely with the departmental liaison, experienced professional staff and all department heads in identifying and appraising the record groups/series for each department. The appraisal process involved examining the records through a series of interviews to determine the value of each record group/series based on the use of the records being evaluated. Municipal records fall into two main categories: those that are preserved permanently, and those that are disposed of at some time. Collaboratively, staff determined, for each of the record series whether the primary value is operational, fiscal, or legal. Many records also have a secondary historical or archival value. These values are the basis for determining the retention period of each record series before the legal requirements are determined. In addition to establishing the organizational value, legal requirements have also been identified to ensure compliance with federal, provincial, and municipal statutes and regulations, and in contemplation of the statute of limitations for certain business activities. The possibility of litigation and the need to support our position establishes the need to retain certain municipal records until the statute of limitations expires on that particular activity. In collaboration with the Legal Department, staff has researched the 15-2 Municipality of Clarington Report CLD-015-15 Page 3 necessary legislation to determine the statutes and other recordkeeping requirements that apply to certain high risk records under the custody or control of the Municipality. At the conclusion of the comprehensive review of Clarington's records, it was determined that the existing By-law should be repealed and replaced by a new By-law. 2. Proposal j This new proposed By-law preserves and protects records of value, limits liability, and facilitates access to records under the custody or control of The Corporation of the Municipality of Clarington while ensuring operational needs are met. i The By-law shall require routine review and modification to ensure that changes to any legislated requirements and/or operational needs affecting our municipal records are incorporated. Such amendments, as deemed necessary by the Municipal Clerk, will be brought forward to Council as appropriate. This process ensures that the Municipal Records Retention By-law will continuously evolve to accommodate legislated changes and/or operational needs. 3. Concurrence i This report and the sections of the draft By-law pertaining to their respective departments have been reviewed by all Department Heads and they concur with the recommendations. 4. Conclusion It is respectfully recommended that the draft Municipal Records Retention By-law be approved and become effective upon approval from the external Auditor, in accordance with Section 255 of the Municipal Act, 2001. f 5. Strategic Plan Application Not applicable. i I i I' 15-3 I Municipality of Clarington Report CLD-015-15 Page 4 Submitted by: /�%` �'�� -�._., Reviewed by: ,6.`Anne Greentree �` Franklin Wu, Municipal Clerk Chief Administrative Officer Staff Contact: Christopher Rainville, Records/Elections, 905-623-3379 ext. 2104 or CRainville@Clarington.net Attachments: Attachment 1 — Proposed By-law to establish the retention periods for the municipal records of the Corporation of the Municipality of Clarington and Repeal Records Retention By-Law 92-139. Interested Parties Not Applicable 15-4 i Attachment 1 to Report CLD-015-15 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NUMBER 2015 — A by-law to establish the retention periods for the municipal records of the Corporation of the Municipality of Clarington and repeal By-Law 92-139. i WHEREAS subsection 254(1) of the Municipal Act, 2001 provides that a municipality j shall retain and preserve its records in a secure and accessible manner; WHEREAS subsection 255(3) of the Municipal Act, 2001 provides that a municipality May, subject to the approval of the municipal auditor, establish retention periods during which its records must be retained and preserved; WHEREAS subsection 255(2) of the Municipal Act, 2001 provides that a municipality's records may be'destroyed if a retention period for the records has been established and the retention has expired; j AND WHEREAS the Council of the Corporation of the Municipality of Clarington deems it desirable to adopt a new records retention by-law; NOW THEREFORE the Council of the Corporation of the Municipality of Clarington enacts as follows: PART 1 — INTERPRETATION Definitions 1.1 In this by-law, "Active record" means a Municipal Record that is referenced (used) on a regular basis in the performance of daily work; "Case" means any project, transaction, service or response that is opened and closed over a period of time to achieve resolution of a problem, claim, request, proposal, development.or other complex activity. It is likely to involve multiple persons inside and outside of the Municipality; "Clerk" means the Municipal Clerk; "Inactive record" means a Municipal Record that is infrequently referenced and is no longer required for current business or operations; "Metadata" means information that defines and describes other information and it is used to aid the identification, description, location or use of information systems, resources and elements; I 15-5 Attachment 1 to Report CLD-015-15 "Municipal Act, 2001" means the Municipal Act, 2001, S.O. 2001, c.25; "Municipal Record" means any recorded information, regardless of form, that has been created or received as evidence and/or information by the Municipality in pursuance of legal obligations or in the transaction of municipal business; "Municipality" means the Corporation of the Municipality of Clarington; "Official copy" means the version of a Municipal Record deemed as the master record which is not a convenient or duplicate copy. Our Corporate Classification Scheme/Retention Schedule describes Official Municipal Records within the scope of a records series including a description, custodial rights and media type designation; "Originator" means the business unit which created or received the record and is deemed to be responsible unit responsible for the management of the official copy of the municipal record; "Record" means any recorded information regardless of form; "Responsible unit" means a business unit deemed responsible for the management of the official copy of the municipal record; "Record series" means a group of related records categorized as a unit for the purposes of establishing classification efficiencies and applying retention controls; "Transitory record" means a municipal record that is required only for a limited period of time, in order to complete a routine action or to prepare a subsequent record; "Vital record" means a municipal record that is essential for preserving, continuing or reconstructing the operations of the Municipality and protecting the rights of the Municipality, its employees, its customers and its stakeholders, without delay under abnormal conditions; and "Year" means a full calendar year commencing on January 1 and terminating on December 31. PART 2 — RETENTION AND DISPOSITION 2.1 Retention periods for all municipal records, shall be as set out in the Schedule "A", attached to and forming part of this by-law. 2.2 Upon the Clerk being satisfying that the relevant retention period established by this By-law has expired, and that no reason exists:for further retention, the Clerk may order the records to be destroyed, or to be set aside for permanent retention in an archival facility designated by the Clerk. 15-6 Attachment 1 to Report CLD-015-15 PART 3 — GENERAL Short Title 3.1 The short title of this by-law is the "Records Retention By-law". Repeal 3.2 By-law 92-139 of the former Corporation of the Town of Newcastle is repealed. Effective Date 3,.3 This by-law shall be effective on approval of the Municipal Auditor. By-law passed this day of , 2015. Adrian Foster, Mayor Anne Greentree, Municipal Clerk 15-7 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Series: Function tion/Activity/Sub-Activity/Subject/Case Description Responsible ,Active inactive Total,; Transito Archival Remarks. . Unit total ry The,function of rria naging records related to common activi i est hat are:required to be kept together for administrative filing purposes::This _. series is intended to group certain common. AA Administrative Activities(AA)' business activities primarily by document type : rather than by municipal function.Excludes I i common activities that are required to`directly: support a municipal function,activity`or sub- activity The processes associated with the AA.05 Agreements establishment, maintenance, review.and negotiation of agreements. AA-05.01 Non-Significant Agreements Records relating to non-significant agreements g g and related records. Includes, agreements. Originator E+1 1 E+2 C+2 Y E=Expiry of agreement Records relating to significant agreements AA.05.02 Significant Agreements concerning municipal policies,procedures, Originator E+1 P P C+2 Y E=Ex i of agreement functions,obligations and liabilities. Includes, p�' g agreements. The activities associated with the management AA.18 Committee/Associations/Organizations Management of committees,associations or organizations. Excludes:Standing Committee or Special Committee of Council. Committee/Associations/Organizations Management- Agendas for committees,boards and AA.18.01 Advisory(Agendas) organizations who"advise"Council. Includes, Originator C+5 - C+5 C Y Administrative Value aciendas. Committee/Associations/Organizations Management- Minutes of committees,boards and Municipal AA.18.02 Advisory(Minutes) organizations who"advise"Council. Includes, Clerk's P - P C Y Administrative Value minutes. De artment AA.18.03 Committee/Associations/Organizations Management- Records relating to appointments. Includes, Originator C+5 - C+5 C Y Administrative Value Appointments appointments. Records relating to meeting arrangement AA.18.04 Committee/Associations/Organizations Management- activities committees, boards and Originator C+5 - C+5 C N Administrative Value Arrangements organizations.Includes, notice of meetings, correspondence Records relating to organizations to which the AA.18.05 Committee/Associations/Organizations Management- Municipality does not appoint members,but for Originator C+5 - C+5 C Y Administrative Value Correspondence whom the Municipality does provide insurance coverage. Includes,correspondence. Committee/Associations/Organizations Management- Records relating to committees and boards AA.18.06 Non-Advisory where Council appoints persons but do not Originator C+5 - C+5 C Y Administrative Value "advise"Council. Includes,agendas,minutes. • I Legend: C - Creation Year, P - Permanent;. S - Superseded; E - Event Required before calculating retention; Originator- Originated or acquired the record. Page 1 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible Inactive it .1 S,u1� , y J e Descr➢ption Active Total Transitory Archival Remarks., Function I Activity 1 Sub-Acfiiv ect/Cas .Series" -Unit total Records relating to internal staff committees who do not"advise"Council.Also includes Committee/Associations/Organizations Management— records relating to external committees, AA.18.07 associations and organizations to which staff Originator C+1 6 C+7 C Y Administrative Value Internal&External belong or with which they communicated in the course of their duties. Includes,agendas, notices minutes. AA.48 Mailing The process of managing our internal and external mail services. Records regarding rates and courier services, mail and postage. Includes,Courierjob Municipal AA.48.01 Mailing-External Services sheets/receipts, mail received/dispatch register, Clerk's C+1 1 C+2 C Y facsimile confirmations, registered mail Department receipts. Municipal AA.48.02 Mailing-Internal Services Records regarding the inter-office mail system. Clerk's C+1 1 C+�2 C Y Department i I i I it Cn I Legend: C - Creation Year; P - Permanent; S - Superseded; E Event Required :before calculating retention; to Originator - Originated or acquired the record. Page 2 of 126 I Municipal Records Retention Schedule Schedule"A"to Byi law 2015-xxx U1 -Wass Function[Activity Sub-Activity Sub ect/Case . Responsible. Inactive 44ries Y j Description Unit Active _total , Tota,� Transit ory Archival Remarks The activities associated with developing and establishing decisions,directions and AA.55 Policy precedents which act as a reference for future decision making,as the basis from which the . organization's operating procedures are determined. Includes official copies of corporate and departmental policies.Excludes Official Land AA.55.01 Polic Official Co ies Use Plans.See DV.70.03 Clarington Land Use y p Plans.Includes,master signed copies of Originator S P P C+1 Y Corporate Policies,Master copies of policy circulars developed by the Municpality,. Facilitative records relating to the background, j development and review of corporate and AA.55.02 Policy acilitative Records departmental policies.Also includes reference y material relating to policy matters. Includes, Originator C+1 4 C+5 C+1 N Administrative Value working papers, interim&draft reports,surveys &proposals not adopted. Standard methods of operating by an AA.56 Procedures organization according to formulated policy. See CG.69.03 Standards—Official Copies. Includes official copies of corporate and departmental procedures relating to AA.56.01 Procedures—Official Copies administrative and operational procedures. Originator S P P C+1 Y Includes technical procedures. Includes, workin papers,procedure document. Facilitative records relating to the background, development and review of corporate and AA.56.02 Procedures—Facilitative Records departmental procedures.Also includes Originator C+1 - C+1 C+1 N reference material.Includes,working papers draft orocedure. The process of designating and documenting AA.65 Scheduling times for business related meetings,, inspections,court appearances and other activities.This includes electronic calendars: Records relating to the activities associated AA.65.01 Schedulin General with arranging appointments.Also includes g staff calendars. Includes,staff calendars, Originator C+1 - C+1 C N ,appointment schedule. Legend: C - Creation Year; P - Permanent; S -Superseded:; E Event Required before calculating retention; Originator- Originated or acquired the record. Page 3 of 126 Municipal Records Retention Schedule Schedule"A"to Byilaw 2015-xxx Class Function/Activit /S Responsible' Inactive I Activity y, scrlption p Active Total ,Transitory Archival Remarks Series ub=Activit l Sub eCt/Case De Unit total - - AA.76 Duplicating/Printing The activities involved in providing corporate printing and co in services. Records relating to requests and memos regarding the printing and/or copying of Municipal AA.76.01 Duplicating/Printing-General corporate documents,publications,and forms. Clerk's C+1 4 C+5 C+1 N Also includes printing logs. Includes,requests, Department responses. I i I II Cn :Legend: C - Creation Year; P - Permanent; S-- Superseded; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 4 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx V1 4ass Function%Activity/Sub Activity/Subject/Case bescription':. Responsible,,Active Inactive Total', Transito Archival Remarks: dries : Unit total:;� ry . The function of managing,regulating and controlling domestic;non-domestic animals and exotic animals.in order to maintain a safe and.`. AM Animal Management(AM) healthy,environment for the community.This includes registration, licensing,complaints, impounding.of Stray animals enforcement and - rosecutioris'' The activities associated with offering opinions AM.03 Advice by or to the organization as to an action or judgement. Includes the process of advising. Records relating to advice concerning routine Animal AM.03.01 Advice-Operational operational matters. Includes, recommendation C+1 - C+1 C Y letter,circulars(local animal agencies). Services Provision of high level advice,eg.To the Mayor, Chairperson or CAO, relating to Animal AM.03.02 Advice-High Level substantive aspect of municipal policies, Services C+1 4 C+5 C Y Administrative Value procedures,functions,obligations and liabilities.Includes requests responses. The activities associated with the pursuit of influencing outcomes on behalf of the AM.04 Advocating community where the Municipality acts as an advocate on issues of concern which may include political,economic,environmental or social issues that affect the community. Records that document interaction between the Animal AM.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant Services C+1 - C+1 C N issues. Includes, requests, responses. Records relating to the interaction between the Municipality and other bodies on significant Animal AM.04.02 Advocating-Significant issues of public interest and debate,or of value C+1 9 C+10 C Y to the history of the Municipality. Includes, Services agreements. The activities involved in arranging for the AMA 1 Bookings usage, rental and loaning of facilities, e ui ment fleet ands ace. Records relating to the hire and use of Animal AM.11.01 Bookings-Equipment municipal equipment. Includes,registers, Services C+1 - C+1 C N forms. 'Legend: C - Creation Year; P - Permanent; S -Superseded;.E - Event Required before calculating retention; 0 iginator-Originated or acquired the record. Page 5 of 126 1 Municipal Records Retention Schedule Schedule"A"to By Ilaw 2015-xxx Class Function!Activity l Sub-Activity l Subject l Case Description Respo'ins ible Active Inactive . Series - total Total Transito ry Archival Remarks The activities associated with complying with mandatory accountability,fiscal,legal, regulatory,operational or quality standards or requirements to which the Municipality is subject. Includes compliance with legislation AM.20 Compliance such as Environmental Protection Act, Municipal Act,Taxation Act, Financial Administration Act,Highway Traffic Act, Occupational Health and Safety Act,Fire Protection and Prevention Act, Municipal Freedom of Information and Protection of Privacy Act.e Records relating to municipal compliance with mandatory requirements imposed by governing bodies. Includes proof of compliance with AM.20.01 Compliance—Requirement internal and external standards,statutory and Animal S 7 S+7 C Y Administrative Value operational requirements. Includes,compliance Services certificates, municipal animal management plans. Records relating to serious breaches of AM.20.02 Compliance-Breach compliance requirements that lead to major Animal E+1 1 E+2 C Y E=Remedy of breach public interest and debate or court action. Services or delivery of judgement Includes complaints, notices. Records relating to the activities involved with examining a person,group,system,process, project or product in order to determine Animal AM.20.03 Compliance—Verification(Internal Audit) whether or not compliance with a regulation, C+1 6 C+7 C Y requirement,specification or imposed condition Services are being met.Includes,audit reports, surveillance/monitoring records. lil U1 I I w :Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 6 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx CA ss Responsible Inactive { `Function/Activity/S.ub-Activity/,Subject/Case Descrfptfon Active Totaf Transitory Archival Remarks eries- Unit . total ' The activities involved in arranging, procuring AM.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract. Major contracts are Corporate AM.23.01 Contracting-Major contracts of a significant nature in terms of Services— E+1 P P C Y E=Expiry of contract dollar value,major public interest and debate Purchasing or of value to the history of the Municipality. Includes contracts. Records relating to the hiring and use of AM.23.02 Contracting-Minor consultants,contractors and suppliers which Originator E+1 6 E+7 C Y E=Expiry of contract results in a minor contract as per the Purchasin B -law. Includes contracts. The process of handling public reaction to municipal policies, responsibilities or services. Includes anonymous letters, letters of AM.59 Public Reaction complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests.Excludes animal complaints.See AM.62—Regulating for animal complaints AM.59.01 Public Reaction—General Records relating to public reaction. Includes, Animal C+2 C+2 C Y workinq papers. Services The process of regulating statutory requirements.This is the enforcement of AM.62 Regulating regulatory responsibilities. Includes inspection, authorization,monitoring and enforcement of requirements under legislation. Regulating-Enforcement(Certificate of Offence,Part Records relating to office copies of Part I Animal AM.62.03 I) charges. Includes,certificate of offence, Services C+1 7 C+8 C Y Administrative Value re isters. Regulating-Enforcement(Certificate of Offence,Part Records relating to office copies of Part III Animal E=Case Closed AM.62.05 III) charges. Includes,certificate-of offence, Services E+1 9 E+10 C Y Administrative Value registers. Records relating to the enforcement of regulatory by-laws.Property Standards, Zoning, Licensing,Signs, Long Grass& Animal or or Delivery OT Judgment close of file AM.62.06 Regulating-Enforcement(Case File) Weeds,Open Air Burning, Noise,etc. Includes, Services E+1 6 E+7 C+1 Y Retention established as court records,judgements, occurrence reports, photographs,subpoenas,orders,notices, per Legal review com laints. Records relating to administered by the E=Expiry of license or AM.62.07 Regulating-Licence/Permit Administration Municipality.Also includes applications and permits issued by the Municipality. Includes, Originator E+1 6 E+7 C+1 Y permit Administrative Value licences per its,application. :Legend: C - Creation Year; P - Permanent; S -Superseded:; E- Event Required before calculating retention; c4r;,ig.inator- Originated or acquired the record. Page 7 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Function/Activit /Sub-Activit !Subject Responsible Inactive Series Y Y /Case Description `Active Total Transitory Archival Remarks, 1Unit total The processes associated with initiating or providing a formal'response to a situation or request(either internal,external or as a requirement of corporate policies),and to AM.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers,proposals,reports, reviews and returns. AM.63.01 Reporting-Administrative Reporting Records relating to the reporting of non- Animal C+1 6 C+7 C Y Administrative Value significant programs,projects and events. Services Records relating to the reporting of significant Municipal AM.63.02 Reporting-Committee&Council programs,projects and events. Clerk's C+1 P P C Y Department Records relating to support documentation. AM.63.03 Reporting-Facilitative Records Also includes surveys and questionnaires. Animal E+1 5 E+6 C Y E=Final report Includes,working papers,supporting Services completed documentation surveys,discussion Papers. The activities associated with the operations of AM.67 Sheltering the Animal Shelter including housing,feeding, care of animals, intake,rescue,transfer and adoptions. Records relating to the adoption activities of Animal AM.67.01 Sheltering-Adoption animals at our municipal shelter.Includes, Services C+1 6 C+7 C N a lications. Records relating to the cleaning activities for Animal AM.67.02 Sheltering-Cleaning the animals being sheltered.Includes,cleaning Services C+1 1 C+2 C N schedule. Records relating to the activities related to Animal AM.67.03 Sheltering-Feeding feeding our animals.Includes,feeding Services C+1 1 C+2 C N schedule. Records relating to the recording medical and Animal E=Date animal was last AM.67.04 Sheltering—Animal Records behaviour. Services E+1 5 E+6 C N in the shelter] Administrative Value I i . I Cn i Legend: C Creation Year; P - Permanent; S - Superseded; E- Event Required :before calculating retention; Originator- Originated or acquired the record. Page 8 of 126 i Municipal Records Retention Schedule Schedule"A"to Bylaw 2015-xxx C3'1 ass Function'/Activifiy7Sub-Activity lSubject/Ca " Resp'onsible' p,` Inactive Unit total Total; Transitory A .- Wises se The function of rov d nripcoonorate direction Active rchivai Remarks, P 9. rp CG Corporate Governance(CG) and control.tiy.applying rules,practices and. . processes at a corporate level The activities associated with offering or seeking opinions. Includes the process of CG.03 Advice advising or being advised.Excludes legal advice. Records relating to advice concerning routine Office of the CG.03.01 Advice-Operational operational matters. Includes, recommendation CAO C+1 - C+1 C Y letter,policy comments. Provision of high level advice,eg.To the Mayor,Chairperson or CAO,relating to Office of the CG.03.02 Advice-High Level substantive aspect of municipal policies, CAO C+1 4 C+5 C Y procedures,functions,obligations and liabilities. Includes requests, responses. I I I Legend: C - Creation Year; P- Permanent; S - Superseded:; E- Event Required before calculating retention; Originator - Originated or acquired the record, Page 9 of 126 Municipal Records Retention Schedule Schedule'A"to By-law 2015-xxx class Responsible Inactive Function Y Activity/Sub-Activity/Subject/Case Description Active. Total firansitory Archival Remarks Series Unit total. The activity of compiling and administering guidelines on the consistency in written style, graphic design etc.within municipal CG.13 Branding documents.Includes designing logos, letterhead,stationery,publications,etc.that incorporate the corporate image of the municipality. Facilitative records relating to the development, selection and implementation of the corporate Communicatio E=Final version of CG.13.01 Branding—Facilitative Records style for municipal documents,stationery and ns&Tourism E+1 1 E+2 C Y branding standard publications.Includes the Coat of arms. Division completed Includes,designs,competition entries,drafts, unsuccessful submissions. Master copies of the corporate brand for Communicatio CG.13.02 Branding—Masters municipal documents,stationery and ns&Tourism S 5 S+5 C Y publications.Includes the Coat of arms. Division Includes coat of arms corporate logo. i I li I I i CJ"1 I —� Legend: C - Creation Year; P- Permanent; S - Superseded:; E- Event Required before calculating retention;. Originator- Originated or acquired the record. Page 10 of 126 Municipal Records Retention Schedule Schedule"A"to By Ilaw 2015-xxx Lass Function IActivifi 15ub-Activit ,/Sub ect/Case Responsible Inactive 6ories y y j Descrlpfiiori Active Tota[` Transitory Archival Remarks The activities associated with complying unit to -. with mandatory accountability,fiscal, legal, regulatory,operational or quality standards or requirements to which the Municipality is subject.Includes compliance with legislation such as Environmental Protection Act, CG.20 Compliance Municipal Act,Taxation Act, Financial Administration Act,Highway Traffic Act, Occupational Health and Safety Act, Fire Protection and Prevention Act, Municipal Freedom of Information and Protection of Privacy Act,Accessibility for Ontarians with Disabilities Act.etc, Records relating to municipal compliance with mandatory requirements imposed by governing CG.20.01 —Compliance Requirement bodies.Includes proof of compliance with p q internal and external standards,statutory and Originator S+1 6 S+7 C Y Administrative Value operational requirements. Includes,financial statements. Records relating to serious breaches of CG.20.02 Compliance-Breach compliance requirements that leads to major E=Remedy of breach p public interest and debate or court action. Originator E+1 1 E+2 C Y or delivery of judgement Includes audit reports,audit trails. Records relating to the activities involved with examining a person,group,system,process, CG.20.03 Compliance—Verification Internal Audit project or product in order to determine p (Internal whether or not compliance with a regulation, Originator C+1 6 C+7 C Y requirement,specification or imposed condition are being met. Records relating to the activities involved with being examined by a person,group,system, process,project or product in order to , CG.20.04 Compliance—Verification(External Audit) determine whether or not compliance with a Originator C+1 P P C Y regulation,requirement,specification or imposed condition are being met. Includes, audit reports. The activities involved in arranging,procuring CG.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract.Major contracts are Corporate CG.23.01 Contracting-Major contracts of a significant nature in terms of Services- E+1 P P C Y E=Expiry of contract dollar value,major public interest and debate Purchasing or of value to the history of the Municipality. Includes contracts. I Legend: C - Creation Year; P - Permanent; S -Superseded; E Event Required before calculating retention; Originator- Originated or acquired the record. Paige 11 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx .Class Responsible Inactive Function/Activity/Sub-Activity I Subiect/Case . Descrlption Active Total Transitory Archival Remarks SeriesUnit total: i Records relating to the hiring and use of CG.23.02 Contracting-Minor consultants,contractors and suppliers which Originator E+1 6 E+7 C Y E=Expiry of contract results in a minor contract as per the Purchasing By-law. Includes contracts. The activities involved in the management of CG.57 Program Management an ongoing series of actions including planning, implementing,monitoring,and assessing a program. Records that document the activities involved in operating significant programs. Includes, CG.57.01 Program Management—Significant Originator C+2 P P C+1 Y agreements,funding,proposals, registration of interest rep orts strategies. Records that document the activities involved in operating non-significant programs. Includes, E=Termination of agreements,CG.57.02 Program Management—Non-Significant reements fundin Originator E+1 4 E+5 C+1 Y g g,proposals, registration of program interest,reports,strategies. I I i C" I Legend: C - Creation Year; P -Permanent; S - Superseded; E - Event Required before calculating retention; co Originator- Originated or acquired the record_ Page 12 of 126 Municipal Records Retention Schedule Schedule"A"to By law 2015-xxx mass U7 :R esponsible; Inactive dries ' Function/Actiivity l.Sub-Activity/Subject!Case Description Unit Active total J' TotaC; Transitory Archival, Remairks The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies),and to CG.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers,proposals,reports, reviews and returns. Records relating to the reporting of non- Office of the CG.63.01 Reporting-Administrative Reporting significant programs,projects and events. CAO C+1. 6 C+7 C Y Includes reports,daily statements. Records relating to the reporting of significant Municipal CG.63.02 Reporting-Committee&Council programs,projects and events. Includes, Clerk's C+1 P P C Y reports. De artment Records relating to support documentation. E=Final report CG.63.03 Reporting Facilitative Records Also includes surveys and questionnaires. p g Includes,working papers,supporting Originator E+1 5 E+6 C Y completed. documentation surve s discussion papers. Administrative Value The process involving the identification of risks and the implementation of appropriate CG.64 Risk Management practices and procedures,which will reduce wastage and the impact of economic loss arisinci from an incident. Risk management plans and implemented disaster plans including plans for protection CG.64.01 Risk Management-Planning and re-establishment in case of a disaster. Finance S+1 6 S+7 C Y Includes post-disaster documentation. Includes record of actions action plans. CG.64.02 Risk Management-Reporting Records relating to risk management review. Finance C+1 P P C+1 Y Includes risk management reports. I Legend: C - Creation Year; P - Permanent; S -Superseded:; E- Event Required .before calculating retention; Originator- Originated of acquired the record. Page 13 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx class Responsible Inactive Series Function/Activity/Sub-Activity/Subject l case Descrlptlon Active Total Transitory Archival Rerharks Unit total The process of developing or implementing j CG.69 Standards Administration industry or municipal benchmarks for services and processes to enhance the quality and efficiencv of the Municipality. Records relating to accreditation with industry CG.69.01 Standards Administration-Accreditation standards,i.e.quality assurance. Includes, Originator S+1 9 S+10 C+1 Y audits,presentations,certifications. Records relating to the development of CG.69.02 Standards Administration-Facilitative Records standards. Includes working papers,drafts. Originator E+1 6 E+7 C+1 Y Official copies of standards developed by or for the Municipality. Includes Customer Service E=Standard finalized CG.69.03 Standards Administration-Official Copies standards. Includes,service standards,design Originator' S+1 P P C+1 Y Administrative Value standards,internal standards. The process of formulating ways in which CG.70 Planning strategic objectives can be achieved. Includes determination of services,needs and solutions to those needs. CG.70.01 Planning-Strategic Planning Records relating to annual business plans. Office of the S 7 S+7 C Y E=Completion of Includes final plan. CAO business plan Facilitative records relating to the development I =CG-7002 lanning-Facilitative Records of business plans.Includes,working papers, Originator E 7 E+7 E Y Administrative Value drafts. I i I I cn I N Legend: C - Creation Year; P - Permanent; S -Superseded; E- Event Required ,before calculating retention; j Originator- Originated or acquired the record. Page 14 of 126 Municipal Records Retention Schedule Schedule"A"to By-,law 2015-xxx Cs� _ l�Pass Responsible Inactive _ ries Function l Activifiy l Sub-Activity l Subfecti l Case DescriptforA' nit, .Active total., 'T al ^Transitory Archival 'Remark' The function of establishing:rapport with the community and raising and maintaining th,e Municipality's.broad public profile.Includes. marketin 9,advertising,media:liaison. `:< exhitii4io ns:,celebrations;ceremonies,. CR:. Community Relations(CR) : : speeches,official representation at functions.and participation in.community,activities.Also includes.relationships with professional bodies and industry,the management of customer .. services,handling:reactions to those:services,. customer consultation and feedback. The activities associated with offering or CR.03 Advice seeking opinions.Includes the process of advising or being advised.Excludes legal advice. Records relating to advice concerning routine Communicatio CR.03.01 Advice-Operational operational matters. Includes, recommendation ns&Tourism C+1 - C+1 C Y letter,circulars. Provision of high level advice,eg.To the Mayor,Chairperson or CAO,relating to Communicatio CR.03.02 Advice-High Level substantive aspect of municipal policies, ns&Tourism C+1 4 C+5 C Y Administrative Value procedures,functions,obligations and liabilities. Includes requests, responses. The activities associated with the pursuit of influencing outcomes on behalf of the j CR.04 Advocating community where the Municipality acts as an advocate on issues of concern which may include political,economic,environmental or social issues that affect the community. Records that document interaction between the Communicatio CR.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant ns&Tourism C+1 - C+1 C N issues. Includes, requests,responses. Records relating to the interaction between the Municipality and other bodies on significant Communicatio CR.04.02 Advocating—Significant issues of public interest and debate, or of value ns&Tourism C+1 9 C+10 C Y to the history of the Municipality.Includes, petitions,media clippings. l :Legend: C.- Creation Year; P - Permanent; S - Superseded, E - Event Required before calculating retentickn; Originator-Originated or acquired the record. Paige 15 of 126 Municipal Records Retention Schedule Schedule"A"to By law 2015-xxx Class Responsible Inactive Function[,Activity'/Sub-Activity/Subject l Case Description Active Total Transitory Archival Remarks Series Unit total The activities associated with the issuing and receiving of awards in recognition of -achievements,innovation,community service, performance and excellence.See CR.37- CR.10 Awards COMMUNITY RELATIONS-Event Management for ceremonies to present awards to members of the community.See HR.37- HUMAN RESOURCE MANAGEMENT-Event Management for ceremonies to present awards to personnel. Records relating to the successful nomination, CR.10.01 Awards-Successful Nominations endorsement,recommendation and actual Originator C+1 P P C+1 y award. Includes,award certificate,letters. CR.10.02 Awards-Unsuccessful Nominations Records relating to unsuccessful nominations. Originator C+1 5 C+6 C+1 y Includes letters. The activities involved in arranging,procuring CR.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants, contractors and suppliers which Corporate CR.23.01 Contracting-Major results in a major contract.Major contracts are Services- E+1 P P C• Y E=Expiry of contract contracts of a significant nature in terms of purchasing dollar value,major public interest and debate or of value to the history of the Municipality.c Records relating to the hiring and use of consultants,contractors and suppliers which CR.23.02 Contracting-Minor Originator E+1 6 E+7 C y E=Expiry of contract results in a minor contract as per the Purchasing B -law.Includes contracts.. The activities associated with the planning, CR.26 Customer Service monitoring and evaluating of services provided to customers bV the Munici alit . Records relating to the management of specialized customer services,eg help/information desks,web sites,interpreters, CR.26.02 Customer Service-Specialized Services facilities for disabled customers,changes to Originator C+1 5 C+6 C+1 y Administrative Value opening hours,outreach services. See CG.69.03-Standards(Official Copies)for customer service standards.Includes,surveys, correspondence. I cr I w 'Legend: C - Creation Year; P- Permanent; S Superseded; E - Event Required before calculating retention; 00ginator -Uriginated or acquired the record. Page 16 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx U'1 rOlass Responsible inactive Function/Activity I �� P . : hit!.: j' LSub-Activity l Subject]Case i Descri tion Active Total Transito Archlvai Remarks 'dries U totai�. _ The process of planning,managing, coordinating,assessing promoting and reporting on events.Events include ceremonies,celebrations,conferences and CR.37 Event Management functions.This includes events organized by the Municipality and the processes associated with approval and promotion of events held in the municipal area.This relates to events I managed by the Municipality and includes civic rece tions. j Records relating to requests and approvals for events,filming,permission to land helicopters, skydivers within our municipal area.This Municipal CR.37.01 Event Management—External includes where the Municipality is required to Clerk's C+1 5 C+6 C+1 Y Administrative Value issue multiple approvals such as parking,food Department etc. Includes, requests, notices, responses, liabilitv insurance. Records relating to the consolidated CR.37.02 Event Management-Non-significant documentation of non-significant events. Originator C+1 1 C+2 C+1 Y Includes fairs parades,photographs. Records relating to the consolidated CR.37.03 Event Management—Significant documentation of significant events. Includes, final reports,invitations,photographs, Originator C+1 P P C+1 Y Administrative Value speeches. Records relating to promotional materials for j municipal events. See CR.60.01 for master Communicatio CR.37.04 Event Management—Promotion copies of promotional material designed in- ns&Tourism C+2 - C+2 C+1 Y house. Includes, promotional material, Division corres ondence. Activities associated with preparing and CR.40 Greetings sending letters of appreciation or thanks, condolences or introductions. Includes mailing lists. CR.40.01 -Greetings Mailing List Address list for sending greetings. Includes, g g listin Originator C+1 - C+1 C Y Records relating to the preparation and CR.40.02 Greetings-Non-si Non-significant sending of all other greetings.Also includes I g g greetings received by the Municipality. Originator C+1 - C+1 C Y Includes,correspondence,final letters,drafts. I Records relating to the preparation and sending of greetings relating to high profile and CRA0.03 Greetings-Significant(High Profile) significant events and people.Also includes Originator C+1 5 C+6 C+1 Y Administrative Value greetings received by the Municipality. ' Includes,correspondence,final letters,drafts. Legend: C - Creation Year; P -Permanent; S - Superseded';'E- Event Required before calculating retention; Originator- Originated or acquired the record. Palge 17 of 126 i Municipal Records Retention Schedule Schedule"A"to By-'law 2015-xxx i Class Responsible Inactive Function'/Activity/Sub-Activity/Subject/Case Description Active Total: Transitory Archival Remarks Series unit total The activities associated with establishing a relationship between the media and the . CR.51 Media Relations Municipality.Includes coordinating access to the media,authorizing and issuing press releases and briefings and organizing media interviews. Press cuttings and other media reports relating Communicatio to the Municipality and its activities..lnciudes CR.51.01 Media Relations—Clippings ns&Tourism C+1 5 C+6 C Y Administrative Value. media monitoring reports.Includes, reports, Division news clippings. Media releases relating to minor media releases prepared by or for the Municipality, Communicatio eg.Correction of media reports or notification CR.51.02 Media Relations—Minor C+1 C Y of changes to minor services.For example ns&Tourism C+1 - Division changes to office hours,amendment to waste collection.Includes,statements, notices. Municipality's media releases relating to major issues,eg.New or substantial changes to existing policies,major items of expenditure, Communicatio CR.51.03 Media Relations—Major senior appointments,disposal of well-known ns&Tourism C+1 5 C+6 C Y Administrative Value assets,or matters of considerable public Division interest and debate. Includes,statements, ress releases. The process of handling public reaction to municipal policies,responsibilities or services. CR.59 Public Reaction Includes anonymous letters,letters of complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests. CR.59.01 [Public Reaction—General Records relating to public reaction. Includes, Originator C+1 1 C+2 C Y workin a ers. i CSi I N Legend: C - Creation Year; P - Permanent; S - Superseded.; E - Event Required before calculating retention; cn Originator- Originated or acquired the record. Page 18 of 126 Municipal Records Retention Schedule Schedule"A"to By-slaw 2015-xxx CTS ss Responsible S '�'lnactive ies' . Function I Activity 1 Sub-Activity 1 Subject.)Case Desc 11' tion> Active:': Totaf Transitory Ardhival Remarks Unit total` The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies), and to CR.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda, briefing,business,discussion papers,proposals,reports,reviews and returns. Records relating to the reporting of non- Communicatio CR.63.01 Reporting-Administrative Reporting significant programs,projects and events. ns&Tourism C+1 6 C+7 C Y Administrative Value Includes, reports,daily statements. Division Records relating to the reporting of significant Municipal CR.63.02 Reporting-Committee&Council programs,projects and events. Includes, Clerk's C+1 P P C y reports. Department Records relating to support documentation. Communicatio CR.63.03 Reporting-Facilitative Records Also includes surveys and questionnaires. ns&Tourism E+1 5 E+6 C y E=Final report completed Includes,working papers,supporting Division p p documentation surve s discussion papers. ;Legend: C - Creation Year; P - Permanent; S -Superseded; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 19 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015->oa ;Class Responsible inactive Function.1 Activity/Sub-Activity./Subject]Case: Description 'Active Total Transitory Archival Remarks Series ;'. Unit" total The.function.ofmanaging land use,population, housing,.e,mployment;general economic conditions and characteristics.Includes* activities related to preparing,Implementing .. DV Development(DV) and nionitoring:the Official Plan,and other policy,documents as well as regulating development activities withimour community in: accordance with planning legislation and the i local plan that has been adopted'by the Munichmlitv. The activities associated with offering or DV.03 Advice seeking opinions.Includes the process of advisinq or being advised. Records relating to advice concerning routine DV.03.01 Advice—Operational operational matters.Includes, response letter, Originator C+1 - C+1 C correspondence. Provision of high level advice,eg.To the Mayor,Chairperson or CAO,relating to Planning DV.03.02 Advice-High Level substantive aspect of municipal policies, C+1 4 C+5 C Administrative Value procedures,functions,obligations and Services liabilities. Includes requests, responses. C3'r I N Legend: C - Creation Year; P"- Permanent; S -Superseded; E- Event Required before calculating retention; J Oeig:inafor- Originated or acquired the record. Page 20 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx U'1 lass Responsible; In C�eries FunctionJ Activity/Sub-ActivitylSubjectl'Case Description.., Active Total' Transitory AtchivalRemarks: Unit: total'. The activities associated with the pursuit of influencing outcomes on behalf of the DV.04 Advocating community where the Municipality acts as an advocate on issues of concern which may include political, economic,environmental or social issues that affect the community. Records that document interaction between the Planning DV.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant Services C+1 - C+1 C N issues. Records relating to the interaction between the Municipality and other bodies on significant Planning DV.04.02 Advocating-Significant issues of public interest and debate,or of value Services C+1 9 C+10 C Y to the history of the Municipality.Includes, petitions, media clippings. The activities associated with complying with mandatory regulatory or operational standards or requirements to which the Municipality is subject.Includes compliance with legislation DV.20 Compliance such as Environmental Protection Act, Municipal Act,Highway Traffic Act, Occupational Health and Safety Act, Fire Protection and Prevention Act,Municipal Freedom of Information and Protection of Privacy Act, Building Code Act,etc. Records relating to municipal compliance with mandatory requirements imposed by governing DV.20.01 —Compliance Requirement bodies. Includes proof of compliance with Planning p q internal and external standards,statutory and Services S+1 6 S+7 C Y operational requirements. Includes,regulations, standards. Records relating to serious breaches of DV.20.02 Compliance-Breach compliance requirements that leads to major Planning E+1 1 . E+2 C Y E=Remedy of breach public interest and debate or court action. Services or delivery of judgement Includes com laints notices. Records relating to the activities involved with examining a person,group,system,process, project or product in order to determine Planning DV.20.03 Compliance—Verification(Internal Audit) whether or not compliance with a regulation, Services C+1 6 C+7 C Y requirement,specification or imposed condition are being met. Includes,audit reports, surveillance/monitoring records. :Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 21 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible Inactive Series Function I Activity 1 Sub'-Activity/Subject I Case, Descriptlori -Unit Active total Total Transitory" Archival Remarks , The activities involved in arranging,procuring DV.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract.Major contracts are Corporate DV.23.01 Contracting-Major contracts of a significant nature in terms of Services- E+1 P P C+1 Y E=Expiry of contract dollar value, major public interest and debate Purchasing or of value to the history of the Municipality. Includes contracts. Records relating to the hiring and use of consultants, contractors and suppliers which DV.23.02 Contracting-Minor results in a minor contract as per the Originator E+1 6 E+7 C+1 Y E=Expiry of contract Purchasin BV-law.Includes contracts. Cn CID Legend: C - Creation Year; P - Permanent;.S - Superseded:; E- Event Required before calculating retention; Originat, or- Originated or acquired the record. Page 22 of 126 Municipal Records Retention Schedule Schedule"A"to By+law 2015->oa C77 - !Sub ect!Case : De Responsible', Inactive ass Function - j $ p Activ to Archival R'emarks.l n 1 4ctivity�l3ub-Activft on tion a .._ Total, Transi„ ry,. rtes Unit,- total s. The activities associated to drawings pertaining to municipal base information(boundaries, roads, easements,etc.);plotting and maintenance of background data related to DV.50 Mapping various planning issues including,but not limited to,subdivisions,OPA's,waterfront, transportation planning, regional studies, . reference plans,mapping plans and aerial hoto rah . Mapping*and recording geographic features, including aerial photography;cartography;and planning DV.50.01 Mapping-General GIS. Includes mapping information used to Services S P P C+2 Y support projects, reports,studies and policy. Includes,working papers,maps. The activities involved in the management of DV.57 Program Management an ongoing series of actions including planning, implementing,monitoring,and assessing a program. Records that document the activities involved DV.57.01 Program Management—Significant ]in operating significant programs.Includes, Planning C+2 P P C+1 Y agreements,funding,proposals, registration of Services interest reports strategies. Records that document the activities involved in operating non-significant programs. Includes, Planning E=Termination of DV.57.02 Program Management—Non-Significant agreements,funding,proposals, registration of Services E+1 4 E+5 C+1 Y g g,p p g program interest, reports,strategies. Facilitative records relating to the management Planning E=Termination of DV.57.03 Program Management—Facilitative Records of municipal programs. Includes,drafts, Services E+2 E+2 C+1 Y program research/studies,correspondence. The process of handling public reaction to municipal policies,responsibilities or services. DV.59 Public Reaction Includes anonymous letters, letters of complaint-and letters of congratulation or appreciation received from the public.This includes all customer action requests. DV.59.01 Public Reaction—General Records relating to public reaction. Includes, Planning C+2 - C+2 C Y Administrative Value com laints petitions,appreciation letters. Services Legend: C - Creation Year; P- Permanent; S - Superseded; E- Event Required before calculating retention;. Originator-Originated or acquired the record. Page 23 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Sub-Activity Sub ect LCas Responsible Inactive Transit Series Function I Activity/ scrl tion. Unit Active total Total' ry, marks y j e' De p o Archival Re The process of regulating statutory requirements.This is the enforcement of [DV.62 - Regulating regulatory responsibilities. Includes inspection, authorization,monitoring and enforcement of requirements under legislation. Records relating to Development Applications for sites,buildings or infrastructures.This includes Land Division and Public Infrastructure planning DV.62.01 Regulating-Applications Approved development.See DV.62.15—Pre- Services E+1 P P C+2 Y E=Application decision Development for records relating to pre- development advice. Includes,applications, conce t Dians. Records relating to Development Applications for sites,buildings or infrastructure not approved, lapsed or withdrawn. This includes E=Application decision DV.62.02 Regulating-Applications Not Approved Land Division and Public Infrastructure Planning E+2 - E+2 C+1 Y or no action within 15 development. See DV.62.15—Pre- Services Consultation for records relating to pre- years of application development advice. Includes,applications, concept plans. Regulating-Enforcement(Certificate of Offence,Part Records relating to office copies of Part I DV.62.03 I) charges. Includes,certificate of offence, Originator C+1 7 C+8 C+2 Y Administrative Value registers. Regulating-Enforcement(Certificate of Offence, Part Records relating to office copies of Part III DV.62.05 ill) charges.Includes,certificate of offence, Originator E+1 9 E+10 C+2 Y E=Case Closed re isters. Records relating to the enforcement of regulatory by-laws.Property Standards, Zoning,Licensing,Signs,Long Grass& or Delivery le judgment edo DV.62.06 Regulating-Enforcement(Case File) Weeds,Open Air Burning, Noise,etc. Includes, Originator E+1 6 E+7 C+1 Y or close a file Retention court records,judgements,occurrence reports, established as per Legal photographs,subpoenas,.orders,notices, review com laints. Records relating to licences administered by the Municipality.Also includes applications and E=Expiry of license or DV.62.07 Regulating-Licence/Permit Administration permits issued by the Municipality such as Originator E+1 6 E+7 C+1 Y permit. Administrative building permits.Includes, licences,permits, Value application. Records relating to development registers. Includes,application register,transferable floor DV.62.08 Regulating—Registers area register,land management agreements Originator P - P C+2 Y register,significant tree register, heritage reciister,building register. Records relating to pre-consultation activities provided by the Municipality. Includes, E=Application decision DV.62.09 Regulating—Pre-Consultation Originator E+2 8 E+10 C+1 N or no action within 15 correspondence,meeting minutes, recommendation letter,concept plans. years of application w Legend: C - Creation Year, P -Permanent; S -Superseded; E- Event'Required before calculating retention; Originator- Originated or acquired the record, Page 24 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx CJr I �4�assRespons�ble`: Inactive Function/,Activity/Sub-Activity/Subject/case Description Active Total': ,Transitory Archival Remarks: �SerlesUmt total Records regulating the construction Engineering E=Assumption of DV.62.10 Regulating—Construction requirements for new developments. Includes, E+2 8 E+10 C+1 N approvals,authorization,inspection notes. Services Council i Legend: C - Creation Year; P -Permanent; S - Superseded; E- Event Required .before calculating retention; Originator- Originated or acquired the record. Page 25 of 126 Municipal Records Retention Schedule Schedule"A"to By-'law 2015-xxx Class Function tivifi /'S a Respangible, Inactive se Descri tion Active 'Total. Transitory Archival Remarks Series fiion!Ac„ y ub-Activity/Subject/'C p Unit total The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies),and to DV.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers,proposals,reports, reviews and returns. Records relating to the reporting of non- DV.63.01 Reporting-Administrative Reporting significant programs,projects and events. Originator C+1 6 C+7 C Y Administrative Value Includes reports,daily statements. Records relating to the reporting of significant Municipal DV.63.02 Reporting-Committee&Council programs,projects and events. Includes, Clerk's C+1 P P C Y reports. Department Records relating to support documentation. Also includes surveys and questionnaires E=Final report DV.63.03 Reporting-Facilitative .Records Originator E+1 5 E+6 C Y completed. Includes,working papers,supporting Administrative Value documentation surveys,discussion papers. The activities associated with developing and DV.70' Planning establishing goals and policies that will guide future land use. Includes the official plan and approved amendments to the official plan.Also includes secondary plans and approved amendments, containing detailed objectives and policies DV.70.03 Planning—Land Use(Policy Framework) concerning the planning,development and Planning S P P C+1 Y redevelopment of specific planning districts. Services For approved and non-approved amendment applications see DV.62.03&DV.62.04— Regulating. Includes,master copies of the Official Plan,Official Plan amendments. Includes records such as background studies Planning—Land Use(Policy Framwork)Facilitative supporting development of the official plan and Planning E=Adoption)of Land DV.70.04 Records review process as required under the Planning Services E+1 19 E+20 C+1 Y Use Policy document Act. Includes,correspondence,draft reports, surveys&proposals. Cn 1 I w :Legend- C - Creation Year; P - Permanent; S - Superseded:; E Event Required before calculating retention; Originator- Originated or acquired the record. Page 26 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx C.n 1 ss Responsible Inactive` Function/Activityl Sufi-Activity)S"ubject/Case Descriptions:�, � Active Total `Transitory, Archival Remarks Series Unit „ total'. The process of consulting with others,seeking DV.74 Consultation comment/feedback on a range of services and issues.This includes requests for consultation from organizations,citizens and individuals. Environmental impact statements required for determining the outcome of a development application.Excludes other activities regarding Planning DV.74.01 Consultation-Environmental Impact Environmental Management.See EM.71 Services C+1 P P C+1 -Studies for Environmental studies conducted by the Municipality.Includes,impact statements,correspondence. Records relating to the preparation of surveys and questionnaires.Public Information Centre Planning DV.74.02 Consultation-Facilitative Records C+1 4 C+5 C+1 meeting documents.Includes,draft survey, Services draft questionnaire,correspondence. Records relating to responses to consultation including completed surveys and DV.74.03 Consultation-Responses questionnaires.Also includes records relating Planning E+1 5 E+6 C+1 Y E=Completion of the to gathering responses from Public Information Services consult report. Centres. Includes, returned surveys, returned questionnaires, responses,petitions. Eestionnaire,cords relating to the consultation process. Planning DV.74.04 Consultation-Official Copies cludes,final copy of survey,final copy of Services C+1 P P C+1 Y reports. :Legend: C Creation Year; P - Permanent; S - Superseded:; E- Event Required before calculating retention; Qrlganator- !originated or acquired.the record. Page 27 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class . Responsible Inactive Function t I S� ��: � p � Archival . � Remarks Series n/Activity Sub-Activity/Subject LCase Description Unit Active total Total Tra The activities.associated with the analysis, DV.75 Demographics collection and compilation of demographic information. Records regarding trends.in population growth, DV.75.00 Demographics-General census reports,density studies and Planning C+2 P P C+1 Y employment figures. Includes,correspondence, Services reports,studies. The activities involving a defined series of actions relating to transportation design, municipal infrastructure or development projects which includes records relating to the process of planning,monitoring and the final assumption of a project. Project files are DV.78 Project Management required to be kept together throughout the duration of a project plus an additional 2 years. This will facilitate a complete range of project documentation for proper decision making. Once the project file retention period has expired,the records will be appropriately coded according to the specific activity for which the records support. E=Post acceptance of Project files may include records such as the project. NOTE:A correspondence,inspections notes,surveys, single purge will be reports,designs,specifications,project undertaken to'extract schedules,financial administration,contract Engineering transitory records and DV.78.01 Project Management—New Development Services E+2 - E+2 C+1 Y further classify any administration,etc. Includes,legal surveys, Department remaining records of proposals,specifications,plans,engineers reports, correspondence,progress reports, value once 2 years after post acceptance of the studies. project has been Ireached. Cn 1 W Legend: C - Creation Year; P -Permanent; S - Superseded'; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 28 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Cn ss Responsible ` Inactive " I Function/Activity/Sub-Activity/Subject-/Case Description Active;' Total Transitory, Archival Remarks' eves " Unit total The function of acquiring,supplying; maintaining,repairing and disposing.of equipment and consumabies;:stocked.and. EC Equipment,and Consumables(EC) used by the`municipality..Items of equipment include.instruments;implements tools; machines,furniture.and furnishings Consumables include chemicals, hardware, I medical subolies and statione 1 The activities involved in arranging for the EC.11 Bookings usage, rental and loaning of equipment,fleet ands ace. EC.11.01 Bookings-Arrangements Arrangements for appointments. Includes, Originator C+1 - C+1 C N requests, confirmations. Records relating to the hire and use of EC.11.02 Bookings-Equipment municipal equipment.Includes, registers, Originator C+1 2 C+3 C N Administrative Value forms. EC.11.05 Bookings-Misuse Records relating to the improper use of Originator C+1 - C+1 C N municipal e ui ment fleet items ace etc. .Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required :before calculating retention; Odg;inator- Originated or acquired the record. Page 29 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible. Inactive Function,/.Activity/Sub-Activity/Subject Case Description, Active Total 'Transitory, Archival Remarks Series 'unit ,. totaj The activities associated with complying with mandatory accountability,fiscal, legal, regulatory,operational or quality standards or. requirements to which the Municipality is subject.Includes compliance with legislation EC.20 Compliance such as Environmental Protection Act, Municipal Act,Taxation Act,Financial Administration Act, Highway Traffic Act, Occupational Health and Safety Act, Fire Protection and Prevention Act, Municipal Freedom of Information and Protection of Privacy Act,etc. Records relating to municipal compliance with mandatory requirements imposed by governing bodies. Includes proof of compliance with internal and external standards,statutory and EC.20.01 Compliance—Requirements operational requirements.See FL.20— Operations S+1 6 S+7 C Y Administrative Value Compliance for registered vehicles or any item requiring registration under the Highway Traffic Act,R.S.O.1990.Includes,diesel fuel certificates,fuel licences. Records relating to serious breaches of EC.20.02 Compliance-Breach compliance requirements that leads to major Operations E+1 1 E+2 C Y E=Remedy,of breach public interest and debate or court action. or delivery of judgement Includes complaints,notices. Records relating to the activities involved with examining a person,group,system,process, project or product in order to determine EC.20.03 Compliance—Verification(Internal Audit) whether or not compliance with a regulation, Operations C+1 6 C+7 C Y requirement,specification or imposed condition are being met.Includes,audit reports, surveillance/monitoring records. The activities involved in arranging,procuring EC.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. ! Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract.Major contracts are Corporate EC.23.01 Contracting-Major contracts of a significant nature in terms of Services- E+1 P P C Y E=Expiry-of contract dollar value,major public interest and debate Purchasing or of value to the history of the Municipality. Includes contracts. I Legend: C - Creation Year; P :Permanent; S -Superseded; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 30 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx U1 "CA&s. Responsible Inactive Sies Function!Activity 1Sub=Activity/Subject/Case Description` Active. Total `Transitory Archival Remarks !' Unit r, total: , Records relating to the hiring and use of EC.23.02 Contracting-Minor consultants,contractors and suppliers which Originator E+1 6 E+7 C Y E=Expiry of contract results in a minor contract as per the Purchasin By-law. Includes contracts. The process of disposing of equipment no longer required by the Municipality,by sale, EC.29 Disposal transfer,termination of lease,auction or destruction.Also includes disposal of consumables that have surpassed their usefulness. Records relating to the disposal of equipment owned by the Municipality.Also includes records relating to the disposal of technology and communication equipment such as computer hardware(computers,formatted hard Corporate EC.29.01 Disposal—Equipment(General) drives,printers,etc.)and communication Services- C+1 6 C+7 C+1 Y hardware(phones,switches,fax machines, Purchasing routers,etc.)owned by the Municipality.See FL.29.05 for records relating to the disposal of vehicles.Includes,destruction certificates, auction lists,authorization. The activities associated with managing money,items,artefacts or property donated to the Municipality or by the Municipality and/or EC.30 Donations personnel to charities,etc. Includes managing unsolicited donations and charitable appeals. Also includes sponsorship-Municipal sponsorship to events and sponsorship received by the Municipality. Records relating to equipment donations given E=Date donation was to or issued by the Municipality. Includes, Originator E+1 6 E+7 C+2 Y made or afterthe period EC.30.01 Donations-Equipment notifications, reports,acknowledgments, g p a gift has expired registers. The activities associated with the upkeep, EC.49 Maintenance repair,servicing and preservation of internal/external conditions of equipment. Includes office equipment and furniture. Records relating to maintenance programs and maintenance and use of equipment. Includes E—Disposal of EC.49.05 Maintenance—Equipment mobile,protective,playground and parks Originator E+1 - E+1 C+1 Y equipment equipment.Includes, maintenance schedules, service records repair logs. Legend: C - Creation Year; P - Permanent; S - Superseded; E - Event Required before calculating retention; Originator- Originated or acquired the record. Page 31 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible Inactive Function/Activity/Sub-Activity!Subject/"Case Description Active; Tota( Transitory,:Archival Remarks Series Unit total` The process of handling public reaction to municipal policies,responsibilities or services. EC.59 Public Reaction Includes anonymous letters,letters of complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests. EC.59.01 Public Reaction—General Records relating to public reaction. Includes, Originator C+1 1 C+2 C y working papers. The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies),and to EC.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers,proposals,reports, reviews and returns. Records relating to the reporting of non- EC.63.01 Reporting-Administrative Reporting significant programs,projects and events. Originator C+1 6 C+7 C y Administrative Value Includes reports,daily statements. Records relating to support documentation. EC.63.03 Reporting-Facilitative Records Also includes surveys and questionnaires. Originator E+1 5 E+6 C y E=Completion of report. Includes,working papers,supporting Administrative Value documentation surveys,discussion papers. Cn w.Legend: C - Creation Year; P- Permanent; S - Superseded; E - Event Required before calculating retention; Originator- Originated or acquired the record. Page 32 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx 01 Res portsible l;' Inactive S Function(Activity/Sub-Activity/Subject/Case Description Unit' Active total. Total Transitory Archival - Remarks I The.function-of fostering economic growth and employment opportunities through the creation of an internationally competitive,diversified and - economicallysustainable range of businesses: This includes the process to promote,attract; support;and participate in tourism,:visitor information centres;;joint ventures, networking, - vocational training, regional development and: investment:Also to provide 'and create an ED. Economic Development(ED) attractive,flexible and supportive operating environment for business. This includes - agriculture,aquaculture,forestry,.and` manufacturing,including where these.are . evaluated or are joint ventures with the Municipality. Also includes where the Municipality generates income through.fee fora; service activities or commercial activities,' including retail shops.,stockyards and municipal subsidiaries e.g'. Electricity Provision. The activities associated with offering or ED.03 Advice seeking opinions. Includes the process of advising or being advised.Excludes legal advice. Records relating to advice concerning routine Clarington ED.03.01 Advice-Operational operational matters.Includes,recommendation Board Of C+1 - C+1 C Y letter,circulars. Trade Provision of high level advice,eg.To the Mayor,Chairperson or CAO, relating to Clarington ED.03.02 Advice-High Level substantive aspect of municipal policies, Board Of C+1 4 C+5 C Y Administrative Value procedures,functions, obligations and Trade liabilities.Includes requests, responses. The activities associated with the pursuit of influencing outcomes on behalf of the ED.04 Advocating community where the Municipality acts as an advocate on issues of concern which may include political,economic,environmental or social issues that affect the community. Records that document interaction between the Clarington ED.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant Board Of C+1 - C+1 C N issues. Includes,requests, responses. Trade Legend: C - Creation Year; P -Permanent; S -Superseded; E Event Required before calculating retention; Originator- Originated or acquired the record. Page 33 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Function!Activit /S' Inactive Glass Subject/Case Desc Responsible y Sub-Activity l S j ription ' Active - Total Transitory Archival Remarks Series Unit total Records relating to the interaction between the Municipality and other bodies on significant Clarington ED.04.02 Advocating-Significant issues of public interest and debate,or of value Board Of C+1 9 C+10 C Y to the history of the Municipality. Includes, Trade petitions,media clippings. The activities involved in*arranging,procuring ED.23- Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract. Major contracts are Clarington ED.23.01 Contracting-Major contracts of a significant"nature in terms of Board Of E+1 P P C Y E=Expiry of contract dollar value,major public interest and debate Trade or of value to the history of the Municipality. Includes contracts. Records relating to the hiring and use of ED.23.02 Contracting-Minor consultants,contractors and suppliers which Originator E+1 6 E+7 C Y E=Expiry of contract results in a minor contract as per the Purchasing BV-law.Includes contracts. The process of planning,managing, coordinating,assessing promoting and reporting on an event:Events include ceremonies,celebrations,conferences and ED.37 Event Management functions.This includes events organised by the Municipality and the processes associated with approval and promotion of events held in the municipal area.This relates to events managed by the Municipality and includes civic receptions and Mayoral Gala Performances. Records relating to the consolidated Clarington ED.37.03 Event Management-Non-significant documentation of non-significant events. Board Of C+1 1 C+2 C+1 Y Includes fairs parades, hoto ra hs. Trade Records relating to the consolidated Clarington ED.37.04 Event Management—Significant documentation of significant events.Includes, Board Of C+1 P P C+1 Y Administrative Value final reports,speeches,invitations, Trade hoto ra hs, lmin candidates lists. Event Management—Promotion(External Records relating to promotional material of Clarington ED.37-05 Organizations) other organization's events.Includes, Board Of C+1 4 C+5 C+1 Y promotional material. Trade C31 I -Legend: C - Creation Year; P -Permanent; S -Superseded; E.- Event Required before calculating retention; Originator- Originated or acquired the record. Page 34 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx CPI I CA Respp,nsible '�; Inactive; Function/Activiiy]Suh-Activity/Subject%Case '_ Descriptlon:'. fictive Total .Transitory. Arahivai Remarks �Se�ies Unit total - The activities associated with the processes ED.58 Promotion involved in endorsing,supporting and encouraging the advancement of a service, business enterprise,or organization. , Records relating to arrangements of Clarington ED.58.01 Promotion-Arrangements promotional materials and activities.Includes, Board Of C+1 1 C+2 C+1 Y advertisements address lists. Trade Records relating to non-substantial promotional Clarington ED.58.02 Promotion-Non-Substantial materials for municipal activities,programs and Board Of C+1 4 C+5 C+1 Y events.Includes,brochures,action plans. Trade Records relating to substantial promotional Clarington ED.58.03 Promotion-Substantial materials for municipal activities, programs and Board Of C+1 9 C+10 C+2 Y events. Includes,brochures, action plans. Trade The process of handling public reaction to municipal policies,responsibilities or services. ED.59 Public Reaction Includes anonymous letters, letters of complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests. Records relating to public reaction. Includes, Clarington ED.59.01 Public Reaction—General working papers. Board Of C+1 1 C+2 C Y Trade The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies),and to ED.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers, proposals, reports, reviews and returns. Records relating to the reporting of non- Clarington ED.63.01 Reporting-Administrative Reporting significant programs,projects and events. Board Of C+1 6 C+7 C Y Administrative Value Includes re orts daiIV statements. Trade Records relating to the reporting of significant Municipal ED.63.02 Reporting-Committee&Council programs,projects and events.Includes, Clerk's C+1 P P C Y reports. Department Records relating to support documentation. E=Final report ED.63.03 Reporting-Facilitative Records Also includes surveys and questionnaires. Originator E+1 5 E+6 C Y completed Includes,working papers,supporting Administrative Value documentation surve s discussion papers. Legend: C - Creation Year; P - Permanent; S - Superseded; E - Event Required before calculating retention; Originator- Originated or acquired the record. Page 35 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Glass Responsible Inactive Series Function,/:Ac tivity/Sub-Activity/Subject I Case Description;.. Active; Total Transitory Archival Remarks r. unit total The process of compiling additional information that may be required through the planning analysis, council deliberation,and/or public participation processes in determining the ED.71 Studies suitability and effectiveness of potential or existing programs, projects,items of i equipment,systems or services in relation to meeting the needs of a given situation: Includes onaoina monitoring. Working copies of records relating to establishing a final report. Includes such things Engineering ED.71.01 Studies-Facilitative Records as responses to surveys/questionnaires and Services E+1 1 E+2 C+1 Y E=Completion of final research/reference material where results and Department report findings have been included in a report. Includes,survey,questionnaires,draft reports. Final report detailing the evaluation criteria,the ED.71.02 Studies—Official Copies study findings,and the recommendations. Originator C+1 4 C+5 C+1 y Includes,feasibility studies,performance indicators rep orts. w Legend: C - Creation Year; P - Permanent; S - Superseded; E - Event Required before calculating retention; Originator- Originated or acquired the record. Page 36 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx C3� I ss Responsible inactive Function[Activity)/Sidi-Activity/Subject 1 Case Description Active Total Transitory ArchlvaI .Remarks, eries Urnt total` � . The function of maintainin g p rofectin < promoting and managing:sustainable,natural and urban.environments.This includes the' p g 9 airotsoilandr ater,Also includes the control of EM . Environmental Management EM liquid,solid;Visual pollution,noise:pollution and fire prevention:This includes Waste Management,Recycling,Septic tanks Common Effluent Drainage and Contaminated Land. The activities associated with offering or EM.03 Advice seeking opinions.Includes the process of advising or being advised.Excludes legal advice. Records relating to advice concerning routine EM.03.01 Advice-Operational operational matters. Includes, recommendation Originator C+1 - C+1 C Y letter,circulars. Provision of high level advice,eg.To the Mayor,Chairperson or CAO, relating to EM.03.02 Advice-High Level substantive aspect of municipal policies, Originator C+1 4 C+5 C Y Administrative Value procedures,functions,obligations and liabilities.Includes requests,res onses. The activities associated with the pursuit of influencing outcomes on behalf of the EM.04 Advocating community where the Municipality acts as an advocate on issues of concern which may include political,economic,environmental or social issues that affect the community. Records that document interaction between the EM.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant Originator C+1 - C+1 C N issues.Includes,requests, responses. Records relating to the interaction between the Municipality and other bodies on significant EM.04.02 Advocating-Significant issues of public interest and debate,or of value Originator C+1 9 C+10 C Y to the history of the Municipality. Includes, petitions,media clippings. Legend: C Creation Year; P- Permanent; S - Superseded; E Event Required before calculating retention; Originator - Originated or acquired the record. Page 37 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx ;Class Responsible' Inactive Functiori/Activity/Sub=Acfiivit /Subject/Case Description, Active. Total .Transitory Arc Series.' Remarks Unit total The activities associated with complying with mandatory accountability,fiscal, legal, regulatory,operational or quality standards or requirements to which the Municipality is subject. Includes compliance with legislation EM.20 Compliance such as Environmental Protection Act, Municipal Act,Taxation Act, Financial Administration Act, Highway Traffic Act, Occupational Health and Safety Act,Fire Protection and Prevention Act,Municipal Freedom of Information and Protection of Privacy Act.etc, Records relating to municipal compliance with mandatory requirements imposed by governing bodies.Includes proof of compliance with internal and external standards,statutory and EM.20.01 Compliance—Requirement operational requirements. Includes,compliance Originator S 7 S+7 C Y Administrative Value certificates,inspection reports,municipal environmental management plans,asbestos registers,permits. Records relating to serious breaches of EM.20.02 Compliance-Breach compliance requirements that leads to major Originator E+1 1 E+2 C Y E=Remedy of breach public interest and debate or court action. or delivery of judgement Includes complaints, notices. Records relating to the activities involved with examining a person,group,system,process, project or product in order to determine EM.20.03 Compliance—Verification(Internal Audit) whether or not compliance with a regulation, Originator C+1 6 C+7 C Y requirement,specification or imposed condition are being met.Includes,audit reports, surveillance/monitoring records. The activities involved in the preservation, j EM.21 Conservation protection,maintenance, restoration and enhancement of our natural resources. Records relating to the Municipalities conservation plans for the preservation of our natural resources. See PF.21 -Conservation for records concerning the conservation of buildings and/or land.See IM.21 - EM.21.06 Conservation—Natural Resources Conservation for records concerning the Originator C+2 8 C+10 C Y Administrative Value conservation of information. See SC.21 - Conservation for records concerning the conservation of items of heritage significance such as artefacts.Includes, plans, --� submissions, reports,progress reports. 4�' .Legend: C - Creation Year; P - Permanent; S - Superseded; E - Event Required before calculating reten€ion; O g.anastor- Originated or acquired the record. Page 38 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx C37 � �F,unction.lActivitylSub-Activiy" ctlCase Description p.nsibleActive'Inactive Total 'Transit' ry A emarks t..:/Sub e o Ser es Res Unit total o rchival. R The activities involved in arranging,procuring EM.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract.Major contracts are Corporate EM.23.01 Contracting-Major contracts of a significant nature in terms of Services- E+1 P P C y E=Expiry of contract dollar value,major public interest and debate Purchasing or of value to the history of the Municipality. Includes contracts. Records relating to the hiring and use of EM.23.02 Contracting-Minor consultants,contractors and suppliers which Originator E+1 6 E+7 C Y E=Expiry of contract results in a minor contract as per the Purchasin By-law.Includes contracts. The activities associated with the upkeep, I EM.49 Maintenance repair,servicing and preservation of environmental structures/s stems. Records relating to maintenance and cleaning of septic tanks,enviro-cycle systems,transfer EM.49.04 Maintenance-Environmental Structures/Systems stations and landfill and other environmental Originator C+2 P P C+1 Y structures. Includes, requests,completed actions, responses,permits. i The process of handling public reaction to municipal policies,responsibilities or services. EM.59 Public Reaction Includes anonymous letters, letters of complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests. EM.59.01 Public Reaction—General Records relating to public reaction. Includes, Originator C+1 1 C+2 C Y workinq papers. The process of regulating statutory requirements.This is the enforcement of EM.62 Regulating regulatory responsibilities.Includes inspection, authorization,monitoring and enforcement of requirements under legislation. Records relating to the enforcement of regulatory by-laws.Property Standards, Zoning, Licensing,Signs,Long Grass& E=Delivery of judgment EM.62.06 Regulating-Enforcement(Case File) Weeds,Open Air Burning,Noise,etc. Includes, Originator E+1 6 E+7 C+1 Y or close of file, court records,judgements,occurrence reports, Retention established as photographs,subpoenas,orders, notices, per Legal review complaints. Legend: C - Creation Year; P- Permanent; S - Superseded; E - Event Required :before calculating retention; Originator- Originated or acquired the record_ Page 39 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible Inactive Series Function`/,Activity/Sub-Activity'/Subject/Case Description' Active Total `Transitory, Archival Remarks'' Unit total The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies),and to EM.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers,proposals,reports,reviews and returns. Records relating to the reporting of non- EM.63.01 Reporting-Administrative Reporting significant programs,projects and events. Originator C+1 6 C+7 C Y Administrative Value Includes reports,daily statements. Records relating to the reporting of significant Municipal EM.63.02 Reporting-Committee&Council programs,projects and events.Includes, Clerk's C±1 P P C Y reports. Department Records relating to support documentation. E=Final report Also includes surveys and questionnaires. Originator E+1 5 E+6 C Y completed. EM.63.03 Reporting-Facilitative Records Includes,working papers,supporting g documentation surveys,discussion papers.- Administrative Value The process of compiling additional information that may be required through the planning analysis,council deliberation,and/or public participation processes in determining the EM.71 Studies suitability and effectiveness of potential or existing programs,projects,items of equipment,systems or services in relation to meeting the needs of a given situation. Includes onaoing monitoring. Working copies of records relating to establishing a final report. Includes such things as responses to surveys/questionnaires and E=Completion of final EM.71.01 Studies-Facilitative Records research/reference material where results and Originator E+1 1 E+2 C+2 Y report findings have been included in a report. Includes,surveys,questionairres,drafts reports. Final report detailing the evaluation criteria,the E=Completion of final EM.71.02 Studies—Official Copies study findings,and the recommendations. Originator E+1 6 E+7 C+2 Y report Includes final reports. CJ'I 1 :Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required before calculating retention; Originattor- Originated or acquired the record_ Page 40 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx "Css �-Funcfiiom f A' ctivity 1 Sub-Activity,Subjeot/Case Descr[ptfart. Respansible Inactive ry . es Unit Active total Tatal,`Tlranslto Archival , Remar�Cs The function of managing the Municipality's financial resources.,Includes establishing, j operating and maintaining accounting systems, controls and procedures,financial Planning,....... I framing budgets and budget submissions, FI Financial Management(FI) obtaining grants;.managing funds and;revenue; ;, - - from charging(i e:'rates;fees and charges) : trading.and_investments:Also includes the : monitoring and analysis,of assets to assist the I delivery of economic and social services to dust and the.cgovernment;:iry mmunity. The process of collecting, recording, classifying,summarising and analysing FI.01 Accounting financial transactions. Includes financial statements and the management of municipal accounting systems and internal controls. Excludes le al advice. Records relating to the management of funds payable by the Municipality.Includes paid invoices, rebates, levies payable, reports, Finance FI.01.01 Accounting-Accounts Payable C+1 6 C+7 C+1 Y membership fees,and telephone bills. Department Includes, invoices,expenses,cheque requisition,ta ly sheets cheques. Records relating to banking matters.Includes, F1.01.02 Accounting-Banking bank deposits,letters of credit,statements, Finance C+1 6 C+7 C+1 Y Administrative Value reconcilliations,credit card usage, Department cancelled/lost/replaced&dishonored cheques. . Records relating to taxation payments for the harmonized sales tax(HST)including declarations and supporting documentation. Includes HST credit. Includes records relating FI.01.03 Accounting-HST to other forms of tax and rebates. Excludes Finance C+1 6 C+7 C+1 Y Administrative Value Payments or Grants in lieu of taxes...see Department F1.73.11 for Taxation—Payments/Grants in Lieu of Taxes. Includes,prescribed payments system,diesel fuel excise rebates,sales tax exem tions. Records relating to investments.Includes,risk FI.01.04 Accounting-Investments assessments,dividends,bonds,feasibility Finance E+1 6 E+7 C+1 Y E=Closure of account studies,statements,reserve funds,reports, Department Administrative Value investments,trust funds, reviews,debentures. i Legend: C - Creation Year; P-Permanent; S - Superseded; E - Event Required before calculating retention; Originator- Originated or acquired the record. Page 41 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible- Inactive ivity 1 Sub=Activity;I Subject/Case` Description � Unit Active ';:total `Total �Transito,ry. Archival,. Rem ks; ' Series. Function/Act ar Records relating to loans issued or procured by the Municipality.Includes,loan agreements Finance E=End of fiscal year F1.01.05 Accounting-Loans (issued&procured), loan discharge,extension Department E+1 6 E+7 C+1 Y Administrative Value request,certificate of discharge,debenture loans statements. Records relating to reports regarding Finance FI.01.06 Accounting-Reporting accounting activities.Includes,financial Department C+2 P P C+1 Y statements. Records relating to the management of revenue.Includes hard copy and computer output equivalents and receipt of levies and monies collected on behalf of the Municipality. Includes the distribution of development fees and other fees collected by the Municipality. Excludes Payments or Grants in lieu of F1.01.07 Accounting-Revenues taxes...see FI.73.11 for Taxation— Finance C+1 6 C+7 C+1 Y Administrative Value Payments/Grants in Lieu of Taxes. Includes, Department debtors invoice,cash book&journals,batch reports,cashier rolls,approvals,cash analysis, sales tax records,cash register tapes, development charges,claims&payment vouchers(incl. petty cash),transaction reports, open space contribution fund, reports,receipts issued,rent payments, cheques. Records relating to the management of unclaimed monies including all background FI.01.08' Accounting-Unclaimed Monies information and records relating to deficiencies Finance C+1 6 C+7 C+1 Y Administrative Value and losses.Includes recovery of unpaid fines. Department Includes, lists,reports, cheques,registers, notifications. The process of gaining ownership or use of FI.02 Acquisition property and other items required for the conduct of business through purchase or requisitions.Excludes legal advice. Records relating to equipment,supplies, Corporate Administrative Value E F1.02.03 Acquisition-Purchase Order uniforms,clothing and materials inventories. Services- E+1 6 E+7 C+1 Y =Date of purchase or Includes purchase orders blanket orders. Purchasinq I abandonment Records relating'to request sent to the Administrative Value E FI.02.04 Acquisition-Purchase Requisition purchasing division to procure goods or Originator E+1 6 E+7 C+1 Y =Date of purchase or services. Includes purchase requisitions. abandonment Records relating to successful and Corporate E=Date of purchase or FI.02.05 Acquisition-Proposal unsuccessful proposals. Includes,proposals, Services- E+1 6 E+7 C+1 Y abandonment advertisin . Purchasin Records relating to quotes submitted by Corporate E=Date of purchase or F1.02.06 Acquisition-Quotation successful and unsuccessful quotations. Services- E+1 6 E+7 C+1 Y abandonment Includes uotes/bids. Purchasing :Legend: C - Creation Year; P - Permanent; S - Superseded; E - Event Required before calculating retention; co Originator- Originated or acquired the record. Page 42 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx G"1 Responsible Inactive { s Function'!Activity(Sub-Activity'/Subject/Case Description:, Unit Active: fotal Total ,Transitory Archival Remarks '. Records relating to tenders. Includes,tenders, Corporate E=Date of purchase or FI.02.67 Acquisition-Tenders advertising. Services- E+1 .6 E+7 C+1 Y abandonment Purchasing The activities associated with offering or seeking opinions.Includes the process of FI.03 Advice advising or being advised.Excludes legal advice. Records relating to advice concerning routine Finance FI.03.01 Advice-Operational operational matters.Includes, recommendation Department C+1 - C+1 C Y letter circulars. Provision of high level advice,eg.To the Mayor, Chairperson or CAO, relating to Finance FI.03.02 Advice-High Level substantive aspect of municipal policies, C+1 4 C+5 C Y Administrative Value procedures,functions, obligations and Department liabilities. Includes requests, responses. The activities associated with the pursuit of influencing outcomes on behalf of the FI.04 Advocating community where the Municipality acts as an advocate on issues of concern which may include political,economic,environmental or social issues that affect the community. Records that document interaction between the Finance FI.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant Department C+1 - C+1 C N issues.Includes,requests, responses. Records relating to the interaction between the Municipality and other bodies on significant Finance FI.04.02 Advocating-Significant issues of public interest and debate,or of value Department C+1 9 C+10 C Y to the history of the Municipality. Includes, petitions,media clippings. The activities involved in the management of all FI.08 Asset Management assets owned by the Municipality.Includes fixed and non-fixed assets. FI.08.01 Asset Management-Fixed Asset Register Asset Register. Includes,inventories,registers. Finance De artment S+1 6 S+7 C+1 Y Administrative Value Records relating to inventories of equipment, Finance FI.08.02 Asset Management-Non-Fixed Asset Inventory consumables and assets. Includes,inventories, Department S+1 1 S+2 C+1 Y stocktake. Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required :before calculating retention; Originator- Originated or acquired the record. Page 43 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible Inactive F ect/Case Description Active Total Transitory `Archival Remarks Activity ty/Subj ,unction/Activit !Sub-Activity Series ` Unit total= � Records relating to the management of entries into the Municipalities official asset register., Includes records of modifications to and maintenance of the asset register including Finance 171.08.03 Asset Management-Register Administration acquisition,depreciations,valuation,disposal, Department E+1 6 E+7 C+1 Y E=Disposal of asset etc.Includes,periodic system reports, remittance slips,depreciations,identification sheets,fleet forms. Regular or periodic systems reports relating to fixed assets and accountable items,including Finance FI.08.04 Asset Management-Reporting acquisition,depreciations,valuation,disposal, Department E+1 6 E+7 C+1 Y E=Disposal of asset etc. Includes,machinery hire,plant costing details,insurance valuation reports. The activities involved with planning the use of FI.14 Budgeting expected income and expenditure over a period of time. Records relating to the formulation and FI.14.01 Budgeting-Administration administration of the budget including budget Finance C+1 19 C+20 C+1 y Administrative Value review documents.Includes, line items reports, Department variation sheets,budget comparisons. FI.14.02 Budgeting-Annual Budget Annual budget document. Includes,budget Finance C+1 19 C+20 C+1 y Administrative Value document. Department Estimates regarding new proposals or F1.14.03 Budgeting=Proposals programs where details,justification,and Originator C+1 6 C+7 C+1 y Administrative Value background is provided. Includes,budget proposal. F1.14.04 Budgeting-Facilitative Records Draft budget document and working papers. Originator C+1 6 C+7 C+1 y Administrative Value Includes draft working papers. cn I csiLegend: C - Creation Year; P- Permanent; S - Superseded:; E- Event Rewired before calculating retention; Originator- Originated or acquired the record. Page 44 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx c.n I es o sible `,' Inactive: Function/Activit /S,uki' J Sub ect f Cas' rlpfiion R P Active Total o Archival „ . Remarks 5 �Sertes e. Desc unit total y ty j.,. Transit ry Actixi The activities associated with complying with mandatory accountability,fiscal,legal, regulatory,operational or quality standards or requirements to which the Municipality is subject. Includes compliance with legislation FI.20 Compliance such as Environmental Protection Act, Municipal Act,Taxation Act, Financial Administration Act,Highway Traffic Act, Occupational Health and Safety Act,Fire Protection and Prevention Act,Municipal Freedom of Information and Protection of Privacy Act. Records relating to municipal compliance with mandatory requirements imposed by governing FI.20.01 Compliance—Requirement bodies. Includes proof of compliance with Finance S+1 6 S+7 C y Administrative Value internal and external standards,statutory and Department operational requirements.Includes,financial statements. Records relating to serious breaches of FI.20.02 Compliance-Breach compliance requirements that leads to major Finance E+1 1 E+2 C y E=Remedy of breach public interest and debate or court action. Department or delivery of judgement Includes complaints,notices. Records relating to the activities involved with examining a person,group,system.,process, project or product in order to determine Finance FI.20.03 Compliance—Verification(Internal Audit) whether or not compliance with a regulation, Department C+1 6 C+7 C y requirement,specification or imposed condition are,being met.Includes,audit reports,audit trails. Records relating to the activities involved with being examined by a person,group,system, process, project or product in order to Finance FI.20.04 Compliance—Verification(External Audit) determine whether or not compliance with a Department C+1 P P C y regulation, requirement,specification or imposed condition are being met..Includes, audit reports. .Legend: C.- Creation Year; P - Permanent; S - Superseded; E - Event required :before calculating retention; Originator-Originated or acquired the record. Page 45 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible. Inactive ect I Case Description Total _ rchival Remarks Series vity/Sub-Activity I Sul,! p n Unit Active tofai rY Function/Acti The activities involved in arranging,procuring FL23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of Corporate consultants,contractors and suppliers which FI.23.01 Contracting-Major results in a major contract requiring a by-law for Services— E+1 P P C Y E=Expiry of contract Purchasing a roval. Includes contracts. Records relating to the hiring and use of F1.2102 Contracting-Minor consultants,contractors and suppliers which Originator E+1 6 E+7 C Y E=Expiry of contract results in a minor contract as per the Purchasin By-law.Includes contracts. The activities associated with managing money,items,artefacts or property donated to the Municipality or by the Municipality and/or FI.30 Donations personnel to charities,etc. Includes managing unsolicited donations and charitable appeals. Also includes sponsorship-Municipal sponsorship to events and sponsorship received by the Municipality. Records relating to monetary donations given to or issued by the Municipality.Excludes E=Date donation was FI.30.01 Donations-Monetary Grants See FI.39.02 Financial Management— Finance made or after the period Grant Administration-Funding. Includes, Department E+1 6 E+7 C+2 Y a gift hasiexpired notifications, reports, acknowledgments, Administrative Value register.' The activities associated with the application for and receipt of grants and subsidies.This FI.39 Grant Administration includes financial assistance grants issued by the Local Government Grants Commission, and the Municipality's support for funding for individuals and community groups_ Records relating to the administration of grants and subsidies issued by the Municipality.Also FI.39.01 Grant Administration-Expenditures includes records that document the progress of Finance C+1 6 C+7 C+1 Y Administrative Value grants and subsidies issued by the Municipality. Department Includes,advertisements/notices,selection criteria,schedules. Records relating to grants and subsidies F1.39.02 Grant Administration-Funding received by the Municipality.Including those Finance C+1 6 C+7 C+1 Y received for specific purposes.Includes, Department applications approvals,returns reports. Records relating to unsuccessful applications Finance FI.39.03 Grant Administration-Funding Unsuccessful by the Municipality. Includes,applications, Department C+1 6 C+7 C+1 Y Administrative Value decline/refusals reports. cri I w Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 46 of 126 Mun!2Lpal Records Retention Schedule Schedule"A"to By-law 2015-xxx t.37 1 Responsible Inactwe ; Cis Function/Activity 1 Sub-Activity 7 Subject(,Case'' Descripfilort ; Active Total Transitory Archival, Remarks Series. Unit" total: , The process of taking out premiums to cover loss or damage to property or premises,and to FI.42 Insurance cover customers,elected members and personnel against injury or death resulting from incidents on the Municipality's premises or during term of employment. Records relating to proof of insurance with third E=Superseded or FI.42.01 Insurance-Certificates party vendors/contractors,developments and Originator E+1 6 E+7 C+1 Y Expiry of contract events. Includes,insurance certificate. Records which provide evidence of the initiation,administration and resolution of Finance E=Resolution of claim FI.42.02 Insurance-Claims Resolution insurance claims either by or against the Department E+1 19 E+20 C+1 Y and all appeals Municipality.Includes,claims,advice, Administrative Value settlement evidence. Management of workers compensation insurance policies and levies covering municipal personnel against injury or death Corporate resulting from accidents or incidents whilst on Services- FI.42.03 Insurance-Personnel duty.Also includes records relating to income Human S+1 6 S+7 C+1 Y Administrative Value protection insurance policies taken out by the Resources Municipality to cover personnel.(Health,Group Life,AD&D,LTD.)Includes,policy documents, policy amendments, renewal certificates. Management of insurance policies covering clients or visitors against injury or death FI.42.04 Insurance-Liability resulting from accidents or incidents on Finance E+1 P P C+1 Y E=Superseded or municipal property. Includes,policy documents, Department Expiry of contract' policy amendments, renewal certificates, insurance certificates. Management of insurance policies covering Finance FIA2.05 Insurance-Loss/Damage loss or damage to property.Includes, Department E+1 14 E+15 C+1 Y E=Expiry of policy a praisals. FI.45 Leasing The activities involved in leasing to or from another person or organization. Equipment,Vehicles and Real Property leasing documents including special leases,sub- leases,licences and other registered E=Disposal of documents.Includes supporting documentation Corporate equipment/vehicle/prope FIA5.01 Leasing-Equipment/Vehicles/Real Property and records relating to caravan park leases to Services- E+1 6 E+7 C+2 Y rty or termination of individual property holders. Includes, lease Purchasing lease documents, lisences, lease registers, negotiation correspondence,supporting documents,agreements. Legend: 'C - Creation Year; P - Permanent; S -Superseded:; E - Event 'Required before calculating retention; Originator- Originated or acquired the record. Page 47 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible Inactive Function[Activity!Sub-Activity/Subject l Case Description Active Total Transitory .ArchivaV Remarks series unit, - total The process of managing payment of salaries to personnel.This section excludes records FI.53 Payroll Administration required to calculate leave including long service leave entitlements.See HR.46-Human Resource Management—Leave. Corporate FI.53.01 Payroll-Attendance Reporting Records relating to personnel attendance. Services— C+1 1 C+2 C+1 Y Pa roll Municipality's copies of group certificates and Corporate F1.53.02 Payroll-Reporting(Certificates&Statements) personnel termination payment statements. Services— C+1 5 C+6 C+1 Y Includes,group certificates,statements. Payroll Regular or periodic system reports relating to personnel salaries and entitlements,including Corporate FI.53.03 Payroll-Reporting(System Reports) progress reports on municipal liability.Includes, Services— C+1 5 C+6 C+1 Y payroll journals,exeption forms,forecast of Payroll entitlements. Records relating to personnel salaries.Includes positions,substantive salaries,allowances, overtime,penalties,deductions,pension contributions, leave,adjustments,variations, etc.includes,labour&overtime, pay drafts, Corporate FI.53.04 Payroll-Personnel Salaries payroll bank deposit listings,payroll deduction Services— C+1 5 C+6 C+1 Y listings,payroll electronic fund transfer, Payroll standing data charges, payroll worksheets, pension contribution reports,year to date registers,taxation payments,income protection lclaims and v n I cn :Legend: C - Creation Year; P - Permanent; S - Superseded; E Event Required before calculating retention; 4rigiinator- Originated or acquired the record. Page 48 of 126 Municipal Records Retention.Schedule Schedule"A"to By-law 2015-xxx U7 :.. " Total' Tra slto Archival Re Series ' tY - j e Descri Lion Unit .Active total,' ma, . s Futiction..l Activit I Sub Activi 1 Sub ect!Cas p Res ons�bie Inactive ry Y The process of handling public reaction to municipal policies,responsibilities or services. j Includes anonymous letters, letters of FI.59 Public Reaction complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests. FI.59.01 Public Reaction—General Records relating to public reaction. Includes, Finance C+1 1 C+2 C Y working papers. Department The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies),and to FI.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers,proposals, reports, reviews and returns. Records relating to the reporting of non- Finance FI.63.01 Reporting-Administrative Reporting significant programs,projects and events. Department C+1 6 C+7 C Y Administrative Value Includes reports,daiIV statements. Records relating to the reporting of significant Municipal FI.63.02 Reporting-Committee&Council programs, projects and events. Includes, Clerk's C+1 P P C Y re orts. Department Records relating to support documentation. E=Final report FI.63.03 . Reporting-Facilitative Records Also includes surveys and questionnaires. Finance E+1 5 E+6 C Y completed Includes,working papers,supporting Department Administrative Value documentation surveys,discussion papers. I :Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required :before calculating retention; Originator -Originated or acquired the record. Page 49 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible, Series Function/Activity/Sub-Activity'!Subject!Case; Description' µ Unit Active total Total Transitory Archival Remarks , The activities associated with all aspects of the management of a system of taxation based on FI.73 Taxation the value of land within the Municipality.This includes the setting,declaring and collection of rates and charges. Series of client files relative to Commercial, Industrial and Multi-residential(CIM)properties. FI.73.01 Taxation-Assessment Changes(Complex) Records include supporting documentation Finance C+1 6 C+7 C+2 Y Administrative Value regarding complex changes in assessment. Department Includes, notices,correspondence,supporting documents. Includes taxation records of long term F1.73.02 Taxation—Assessment&Collector's Rolls importance such as the actual assessment rolls Finance S P P C+2 Y and tax collector's rolls.Includes,assessment Department roll collector's roll. Records relating to cancellation,reduction and refund of taxes.Records include S.354.356, 357,358,359 applications,write-offs,notices FI.73.03 Taxation-Cancellation,Reduction and Refund"Write- of decision, hearings and reconsiderations, Finance C+1 6 C+7 C+2 Y Off'Records apportionments relating to the process of Department assessment reductions and the relevant journal entry binders.Includes,summary reports, notifications applications. Records relating to change of ownership of properties from MPAC and lawyers for incorporation into Assessment Rolls.Also Finance FI.73.04 Taxation-Change of Ownership/Mailing Address includes correspondence from owners advising Department C+1 6 C+7 C+2 Y of mailing address changes. Includes,transfer deeds,correspondence relating,to change of ownership/address,sales listings. Records relating to all tax billing and any FI.73.05 Taxation-Tax Levies supporting documentation. Includes,tax billing Finance C+1 6 C+7 C+2 Y journals,supporting documents.Includes,tax Department billing journals,supporting docuements. Records relating to adjustments on tax accounts,tax certificates and supporting FI.73.06 Taxation—Tax Account Journals,Tax Certificates and documentation. Includes,balance adjustment Finance C+1 6 C+7 C+2 Y Tax Rebates journals,vacant unit rebate,charitable rebate, Department rent reductions,tax certificates,supporting documents. CnI Legend: C - Creation Year; P - Permanent; 5 - Superseded; E- Event Required :before calculating retention; Originator- Originated or acquired the record. Page 50 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx cn s Function'/Activity. Y j cf/Case, ription.< Responsible Active Inactive! Total Transitory Archival Remarks l Sub a Des c :Unit total. S nes vi /Sub-Activit . Records relating to local improvements indexing rates,correspondence and petitions for work.Records include project details,notice FI.73.07 Taxation-Local Improvements to taxpayers and listing of all assessment roll Finance C+1 9 C+10 C+2 Y numbers affected and the local improvement Department rolls.Includes, notices,assessment role number listings,local improvement roles, . correspondence,supporting documents. Month-end reports generated regarding the Finance FI.73.08 Taxation-Month-end Reports and Penalty Journals Tax Payments including penalties,status of Department C+1 6 C+7 C+2 Y accounts in arrears and the A/R&GL reports. Records include correspondence and computer Finance FI.73.09 Taxation-Mortgages reports relating to mortgages and owners of Department C+1 6 C+7 C+2 Y multiple properties. Records relating to those who make payments Taxation—Cash Receipts and Payment/Grants in Lieu or grants to the Municipality in lieu of taxes. Finance FI.73.10 of Taxes Includes,pre-authorized payment records, Department C+1 6 C+7 C+2 Y payment journals,payment records,supporting documents. Records relating to assessment review, Finance F1.73.11 Taxation—Assessment Base Management analysis and pro-active appeals. Includes, Department C+1 6 C+7 C+2 Y working papers,supporting documents. Legend: C - Creation Year; P.- Permanent; S Superseded; E- Event Required before calculating retention; C?jr:iginatar- Originated or acquired the record. Page 51 of 126 Iviunicipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Glass Responsible Inactive Series Function/Activity/Sub-Activity.[Subject 1 Case Description Unit Active total Total ,Transitory Archival Remarks Records relating to collection of tax arrears. Finance FI.73.12 Taxation—Collections Includes,correspondence,registration Department C+1 6 C+7 C+2 Y documents bailiff warrants arrears notices. Records relating to support documentation. FI.73.13 Taxation-Facilitative Records Also includes surveys and questionnaires. Finance C+1 1 C+2 C Y Includes,working papers,drafts,surveys, Department discussion naners. CJ'I I Legend: C -Creation Year; P- Permanent; S - Superseded; E - Event Required before calculating retention; Originator- Originated or acquired the record. Page 52 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx CA s . y 7lctivity,,/ Subject j.Case- Responsible" Active Irtactive total` ranslto Arc hival Remarks Function f Acti}rit l Sub= se Descri on'' Unit total'.:' Series �` :T ;. The function of acquiring,managing, maintaining and repairing and disposing of I - vehicles::Vehicles are'any;means of FL Fleet Mana ement conveyance owned or used by the Municipality: 9 to transport people.or items. ncludes;work , vehicles not classed as Equipment Consumab les,(e.g.tractors,_street sweepers; trucks ride on mowers). The activities involved in arranging for the FL.11 Bookings usage,rental and loaning of facilities, e uipment fleet ands ace. FL.11.01 Bookings-Arrangements Arrangements for appointments. Includes, Operations C+1 - C+1 C N requests,confirmations. Department Records relating to the use of municipal fleet (equipment requiring vehicle registration such FL.11.04 Bookings-Fleet as ride on mowers,wood chippers,trailers, Operations C+1 - C+1 C N boats,etc.)where the personnel is identified. Department This also includes the use of cars and trucks. Includes,registers,forms. Records relating to the improper use of Operations FL.11.05 Bookings-Misuse municipal facilities,equipment,fleet item, Department C+1 - C+1 C N space,etc. ,Legend: C - Creation Year; P- Permanent; S - Superseded;E- Event Required before calculating retention; Ofiginator- Originated or acquired the record_ Page 53 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible Inactive Function/Activity!Sub-Activity 1 Subject/case Description Active Total..Transitory. Archival Remarks Series. unit total The activities associated with complying with mandatory accountability,fiscal,legal, regulatory,operational or quality standards or requirements to which the Municipality is subject.Includes compliance with legislation FL.20 Compliance such as Environmental Protection Act, Municipal Act,Taxation Act,Financial Administration Act,Highway Traffic Act, Occupational Health and Safety Act,Fire Protection and Prevention Act, Municipal Freedom of Information and Protection of Privacy Act,etc. Records relating to Municipal compliance with mandatory•requirements imposed by governing FL.20.01 Compliance—Requirement bodies. Includes proof of compliance with Originator S+1 6 S+7 C Y internal and external standards,statutory and operational requirements. Records relating to serious breaches of FL.20.02 Compliance-Breach compliance requirements that leads to major Originator E+1 1 E+2 C Y E=Remedy of breach public interest and debate or court action. or delivery of judgement Includes com laints notices. Records relating to the activities involved with examining a person,group,system,process, project or product in order to determine FL.20.03 Compliance—Verification(Internal Audit) whether or not compliance with a regulation, Originator C+1 6 C+7 C Y requirement,specification or imposed condition are being met. Includes,audit reports, surveillance/monitoring records. C7� 1 - mLegend: C - Creation Year; P- Permanent; S - Superseded.; E- Ewent Regiuired :befo:re calculating retention; Odg nator- Originated or acquired t e record. Page 54 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx cn Responsible Inactive s Function/Activity 15uti-Activity;/Subje,;ctl Case Description Active Totai ,Transitory Archival Remarl i 'S'eries Unit total '� 1 The activities involved in arranging,procuring FL.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract.Major contracts are Corporate FL.23.01 Contracting-Major contracts of a significant nature in terms of Services- E+1 P P C Y E=Expiry of contract dollar value,major public interest and debate Purchasing or of value to the history of the Municipality. Includes contracts. Records relating to the hiring and use of FL.23.02 Contracting-Minor consultants,contractors and suppliers which Originator E+1 6 E+7 C Y E=Expiry of contract results in a minor contract as per the Purchasin By-law. Includes contracts. The process of disposing of property and other items no longer required by the organization, by sale,transfer,termination of lease,auction FL.29 Disposal or destruction.Also includes destruction or transfer to archives,and the program of activities to facilitate the orderly transfer of inactive records from current office space into archival storage. Records relating to the disposal of vehicles Corporate controlled by the Municipality. Includes, E=Disposal of vehicle FL.29.05 Disposal-Vehicle expression of interest,auction list, returns, Services- C+1 6 C+7 C+1 Y Administrative Value schedules. Purchasing FL.49 Maintenance The activities associated with the upkeep, repair,servicing of municipal vehicles. Records relating to the maintenance of FLA9.09 Maintenance-Vehicles municipal vehicles. Includes,maintenance Originator E+1 - E+1 C+1 Y E=Disposal of vehicle records,registers,service records,log books, fuel issues/consumption. The process of handling public reaction to municipal policies,responsibilities or services. FL.59 Public Reaction Includes anonymous letters, letters of complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests. FL.59.01 Public Reaction—General Records relating to public reaction. Includes, Operations C+1 1 C+2 C Y 1working papers,correspondence. I Department Legend: C - Creation Year; P - Permanent; S - Superseded; E - Event Required before calculating retention; Originator- Originated or acquired the record. Page 55 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible Inactive: Series Function,!Activity J Sub;Activity!J Subject I Case Description Active Total Transitory Archival 'Remarks U nit Total The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies),and to FL.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers,proposals, reports,reviews and returns. Records relating to the reporting of non- Operations FL.63.01 Reporting-Administrative Reporting significant programs,projects and events. Department C+1 6 C+7 C Y Administrative Value Includes reports,daily statements. Records relating to support documentation. E=Final report Also includes surveys and questionnaires. Operations FL.63.03 Reporting-Facilitative Records E+1 5 E+6 C Y completed Includes,working papers,supporting Department documentation surveys,discussion papers. Administrative Value 1 MLegend: C - Creation Year; P -Permanent; S -.Superseded.; E.- Event Required before calculating retention; Originator- Originated or acquired the record. Page 56 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx I S Respo.n„sible Inactive .Series Functioril Activity 1 Sufi-Activ,ityl Subject l Case Description Active TofaC 'Transitory .AYchiltal Remarks Unit total The function of administering the formal relationship between the Municipality and those processes of,government not covered by other j general administrative or,functionaC:keywords; Includes the Municipality's relationship with ( ) Parliament and the OR Government Relations GR Ministers and Members of Parlia political processes of Government, liaison with bodies carrying ou nvesti g t.. ions such as the Ombudsman and relationships with other Local,Provincial, Federal or overseas. v rnmen The activities associated with offering or GR.03 Advice seeking opinions.Includes the process of advising or being advised.Excludes legal advice. Records relating to advice concerning routine Communicatio GR.03.01 Advice-Operational operational matters. Includes,recommendation ns&Tourism C+1 - C+1 C Y letter,circulars. Division Provision'of high level advice,eg.To the Mayor',Chairperson or CAD, relating to Communicatio GR.03.02 Advice-High Level substantive aspect of municipal policies, ns&Tourism C+1 4 C+5 C Y Administrative Value procedures,functions,obligations and Division liabilities. Includes requests,responses. The activities associated with the pursuit of influencing outcomes on behalf of the GR.04 Advocating community where the Municipality acts as an advocate on issues of concern which may, include political,economic,environmental or social issues that affect the community. Records that document interaction between the Municipal GR.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant Clerk's C+1 - C+1 C N issues. Includes, requests,responses. Department Records relating to the interaction between the Municipality and other bodies on significant issues of public interest and debate,or of value Municipal to the history of the Municipality. Includes final GR.04.02 Advocating-Significant Clerk's C+1 9 C+10 C Y versions of motions and resolutions of other municipalities.Includes,petitions,media Department clippings, motions/resolutions(other municipalities) Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required before calculating retention; 06gina€tor-Originated or acquired the record- Page 57 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-)= Class Responsible Inactive [:Activity/Sub-Activit I Subject/Case Descri tion Active, Total Tran.1to Archival Remarks Series unction ct _ .y p Unit total ry The process of planning,managing, coordinating,assessing promoting and reporting on an event_Events include ceremonies,celebrations,conferences and GR.37 Event Management functions.This includes events organised by the Municipality and the processes associated with approval and promotion of events held in the Municipal area.This relates to events managed by the Municipality and includes civic receptions and Mayoral Gala Performances. Records relating to the consolidated GR.37.03 Event Management-Non-significant documentation of non-significant events. Originator C+1 1 . C+2 C+1 Y Includes fairs parades, hoto ra hs. Records relating to the consolidated documentation of significant events.Includes, GR.37.04 Event Management—Significant final reports,speeches,promotional material, Originator C+1 P P C+1 Y Administrative Value invitations,photographs,filming,candidates lists. Records relating to promotional material of Communicatio GR.37.05 Event Management—Promotion other organization's events.Includes, ns&Tourism C+1 1 C+2 C+1 Y promotional material. Division i C37 rn .Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required before calculating retention; cn Originator- Originated or acquired the record. Page 58 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-)ax I �s Responsible Inactive s iFuncUori/�Actllvl 1Sub-Activity!/Subject/Case Description "' Active Total ,Transitory Archival Remarks Series• ,. Unit t otal:; Activities associated with preparing and GR.40 Greetings sending letters of appreciation or thanks, condolences or introductions.Includes mailing lists. GR.40.01 Greetings-Mailing List Address list for sending greetings. Includes, Originator S - S C Y listing. Records relating to the preparation and GR.40.02 Greetings-Non-significant sending of all other greetings.Also includes Originator C+1 - C+1 C Y greetings received by the Municipality. Records relating to the preparation and GR.40.03 Greetings-Significant(High Profile) sending of greetings relating to high profile and Originator C+1 3 C+4 C+1 Y significant events and people.Also includes greetings received by the Municipality. The activities associated with liaising with bodies carrying out inquiries,and participating in them. Inquiries are investigations carried out by persons or bodies that have been GR.41 Inquiries empowered to inquire and report on a subject, such as Royal Commissions,Parliamentary and Ombudsman's inquiries. Includes the Municipality's participation in the inquiry by providing evidence in the form of records, submissions or personnel. Records relating to inquiries,including GR.41.01 Inquiries-General recommendations.Includes, requests, Originator C+1 6 C+7 C+1 Y Administrative Value investigations,notifications responses. Copies of reports of Commissions and Inquiries GRA1.02 Inquiries-Resources kept for information purposes.Includes, Originator C+1 6 C+7 C+1 N reports. Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required :before calculating retention; Oeiginator- Originated or acquired the record. Page 59 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible Inactive Y Unit total Series Function!Activity/Sub-Activit J Sub ect/Case bescripfiion Active Total Transltory Archival ..Remark's: The process of handling public reaction to municipal policies, responsibilities or services. GR.59 Public Reaction Includes anonymous letters,letters of complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests. GR.59.01 Public Reaction—General Records relating to public reaction.Includes, Originator C+1 1 C+2 C Y working papers. The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies),and to GR.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers,proposals,reports, reviews and returns. Records relating to.the reporting of non- Communicatio GR.63.01 Reporting-Administrative Reporting significant programs,projects and events. ns&Tourism C+1 6 C+7 C Y Administrative Value Includes,reports,daily statements. Division Records relating to the reporting of significant Municipal GR.63.02 Reporting-Committee&Council programs,projects and events.Includes, Clerk's C+1 P P C Y reports. Department Records relating to support documentation. Communicatio E=Final report. GR.63.03 Reporting-Facilitative Records Also includes surveys and questionnaires. ns&Tourism E+1 5 E+6 C Y completed Includes,working papers,supporting Division Administrative Value documentation surve s discussion papers. i Legend: C - Creation Year; P -Permanent; S - Superseded; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 60 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx U7 I j t/Case Total `. Activity Sub-Activit Description, Series Unit'!," ,.:total marks s Function/Acti Responsible inactive o Arch y y,/Sub ec Translf ry . . lval Re ,. The function of recruiting;managing,training and providing for municipal personnel..: Personnel include permanent,contract,, temporary and.part-time,trainees,apprentices, HR Human Resources(HR) scholarships,job creation scheme`participants and volunteers Includes:recruitment;:hours of work,occupational health safety and':welfare, industrial relations,position descriptions,pay. equity,etc. The activities associated with offering or HR.03 Advice seeking opinions. Includes the process of advising or being advised.Excludes legal advice. Records relating to advice concerning routine Human HR.03.01 Advice-Operational operational matters.Includes,recommendation Resources C+1 24 C+25 C Y letter,circulars. Provision of high level advice,eg.To the Mayor,Chairperson or CAO, relating to Human HR.03.02 Advice-High Level substantive aspect of municipal policies, Resources C+1 4 C+5 C Y Administrative Value procedures,functions,obligations and liabilities. Includes re uests responses. The activities associated with the pursuit of influencing outcomes on behalf of the j HR.04 . Advocating community where the Municipality acts as an advocate on issues of concern which may include political,economic,environmental or social issues that affect the community. Records that document interaction between the Human HR.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant Resources C+1 - C+1 C N issues.Includes,requests,responses. Records relating to the interaction between the Municipality and other bodies on significant Human HR.04.02 Advocating-Significant issues of public interest and debate,or of value Resources C+1 9 C+10 C Y to the history of the Municipality. Includes, petitions,media clippings. Legend: C - Creation Year; P -Permanent; S - Superseded; E - Event Required before calculating retention; OHginator- Originated or acquired.the record. Page 61 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-x>oc Class Responsible Inactive .'Series Functiori!Activlty 1Sub-Activity I Subject/Case Description Active Total Transitory Archival' Remarks unit total The activities of providing compensation to personnel injured during working hours or on municipal premises. Includes Volunteers.Also includes return to work of injured workers. See HR.19 Compensation LS.47.04&LS.47.05 LEGAL SERVICES— Litigation Dispute Resolution—Claim Resolution for compensation claims by members of the public. Municipal records relating to personnel Human HR.19.01 Compensation-Benefits benefits.Includes, correspondence,supporting Resources S 7 S+7 C+1 Y Administrative Value documentation. Management of claims under the Workplace Safety Insurance Board(WSIB). Includes E=Cessation of HR.19.02 Compensation-Claims(WSIB) incident reports,medical reports,advice, Human E+1 49 E+50 C+1 Y employment appeals, litigation,payments and other Resources Administrative Value information related to the case.Includes, claims suoporting documentation. Municipal records relating to Workplace Safety E=Cessation of HR.19.03 Compensation-Appeals(WSIB) Insurance Board(WSIB),relating to specific Human E+1 49 E+50 C+1 Y employment compensation cases.Includes,appeals, Resources Administrative Value supporting documentation. HR.19.04 Compensation-WSIB Register(WSIB) Register of Workplace Safety Insurance Board Human S _ S+7 C+5 Y (WSIB).Includes register. Resources i Cn I cp Legend: C - Creation Year; P - Permanent; S -.superseded; E Event Required before calculating retention; Originator- Originated or-acquired the record: Page 62 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx cyl •°'Cta§s" °Responsible'. Inactive Y Y Active ; TotaC Transitory. Functforr;(Activit 1 Sub-Activit (Sub eof/Case Description- Archival ReinarkSr SLes Unit - total : The activities associated with complying with mandatory accountability,fiscal,legal, regulatory,operational or quality standards or requirements to which the Municipality is subject. Includes compliance with legislation HR.20 Compliance such as Environmental Protection Act, Municipal Act,Taxation Act, Financial Administration Act, Highway Traffic Act, Occupational Health and Safety Act,Fire Protection and Prevention Act,Municipal Freedom of Information and Protection of Privacv Act.etc. Records relating to municipal compliance with mandatory requirements imposed by governing bodies. Includes proof of compliance with internal and external standards,statutory and operational requirements.Management of complaints,accidents and injuries by staff Human HR.20.01 Compliance-Requirement about OH&S matters affecting them personally. Resources S 7 S+7 C Y Includes objections to undertaking hazardous Department duties and/or working in an unsafe or unhealthy environment. Including Asbestos related complaints.Includes, hazard reports,injury reports,complaints,material safety data sheets,accident reports. Records relating to serious breaches of Human HR.20.02 Compliance-Breach compliance requirements that leads to major Resources E+1 1 E+2 C Y E=Remedy of breach public interest and debate or court action. Department or delivery of judgement Includes com laints notices. Records relating to the activities involved with examining a person,group,system,process, project or product in order to determine Human HR.20.03 Compliance-Verification(Internal Audit) whether or not compliance with a regulation, Resources C+1 6 C+7 C Y requirement,specification or imposed condition Department are being met. Includes,audit reports, surveillance/monitoring records. 'Legend: C - Creation Year; P - Permanent; S - Superseded; E - Event Required before calculating retention; Originator- Originated or acquired.the record. Page 63 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Glass Responsible Inactive Activity/S y 1 p Total. Transitory Archival" Remarks Series Function y ub-Activit ISub'ectICase DescrI tion' Unit Active; total.. The activities involved in arranging,procuring HR.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants, contractors and suppliers which results in a major contract:Major contracts are Corporate HR.23.01 Contracting-Major contracts of a significant nature in terms of Services- E+1 P P C Y E=Expiry of contract dollar value,major public interest and debate Purchasing or of value to the history of the Municipality. Includes contracts. Records relating to the hiring and use of HR.23.02 Contracting-Minor consultants,contractors and suppliers which Originator E+1 6 E+7 C Y E=Expiry of contract results in a minor contract as per the Purchasing B -law. Includes contracts. The activities and actions associated with the HR.28 Discipline discipline process. Includes investigations, charges,formal inquiries,disciplinary measures and appeals. Records relating to cases where personnel are E=Cessation of formally disciplined. Includes records relating to Human employment or removed HR.28.01 Discipline-Action internal inquiries and ongoing disciplinary Resources E+1 14 E+15 C+2 Y upon agreement with action.Includes appeals.Includes,case files, employee in conjunction reports,appeals,investigations_ with Union Agreement Records relating to work-related criminal Human E--Cessation of HR.28.02 Discipline—Criminal Conviction convictions of personnel. Includes,copy of E+1 49 E+50 C+2 Y employment court files csae files. Resources Administrative Value Records relating to cases where no action is E=Cessation of HR.28.03 Discipline-No action taken.Includes,case files,reports, Human E - E C Y employment investigations. Resources Administrative Value The activities associated with managing the HR.35 Employment Conditions general conditions of employment for ersonnel. HR.35.01 Employment Conditions-Clothing Allowance Records relating to corporate wardrobe. Originator C+1 4 C+5 C+1 N Administrative Value Includes,authorization,reimbursement claims. 1 ,Legend: C - Creation Year; P- Permanent; S - Superseded.; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 64 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx CJ'I I Responsible Inactive Series Function!Activity!Sub-Activityl Subject l Case ` Description; Active,� Total ::Transitory Archival Remarksi Uhjt total` The activity of establishing formal relations with municipal personnel and their representatives to achieve a harmonious workplace.Includes negotiations conducted to obtain HR.44 Labour Relations determinations,agreements or awards; Industrial disputes settled within the Municipality or by an external arbitrator,and Reports on the state of industrial relations within the Municipality. Records relating to negotiation and Human HR.44.01 Labour Relations-Collective Agreement implementation of Collective Agreements. Resources E+15 P P C+2 Y E=Expiry of contract Includes,agreements,memoranda of Administrative Value understanding to roll over agreement. Department Human E=Resolution of dispute HR.44.02 Labour Relations-Disputes Records relating to disputes and/or grievances. Resources E 35 E+35 C+2 Y p Includes,requests,responses. De artment or grievances Working papers and reference copies of Human HR.44.03 Labour Relations-Negotiations material accumulated during the bargaining Resources S+10 25 S+35 C+1 Y Administrative Value process.Includes,proposals,draft agreements. Department Records relating to personnel precedence in Human HR.44.04 Labour Relations-Seniority Lists rank by reason of a longer span of service. Resources S+3 - S+3 C+1 Y Includes records such as seniority lists. Department Includes seniority list. The process of administering leave for which HR.46 Leave personnel are eligible. Includes unauthorised leave taken by ersonnel. Records relating to the application,granting and refusal for leave. Includes leave Human E=Cessation of entitlements such as the calculation of leave HR.46.01 Leave-Administration Resources E+1 9 E+10 C+2 Y employment and long service leave.Includes,applications, Department Administrative Value approvals, refusals,medical certificates, schedule of leave. Legend: C - Creation Year; P - Permanent; S -.Superseded; E - Event Required ;before calculating retention; Originator-Originated or acquired the record. Page 65 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible Inactive Active Total Transitory Archival Remarks Series Function'1 Activity lSub-Activity;l Subject l Case DescFiptlon Unit total The activities involved in maintaining, personal information about personnel and volunteers for HR.54 Personnel Management a range of personnel management functions. This includes police checks and security classification of Personnel. Records relating to criminal reference checks Human E=Cessation of HR.54.01 Personnel Management-Criminal Reference of personnel. Includes, criminal reference Resources E - E C Y employment checks. Department Records relating to driver's abstract of Human E=Cessation of HR.54.02 Personnel Management-Drivers Abstract personnel.Includes,MTO drive abstract. Resources E - E C Y employment Department Personnel files.Includes apprentices,trainees and volunteers. Includes,position description, study leave,approvals,qualifications,social insuance number,awards,emergency contacts,contract of employment,training courses certificates,attendance summaries, Human E=Cessation of HR.54.03 Personnel Management-Employment honours&awards,interview questions,identity, Resources E+1 49 E+50 C+2 Y employment checks,application for employment, Department Administrative Value classification,progress reports,approvals relating to employment conditions,resignation, appointment reasignment approvals,financial assistance applicaitons,assessments and results,current address, next of kin telephone number,exit interview. Records relating to the use of equipment where E=Cessation of HR.54.04 Personnel Management-Equipment Use the personnel is identified.Includes, usage Originator E+1 49 E+50 C+2 Y employment sheets forms schedules. Administrative Value Records relating to job classification related to Human HR.54.05 Personnel Management-Job classifications our organization.Includes organizational Resources S 35 S+35 C+5 Y charts.Includes,job descriptions, Department organizational charts. Records relating to medical records of Human E=Cessation of HR.54.06 Personnel Management-Medical personnel. Includes,medical forms,function Resources E+2 48 E+50 C+2 Y employment abilities modified work plans. Department Records relating to our pensioners. Includes, Human E=Expiration of HR.54.07 Personnel Management-Pension usage sheets,forms,schedules. Resources E+1 6 E+7 C+1 Y retirement benefits for a Department retiree ors ouse Records relating to performance assessment of E=Cessation of HR.54.08 Personnel Management-Performance Management individuals.Includes,performance Originator E+1 2 E+3 C+2 Y employment appraisalfreview. Includes overtime,working hours,etc.Also includes management of redeployment HR.54.09 Personnel Management-Scheduling programs,attendance&scheduling,and Originator C+1 1 C+2 C+1 Y conditions of flexi-time:Includes,memos,O/T lists schedules call-out-lists. w Legend: C - Creation Year; P - Permanent; S -Superseded; E - Event Required .before calculating retention; Ciritg'inator- Originated or acquired the record. Page 66 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx J "Ctzs Resp'orts�ble' Inactive,°, Function/Activity/Sub-Activity l Subject%Case Description Active totaL Transitory Archival Remarks S ., ,� �,' Unit total The process of handling public reaction to municipal policies, responsibilities or services. HR.59 Public Reaction Includes anonymous letters, letters of complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests. HR.59.01 Public Reaction—General Records relating to public reaction. Includes, Human C+1 9 C+10 C Y working papers. Resources The process of recruiting which includes applying for approvals to fill existing vacancies, the advertising of vacant positions and the . HR.61 Recruitment handling of applications,interviews,selection, culling and appointment, includes trainees and volunteers.Note:Successful job applications to be filed in the personnel employment file.See HR.54.03 Personnel Mgmt.-Employment, E=Close of competition Records relating to the selection process. Note:Successful job Includes establishment of selection panel, Human applications to be filed HR.61.01 Recruitment-Selection Process(Unsuccessful) interview notes,and test results.Includes, Resources E+1 - E+1 C+1 Y within the personnel file. interviews,reference cheques,appointments, Department See HR.54.03- selection criteria,intervew questions. Personnel Management (Employment) Unsolicited job applications. Includes, Human HR.61.02 Recruitment-Unsolicited Applications applications. Resources C+1 - C+1 C N Department Includes all job postings and approvals. Human HR.61.03 Recruitment—Job Postings&Approvals Includes,approvals,advertisements,job Resources E+1 9 E+10 C+1 Y E=Close of competition postings. Department t The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies),and to HR.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers,proposals, reports, reviews and returns. Records relating to the reporting of non- Human HR.63.01 Reporting-Administrative Reporting significant programs,projects and events. Resources C+1 6 C+7 C Y Includes reports,daiIV statements. Records relating to the reporting of significant Municipal HR.63.02 Reporting-Committee&Council programs,projects and events. Includes, Clerk's C+1 P P C Y reports. Department Legend: C - Creation Year; P - Permanent; S - Superseded; E - Event Required before calculating retention; Orjcf�inator- Originated or acquired the record. Page 67 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible' Inactive Series Function/Activity I Sub-Activity/Subject/Case. Descripfiion Unit Active `,total Totaf Transitory "Archival Remarks Records relating to support documentation. HR.63.03 Reporting-Facilitative Records Also includes surveys and questionnaires. Human E+1 5 E+6 C Y E=Final report Includes,working papers,supporting Resources completed documentation surveys,discussion papers. Records relating to support documentation. HR.63.04 Reporting-Liability Also includes incidents and accidents. Human E+2 48 E+50 C+5 Y E=Date of Includes,incident reports,supporting Resources incident/accident documentation,statistics,discussion papers. The activity of encouraging staff or volunteers to develop their skills and abilities(through activities,programs and events)to maximise their potential and increase their productivity. Includes identifying and implementing all HR.68 Staff Development aspects of training needs and programs (internal and external)available to staff. Includes the process of promotion by the Municipality of programs,which encourage the establishment, and maintenance of a healthy work environment. Records relating to arrangements for staff training,including transport,programs, HR.68.01 Staff Development-Arrangements authorizations,entitlements, hire of equipment, Originator C+1 4 C+5 C+1 N caterinq,rosters etc. Records relating to invitations,approvals,notes on proceedings,and other records regarding HR.68.02 Staff Development—Conferences&Seminars conferences,seminars and special functions Originator C+1 - C+1 C N attended by staff.Includes,programs, re istration. Records relating to the promotion of safe work HR.68.03 Staff Development-Promotion practices arranged by or for the Municipality. Originator C+5 - C+5 C+1 N Includes,manuals,instructions,notices. Register of training,including OHS training HR.68.04 Staff Development—Registers arranged by or for the Municipality. Includes, Originator S 2 S+2 C+1 Y training re ister OHS training register. Records relating to the development and delivery'of course material for training municipal staff or volunteers.This includes the HR.68.05 Staff Development-Training final version of the course to.be delivered. Originator S+1 1 S+2 C+1 Includes courses conducted by the Municipality or external consultants.Includes,training manuals,handouts,presentation material. Cn I Legend: C - Creation Year; P -Permanent; S - Superseded; E Event Required before calculating retention; Cn Originator- Originated or acquired the record. Page 68 of 126 Muni ipal Records Retention Schedule Schedule"A"to By-law 2015-)= U1 s Responsible Inactive , Function IActivity Sub-ActivitO.Subi p total Total -Transitory Archival Remarl�s Series ect(Case` Descri tion unit Active Records relating to the provision of training and induction programs to municipal staff, contractors or volunteers on OH&S matters. HR.68.06 Staff Development—Training(Health&Safety) Includes hazard awareness training relevant to Originator C+2 48 C+50 C+1 specific workplace conditions.Also includes training for managers on their OH&S responsibilities. Includes,training manuals, handouts resentation material. Legend: C - Creation-Year; P-Permanent; S - Superseded.; E- Event required before calculating retention; Originator- Originated or acquired the record. Page 69 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible inactive P ry Function, y Activity Active Total Transitory: Archival Remarks Series f Activity/Suki /Subject/Case Description Unit total. - ; The function of managing the Municipality's'' - information'resources and assetsancludes ' creating,capturing;registering,::classifying indexing,storing;retrieving and disposing of records and developing strategies to manage records..Also includes the acquisition;control, - and disposal of corporate library:and other IM Information Management(IM) information products;items kept for reference purposes and the.provision of service to internal and.external'customers,.based,on information resources.Data administration,. ,. archival records*and the handling'of.Mun i cipal . . Freedom of Information and Protection of Privacy(MFIPPA)requests are also classified Under this function. The activities associated with offering or IM.03 Advice seeking opinions.Includes the process of advising or being advised.Excludes legal advice. Records relating to advice that is formed or Municipal IM.03.03 Advice—Ad-hoc used for specific or immediate problems or Clerk's C+1 - C+1 C Y needs:Includes, recommendation letter, Department. comes ondence. The activities associated with the pursuit of influencing outcomes on behalf of the IIVI.04 Advocating community where the Municipality acts as an advocate on issues of concern which may include political,economic,environmental or social issues that affect the community. Records that document interaction between the Municipal IM.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant Clerk's C+1 - C+1 C N issues.Includes, requests, responses. Department Records relating to the interaction between the Municipality and other bodies on significant Municipal IM.04.02 Advocating-Significant issues of public interest and debate,or of value Clerk's C+1 9 C+10 C Y to the history of the Municipality.Includes, Department petitions,media.clippings. CTS I Legend: C - Creation Year; P - Permanent; S - Superseded:; E - Event Required before calculating retention; O iginaitor- Originated or-acquired the record. Page 70 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx 01 C;i�lss Respohsible .Inactive <. Y tiY. p tory" Archival R Series Function/Activit LSub-Activi /Sub ect I Case Description, Uhit . Active" total Total Trahs,i, emarks: The activities associated with.examining and evaluating something in existence in order to IM.06 Analysis develop an informed understanding that will provide the basis for identifying problems and recommend solutions. Working copies of records relating to systematic examination and evaluation of corporate information along with the users and business processes involved. Includes Municipal IM.06.01 Analysis—Facilitative Records activities related to identifying strengths, Clerk's E+1 - E+1 C+1 Y E=Final report weaknesses,opportunities,and risks Department completed associated with our information, users and business processes.Includes,drafts, correspondence, reference information, surmortina documentation. ' Records relating to the activities involved in analyzing how and when information is created, used and shared in the various business processes and for what purpose. Includes activities related to identifying strengths, Municipal IM.06.02 Analysis=Information weaknesses, opportunities,and risks Clerk's C+1 14 C+15 C+2 Y associated with our information, users and Department current business processes. See IM.24.02— Control for revised/streamlined business process maps. Includes, record inventories, completed surveys,business process maps (current process),findings&recommendations. :Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required :before calculating retention; Originator- Originated or acquired.the record. Page 71 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible, Inactive Series,. Function'I ActivI Sub-Activity?Subiect l Case. Description :Uriit Active total Total Transitory Archival Remarks` The activities associated with capturing IM.16 Capture information through forms and e-documents for a greater municipal business purpose. Working records relating to the creation, design, usage and revision of tools used to capture information such as paper forms,e- IM.16.01 Capture—Facilitative Records documents. Excludes corporate branding Originator C+1 - C+1 C N activities.See CG.13-Branding for branding standards on forms and e-documents. Includes,correspondence,requests,drafts. Final templates of tools used to capture information such as paper and electronic forms. Excludes corporate branding activities.See IM.16A2 Capture—Forms/Templates CG.13-Branding for branding standards on Originator S 1 S+1 C+1 N forms and e-documents. Excludes Metadata templates,see TC.72.03—System Administration(Installation&Configuration). Includes,templates. Ii f I coo Legend: C - Creation Year; P-Permanent; S -Superseded; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 72 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx 01 I ". total Translto Archival �Sertes F unction!Activity 1 Sub Acti y j e Description,, Reaplonsible Active Inactive �y - etnarfi un vit ,l Sub ect 1 Cas it total The activities associated with complying with mandatory accountability,fiscal, legal, regulatory,operational or quality standards or requirements to which the Municipality is subject. Includes compliance with legislation IM.20 Compliance such as Environmental Protection Act, Municipal Act,Taxation Act, Financial Administration Act, Highway Traffic Act, Occupational Health and Safety Act,Fire Protection and Prevention Act,Municipal Freedom of Information and Protection of Privacv Act.etc. Records relating to Municipal compliance with mandatory requirements imposed by governing Municipal IM.20.01 Compliance-Requirement bodies. Includes proof of compliance with Clerk's S 7 S+7 C Y internal and external standards,statutory and Department operational requirements.Includes, PIB, [PC orders.- Records relating to serious breaches of Municipal IM.20.02 Compliance-Breach compliance requirements that leads to major E=Remedy of breach Clerk's E+1 1 E+2 C Y public interest and debate or court action. Department or delivery of judgement Includes complaints,notices. Records relating to the activities involved with examining a person,group,system,process, project or product in order to determine Municipal IM.20.03 Compliance-Verification(Internal Audit) whether or not compliance with a regulation, Clerk's C+1 6 C+7 C Y requirement,specification or imposed condition Department are being met. Includes,audit reports,audit trails. Records relating to the activities involved with being examined by a person,group,system, process,project or product in order to IM20.04 Compliance-Verification(External Audit) determine whether or not compliance with a Originator . C+1 P P C Y regulation, requirement,specification or imposed condition are being met. Includes, audit reports. The activities involved in the preservation, IM21 Conservation protection, maintenance, restoration and enhancement of property, information resources and artefacts. Records relating to the preservation of records and other information resources.Also includes Municipal IM21.06 Conservation-information the identification of vital records.See IM.64- Clerk's S 2. S+2 C Y Risk Management for risk management plans Department such as disaster recovery plans and vital records plan. Includes,action plans, registers. Legend: C -Creation Year; P - Permanent; S - Superseded; E - Event Required before calculating retention; 0digiinator- Originated or acquired the record. Page 73 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible Inactive Function/Activity/Sub-Activity./Subject C Case Description, Active Total,' Transitory Archival Remarks series : unit total.. The activities involved in arranging,procuring IM.23 Contracting and managing the performance of work or the E=Expiry of contract provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract. Major contracts are Corporate IM.23.01 Contracting-Major contracts of a significant nature in terms of Services- E+1 P P C Y dollar value,major public interest and debate Purchasing or of value to the history of the Municipality. Includes contracts. Records relating to the hiring and use of IM.23.02 Contracting-Minor consultants,contractors and suppliers which Originator E+1 6 E+7 C Y E=Expiry of contract results in a minor contract as per the Purchasin By-law. Includes contracts. 00 Legend: C - Creation Year; P - Permanent; S - Superseded.; E- Event Required before calculating retention; 00ginaktof-- Originated or acquired the record_ Page 74 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx U1 G4 §s Responsible inactive Function/Activity-lSub-Activity/Subject/Case Description Active Total':,Transitory Archival Remarks Sir es Llhit total ' The activities associated with creating, maintaining and evaluating control systems and IM.24 Control processes. Includes classification, preservation, indexing, registration,protection, maintenance and tracking to ensure maximum control over corporate information. Records relating to the activities involved with municipal records registration,and details of disposal. Includes registers and indices giving details of metadata,including classification codes,descriptions,transfer and destruction Municipal IM.24.01 Control—Information Register dates,etc.Also includes the identification of Clerk's S 10 S+10 C Y vital records. See IM.64-Risk Management Department for risk management plans such as disaster recovery plans and vital records plan.Includes, files plans,corporate classification scheme& retention schedule. Records relating to the activities involved in controlling a work object(document,file or tag) or data set through a defined process of work steps. Includes records that define rules(how an object must be processed), routes(where Municipal IM.24.02 Control—Business Process Maps(Workflow) an object must go),and roles(who can process Clerk's S 2 S+2 C Y a work task and under what transactional conditions). See IM.06.02—Analysis Department (Information)for records relating to the preliminary analysis of business processes. Includes, business process maps Records relating to the activities involved in controlling the Municipality's intellectual property,both published and unpublished. Includes copyright,patents and trademarks, Municipal E=Expiry of and matters of confidentiality such as trade IM.24.03 Control—Intellectual Property Clerk's E 10 E+10 C Y copyright/patent/tradema secrets,which are not available to the public Department rk under Freedom of Information(FOI)legislation. Also includes infringements of the Municipality's intellectual property.Includes, 1cooynaht, patent.trademark. I Legend: C - Creation Year;.P - Permanent; S - Superseded;,E- Event Required before.calculating retention; Originator- Originated or acquired the record. Page 75 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-)oa Class - Responsible .. Inactive ty y/Sub ect f Case Descri tion: Unit Active total Total Transitory Archival Remarks, Series Function/Actvvi /Sub-Activit j p The process of disposing of property and other items no longer required by the Municipality,by sale,transfer,termination of lease,auction or IM.29 Disposal destruction.This includes destruction or transfer to archives,and the program of activities to facilitate the orderly transfer of inactive records from current office space into inactive stora e. Records relating to the disposal of municipal Municipal IM.29.04 Disposal-Records records. Includes certificates of destruction. Clerk's C+1 P P C+2 Y Includes,authorizations,destruction Department certificates,records transfer reports. IM.36 Enquiries Activities associated with the seeking and handling of requests for information. Includes records regarding the Municipality's responsibilities under the Municipal Freedom of Municipal E=Completion of FOI IM.36.01 Enquiries—FOI Information and Protection of Privacy Act, ' Clerk's E+1 6 E+7 C+1 Y request I regarding the handling of information requests Department under the Act. Includes,requests, responses. Records relating to the management of enquiries and requests for information that does not require a formal access request under IM.36.02 Enquiries—Informal&Routine Disclosure the Municipal Freedom of Information and Originator C+1 - C+1 C Y Protection of Privacy Act(MFIPPA)and is not independently accessible to the public. Includes re uests responses. The activities associated with the processes IM.58 Promotion involved in endorsing,supporting and encouraging the advancement of a service, business enterprise,or organization. Records relating to non-substantial promotional materials for municipal activities,programs and Municipal IM.58.02 Promotion-Non-Substantial events. See IM.60—Publication for publication Clerk's C+1 4 C+5 C+1 Y designs and masters.Includes,brochures, Department action plans. f oo Legend: C - Creation Year; P - Permanent;.S - Superseded.; E - Event Required before calculating retention; W Originator- Originated or acquired the record. Page 76 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx 1 C4sunctiori!Activit /Sub=Activit [Subject/',Case Des Responsible, Inactive y y. crlption Active Total Transltbm Archival Remarks ;Sc'Prtes Unit total _ The function of having literature,information or art work,irrespective of format,issued for sale or distribution internally or to the public. IM.60 Publication Includes drafting, manual or electronic production(design, layout,typesetting,printing, etc.)and supply of publications by the Municipality. Includes internal publications (such as newsletters,circulars,etc.). Master copies,irrespective of format, of all non- Communicatio IM.60.01 Publication—Masters(Non-Significant) significant publication issued by the C+1 4 C+5 C+1 Y Municipality.Includes,masters. ns&Tourism Master copies,irrespective of format, of all Communicatio IM.60.02 Publication—Masters(Significant) significant publication issued by the ns&Tourism C+1 P P C+1 Y Municipality. Includes masters. Arrangements for design and production of municipal publications including websites.Also Communicatio includes arrangements for production of films, E=Final publication IM.60.03 Publication-Facilitative Records videos,multi-media and on-line services. ns&Tourism E+1 4 E+5 C+1 Y completed Includes, requests, responses, Division correspondence,art work. Internal publications,irrespective of format, produced for general administrative purposes. Communicatio IM.60.04 Publication-Corporate News Includes,brochures, newsletters,etc.,but ns&Tourism C+1 - C+1 C+1 Y excludes procedure manuals. Includes; Division newsletters notices circulars. Records relating to the distribution of municipal Communicatio IM.60.05 Publication-Distribution publications.Includes,circulation lists,stock ns&Tourism E+1 1 E+2 C+1 Y E=Action completed inventories. Division Non-significant articles produced by or for the Communicatio IM.60.06 Publication-News Media(Non-significant) Municipality and published in external journals, ns&Tourism E+1 4 E+5 C+1 Y E=Date of article being books, newspapers,etc.Includes,newspapers, published 'ournals books notices. Division Significant articles produced by or for the Municipality and published in external journals, Communicatio IM.60.07 Publication-News Media(Significant) books, newspapers,etc. Includes,newspapers, ns&Tourism C+1 P P C+1 Y 'ournals books notices. Division Legend: C - Creation Year; P - permanent; S - Superseded; E- Event ''Required before calculating retention; Originator- Originated or acquired the record. Page 77 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Function/Activity/Sub vity"1 Subject 1 Ca Responsible Inactive Acfii se Descrlpfilon Active Total Transitory Archival Rerr►arks Series- total The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies),and to IM.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers,proposals,reports,reviews and returns. Records relating to the reporting of non- significant programs,projects and events. See Municipal IM.63.01 Reporting-Administrative IM.06.02—Analysis for Findings& Clerk's C+1 6 C+7 C Y Recommendations reports. See IM.64.02— Department Risk Management(Reporting)for Risk Management Review reports.Includes,reports. Records relating to the reporting of significant Municipal IM.63.02 Reporting-Committee&Council programs,projects and events. Includes, Clerk's C+1 P P C Y reports. Department Records relating to support documentation. E=Final report IM.63.03 Reporting-Facilitative Records Includes,working papers,supporting Originator E+1 5 E+6 C Y completed documentation reference material. The process involving the identification of risks and the implementation of appropriate IM.64 Risk Management practices and procedures,which will reduce wastage and the impact of economic loss arising from an incident. Risk management plans and implemented disaster plans including plans for protection Municipal . IM.64.01 Risk Management—Planning and re-establishment in case of a disaster. Clerk's S+1 6 S+7 C Y Includes,risk management records,action Department plans,safeguard strategies,disaster recovery tans. Records relating to risk management review. Municipal IM.64.02 Risk Management-Reporting Clerk's C+2 P P C+1 y Includes, risk management reports. Department CSi oo .Legend: C - Creation Year; P-Permanent; S -Superseded; E- Event Required before Calculating retention; cn Originator-Originated or acquired the record. Page 78 of 126 Mun!E al Records Retention Schedule Schedule"A"to By-law 2015-)= 1 • Responsible Inactive 'Series Function)Activity l Sub-Activity I Subject:f Case' - Description Unit Active ,;iota,l ``Tota4 �Transifory Archival Remarks The activities associated with measures taken to protect people, premises,equipment or information from accidental or intentional IM.66 Security damage and from unauthorised access. See HR.54—PERSONNEL MANAGEMENT— Criminal Reference for the security classification of criminal history checks. Records relating to security restrictions applied to information assets.Also includes information Municipal IM.66.01 Security-Access/Restrictions security tion restrictions..orris,a user Clerk's S 15 S+15 C+5 Y identifications,passwords,and Department/IT security/workgroup specifications. Includes, work group specifications,securitv re isters. Records relating to breaches of security or incidents resulting in the laying of charges or Municipal IM.66.02 Security-Breaches where sabotage is strongly suspected. Clerk's E+1 6 E+7 C Y E=Close of file Includes, reports,investigation records, Department/IT complaints. Records relating to routine security arrangements including issue of security pass, Municipal IM.66.03 Security-Monitoring sign in books,security key,building admittance, Clerk's C+1 6 C+7 C Y surveillance video and visitors logs. Includes, Department/IT si n in books registers. iLeg.end: C - Creation Year; P - Permanent; S - Superseded; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 79 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 201 5-xxx Class Function!Activity/Sub- ri tion Responsible,Unit `. Active intotal a Total .Transitory Archival , Remarks Series Activit C Sub Subject/Case' Desc p v 1 The function of making by-law, liability and the provision of Iegal.services to the corporation.Includes the interpretation and provision of advice to the cor oration regarding p . LS Legal Services(LS) legal matters;the handling of legal action and' disputes;the making of by-laws(see functional - areas for the enforcement of by-laws);and the management of public liability: The activities associated with offering or LS.03 Advice seeking opinions.Includes the process of advising or bein q advised. Records relating to advice concerning routine Legal LS.03.01 Advice—Administrative operational matters.Includes, recommendation Services C+1 - C+1 C Y letter,circulars. De artment Provision of high level advice,eg.To the Mayor,Chairperson or CAO,relating to Legal LS.03.02 Advice-High Level substantive aspect of municipal policies, Services C+1 4 C+5 C Y procedures,functions,obligations and Department liabilities. Includes requests,responses. Records relating to legal opinions provided.or Legal LS.03.04 Advice-Solicited Legal Opinions sought by the Municipality.Includes,legal Services C+1 P P C+1 Y opinion. —Department The activities associated with the pursuit of influencing outcomes on behalf of the community where the Municipality acts as an j LS.04 Advocating advocate on issues of concern which may include political,economic,environmental or social issues that affect the community. Records that document interaction between the Legal LS.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant Services C+1 - C+1 C N issues.Includes,requests,responses. Department Records relating to the interaction between the Municipality and other bodies on significant Legal LS.04.02 Advocating-Significant issues of public interest and debate,or of value Services C+1 9 C+10 C. Y to the history of the Municipality. Includes, Department petitions,media clippiings. 1 °�°Legend: C - Creation Year; P - Permanent; S - Superseded; E - Event Required before calculating retention; Originator- Originated or acquired the record. Page 80 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Bess Function/Actiyit !Sub-Activit Responsible;, Inactive ' Y f Traci Ties Y l Sub ect/Cas P n;" Unit Active=" tota'I Total sltory Archival Remarks`j e Descri fiia The activities associated with the enacting of by-laws to regulate activities within the LS.15 By-Law Administration Municipality and to effect decisions of Council. See the Regulating activity for the enforcement of By-Laws under the relevant function. Draft By-laws and supporting working files. LS.15.01 By-Law Administration—Facilitative Records Includes,background research,precedent Originator E+20 - E+20 C+1 Y E=By-law enacted samples opinions,drafts. Original by-laws approved by Council and signed by the Mayor and Municipal Clerk. Municipal LS.15.02 By-Law Administration-Official Copy Includes amendments and attachments that Clerk's C+2 P P C+1 Y form part of a by-law. Includes,by-laws, Department amendments attachments. Compilation of all amendments to a by-law. Municipal LS.15.03 By-Law Administration—Consolidated By-Law Includes,consolidated by-law. Clerk's S 5 S+5 C+1 Y De artment The activities involved in arranging,procuring LS.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract. Major contracts are Corporate LS.23.01 Contracting-Major contracts of a significant nature in terms of Services- E+1 P P C Y E=Expiry of contract dollar value,major public interest and debate Purchasing or of value to the history of the municipality. Includes contracts. Records relating to the hiring and use of LS.23.02 Contracting inor consultants,contractors and suppliers which g results in a minor contract as per the Originator E+1 6 E+7 C Y E=Expiry of contract Purchasing B -law.Includes contracts. The activities involved in managing lawsuits or LS.47 Litigation and Dispute Resolution legal proceedings between the Municipality and other oarties. Records relating to administrative OMB matters. Includes, notices of appeal,legal Legal LS.47.01 Litigation and Dispute Resolution-Administrative research, pleading,external legal advice, (OMB) copies of relevant agreements,judgements, Services E+1 14 E+15 C+2 Y E=Resolution of appeal Department opinions,evidence,appeal documentation, .precedents,exhibits productions. ;Legend: C -Creation Year; P - Permanent; S -Superseded;"E - Event Required before calculating retention; Originator- Originated or acquired the record. Page 81 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible Inactive Function'/Actvvi I Sub-Activity 7 Sub ect/Case Description Active Total' Transltory Archival Remarks Series Y j Unit total Records relating to administrative matters resulting in substantial changes to municipal policy and procedures.Also includes records Legal LS.47.02 Litigation and Dispute Resolution-Administrative relating to administrative matters resulting in Services E+1 14 E+15 C+2 Y E=Resolution of claim (other than OMB) substantial changes to municipal policy and Department procedures.Includes,expropriations,legal research,by-law prosecutions,precedents, copies of relevant agreements. Records relating to civil matters.Includes, Legal notice of claim, notice of application,small Services E+1 14 E+15 C+2 Y E=Delivery of judgement LS.47.03 Litigation and Dispute Resolution-Civil claims, pleading,appeals,judgements, Department exhibits. Records relating to the notification of incident and/or the management of compensation claims for personal injury by or on behalf of residents and/or visitors to municipal properties,including swim centres, 18 years of Finance E=Resolution of claim or LS.47.04 Litigation and Dispute Resolution-Claim Resolution age or over. Includes the provision of first aid. Department E+1 5 E+6 C+1 Y after action completed (18&older) Includes,notices of claim,external legal advice,opinions,precedents, legal research, copies of relevant agreements,evidence, exhibits,pleading,judgements,appeal documentation,productions. Records relating to the notification of incident and/or the management of compensation claims for personal injury by or on behalf of residents and/or visitors to municipal E=The longer of day properties,including swim centres,less than 18 claimant became or Litigation and Dispute Resolution-Claim Resolution Finance LS.47.05 years of age.Includes the provision of first aid. Department E+1 5 E+6 C+1 Y would have become 18 (under 18) Includes,notices of claim,external legal years old or resolution of advice, opinions,precedents,legal research, claim or last action copies of relevant agreements,evidence, exhibits,pleading,judgements, appeal documentation,productions. The process of handling public reaction to municipal policies, responsibilities or services. Includes anonymous letters,letters of LS.59 Public Reaction complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests. Legal Records relating to public reaction.Includes, Services C+1 1 C+2 C Y LS.59.01 Public Reaction—General working papers. De artment C3� I m Legend: C - Creation Year; P - Permanent; S - Superseded.; E - Event Required :before calculating retention; Page 82 of 126 00ginator- Originated or acquired the record. Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx C_n Res t C Qs S Re ion"Sjbllej:,r�',�' inactive Function I Activity Sub�-Activlt',1,86blect 1 Case' D c I Ion..-% Adti,Ve_ r Total. 'Transitory,Ar6fil I Remarks, it �T_ total:J,es rpt, n r hl."', Qies The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies), and to LS.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers,proposals, reports, reviews and returns. Records relating to the reporting of programs, Legal LS.63.01 Reporting-Administrative Reporting projects and events.*Includes,reports,auditors Services C+1 6 C+7 C y report—daily statements. Department Records relating to the reporting of programs, Municipal LS.63.02 Reporting-Committee&Council projects and events to Committee&Council. Clerk's C+1 P P C y Includes,reports. Department Records relating to support documentation. Legal LS.63.03 Reporting-Facilitative Records Also includes surveys and questionnaires. Services E+1 5 E+6 C y E=Final report Includes,working papers,supporting Department completed documentation,statistics,discussion papers. Legend: C - Creation Year; P -Permanent; S - Superseded; E - Event Required before calculating retention; Originator-Originated or acquired the record. Page 83 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx ivit ISubject lCase` Description s onsible Active''Inactiye Total Transitory Archival Remarks class Function/Activity!Sub-Act y p Re 'p Series Unit total The function'of managing land and working, T ; storage or living space within premises;:and of.'. acquiring,cons tructing;.managing,maintaining; regulating and disposing of.property within the Municipality.Includes buildings,playground equipment;depots, halls;ovals and.parks, cemeteries,.swimming pools, land allotments and residential properties.Including re, vegetation,Property Standards'enforcement. PF Property&.Facilities Management and.special events on properties.Also includes utilities such as water and electricity. includes, - storm water aquifers and drainage bores constructed and.maintained on land.Also .;. includes the removal of..pollutants.and-Waste . from municipally owned properties. See 5.71. ENVIRONMENTAL MANAGEMENT=EM,62 (Regulating)for the removal of waste from. other properties,not municipally owned properties. The process of gaining ownership or use of PF.02 Acquisition property and other items required for the conduct of business through purchase or requisitions. Includes deeds/easements and any records relating to the acquisition or expropriation of Municipal PF.02.01 Acquisition—Deeds/Easements property.Including identification of easements. Clerk's E+1 9 E+10 C+2 Y E=Disposal of property Includes,transfer of deeds,transfer of Department easement. Records relating to acquiring real property. Including identification of easements.Includes PF.02.02 Acquisition—Real Property Registers. Includes, unsuccessful Originator E+1 9 E+10 C+2 Y E=Disposal of property quotes/bids/proposals, price increase notifications,expropriations,title searches, register. The activities associated with offering or PF.03 Advice seeking opinions. Includes the process of advising or being advised.Excludes legal advice. Records relating to advice concerning routine PF.03.01 Advice-Operational operational matters. Includes, recommendation Originator C+1 - C+1 C Y letter,circulars. Provision of high level advice,eg.To the Mayor, Chairperson or CAO,relating to PF.03.02 Advice-High Level substantive aspect of municipal policies, Originator C+1 4 C+5 C Y procedures,functions,obligations and j liabilities. Includes requests, responses. caLegend: C - Creation Year; P- Permanent; S -Superseded; E - Event Required before calculating retention; Originator- Originated or acquired the record. Page 84 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx 01 ss FU Responsible:, Inactive '? ��'60ries nction I Activlfy/,Sub-Activity/,subject!/Case Description �` Active Total Transitory Archival Remarks _ . nif - r Total, ; The activities involved in arranging for the PF.11 Bookings usage, rental and loaning of facilities, equipment,fleet and space. Records relating to the use of municipal facilities and/or space,including halls;ovals, reserves,meeting rooms, parks and land.) PF.11.02 Bookings—Facilities/Space Includes the process of providing authorization Originator E+1 2 E+3 C N E=Expiry of permit towards the use of municipal buildings/facilities in the.form of booking permits. Includes, registers,correspondence. Records relating to the improper use of PF.11.04 Bookin s-Misuse municipal facilities and/or space.Includes, g reports, investigation notes,investigation Originator C+1 - C+1 C N records. Legend: C -Creation Year; P -Permanent; S - Superseded; E- Event Required before calculating retention; Originator-Originated or acquired the record. Page 85 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Glass Responsible ` inactive twit I Su „ Transito Archival Remarks' Series Function/Ac „ y ki-Activity I Subject/Case' Description Active Total ry Unit, total' The activities associated with the products and PF.17 Cemetery Administration services for when a death occurs,and accommodates those planning cemetery lacement for the future. Records relating the management of a cemetery.This includes superseded plans. Also includes the applications for,planning, design and approval of cemetery plaques, headstones and monuments. See PF.02— PROPERTY&FACILITIES MANAGEMENT— Municipal PF.17.01 Cemetery Administration-Burials/Rights/Monuments Acquisition for records relating to acquisition of Clerk's C+1 P P C+2 Y land or deeds. Includes,plans, register of Department interment rights granted,applications for plaques headstones monuments,maps, exhumation application warrants&consents, register of interments&reinterments,opening of interment consents, register of cremation, leases,grants,death certificates,approvals. Records relating to the organization of funerals Municipal PF.17.02 Cemetery Administration-Openings&Funerals and burials,including work orders,bookings, Clerk's C+1 1 C+2 C+1 Y grave orders,etc. Includes, cemetery work Department orders,grave orders,funeral bookings. C71 mLegend: C - Creation Year; P -Permanent; S -Superseded; E- Event Required before calculating retention; ca O ig.ina►tor- Originated or acquired the record. Page 86 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx U7 i s G s � Responsible Inactive � - Function,' Y �ActivIt 1 S"Ub ect/Case' P Unit . total' marks Senes" lActivlt /Sub y j Descri tion�,.� Active Total TranslYory Archival Re The activities associated with complying with mandatory accountability,fiscal, legal, regulatory,operational or quality standards or requirements to which the Municipality is subject. Includes compliance with legislation PF.20 Compliance such as Environmental Protection Act, Municipal Act,Taxation Act,Financial Administration Act,Highway Traffic Act, Occupational Health and Safety Act,Fire Protection and Prevention Act, Municipal Freedom of Information and Protection of Privacy Act.etc. Records relating to municipal compliance with mandatory requirements imposed by governing PF.20.01 Compliance—Requirement bodies. Includes proof of compliance with Originator S 7 S+7 C Y Administrative Value internal and external standards,statutory and operational requirements. Includes,orders, audits. Records relating to serious breaches of E=Remedy of Breach PF.20.02 Compliance—Breach compliance requirements that leads to major Operations E+1 1 E+2 C Y or Delivery of public interest and debate or court action. Department Judgement Includes complaints, notices. Records relating to the activities involved with examining a person,group,system,process, project or product in order to determine PF.20.03 Compliance—Verification(Internal Audit) whether or not compliance with a regulation, Originator C+1 6 C+7 C Y requirement,specification or imposed condition are being met.Includes, audit reports, surveillance/monitoring records. Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required before calculating retention; Originator-Originated or acquired the record. Page 87 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx :class Function/Activity/Sub-Activity,!Suhject/:Case Description Res Unit fbi� Active Ina e Total Trartsitory,'Archival- Remarks Series The activities involved in the preservation, PF.21 Conservation protection, restoration and enhancement of Property. Records relating to conservation and restoration of buildings. Excludes records PF.21.01 Conservation-Buildings relating to conservation activities of buildings of Originator C+1 E+2 E+2 C. Y E=Life of building heritage significance.See PF.21.05 Conservation—Heritage. Includes,plans, submissions,reports,progress reports. Records relating to rehabilitation of Retention established as PF.21.02 Conservation-Contaminated Buildings/Land contaminated buildings or land.Includes,plans, Originator C+1 P P C Y per Legal review submissions, reports,progress reports. Records relating to conservation and restoration of municipal land. Excludes records PF.21.03 Conservation—Land relating to conservation activities of land with Originator C+1 E+1 E+2 C Y E=Sale of land heritage significance.See PF.21.05 Conservation-Heritage.Includes,plans, submissions,reports,progress reports. Records relating to rehabilitation of contaminated land. See EM.20.02— PF.21.04 Conservation-Contaminated Land Compliance records for'compliance Originator C+1 P P C Y requirements for property not owned by the Municipality.Includes,plans,submissions, reports, ro ress reports. Records relating to conservation and restoration of structures of heritage PF.21.05 Conservation-Heritage significance.Excludes Construction records. Originator C+1 P P C Y See PF.22.01 —Construction—Heritage Structures.Includes, plans,submissions, Ire ports,progress reports. 1 co Legend: C - Creation Year; P - Permanent; S -Superseded:; E - Event Required before calculating retention; cn Originator— Originated or acquired the record_ Page 88 of 126 MuniEal Records Retention Schedule Schedule"A"to By-law 2015-xxx C37 i v Responsible Inactive C s, Function/Activity/Sub=Activity,)Subject/Case' Description' Acfive . total'' Totai .Transitory Archl ai R marks ':`Series Unit The process of designing,building or PF.22 Construction - assembling municipal structures such as buildings Records relating to the design, renovation and construction of buildings of heritage PF.22.01 Construction-Heritage Buildings significance. Includes,proposals,surveys, Originator C+2 P P C Y specifications,plans,progress reports,maps, correspondence. Records relating to the design and construction of buildings owned by the Municipality.See PI.22—Public Infrastructure—Construction for PF.22.03 Construction—Buildings construction activities relating to major or minor Public Infrastructure. Includes,surveys, Originator E+1 9 E+10 C Y E=Life of building specifications,engineer reports,progress reports,proposals,plans,correspondence, studies. The activities involved in arranging,procuring PF.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract.Major contracts are Corporate PF.23.01 Contracting-Major contracts of a significant nature in terms of Services- E+1 P P C Y E=Expiry of contract dollar value,major public interest and debate Purchasing or of value to the history of the Municipality. Includes contracts. Records relating to the hiring and use of consultants,contractors and suppliers which Ori E=Expiry of contract PF.23.02 Contracting-Minor results in a minor contract as per the ginator E+1 6 E+7 C Y Administrative Value Purchasinq B -law. Includes,contracts. Legend: C - Creation Year; P - Permanent; S - Superseded; E Event required before calculating retention; Originator - Originated or acquired the record_ Page 89 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class , y Responsible Inactive* Total Transitory Archival Remarks vies Function/Activit /Sub-Activity I Subject/Case Description Unit Active total The process of disposing of property and PF.29 Disposal buildings no longer required by the Municipality,by sale,transfer,termination of. lease auction or destruction. Records relating to the sale or transfer of real property owned by the Municipality. Includes, PF.29.03 Disposal-Real Property disposal orders,approvals,transaction records, Originator E+1 9 E+10 C+2 Y E=Disposal of land public notices,expression of interest,contract forms,due diligence doucments. The activities associated with managing money,items,artefacts or property donated to the Municipality or by the Municipality and/or PF.30 Donations personnel to charities,etc. Includes managing unsolicited donations and charitable appeals. Also includes sponsorship-Municipal sponsorship to events and sponsorship received by the Municipality. Records relating to donations given to or issued by the Municipality. Excludes Grants. PF.30.01 Donations—Real Property&Facilities See 171.39.02-Grant funding.Includes, Originator C+1 6 C+7 C+2 Y notifications, reports,acknowledgements, re isters. Records relating to the establishment, Legal PF.30.02 Donations-Property Trust management and variation to the Property Services E+1 9 E+10 C+2 Y E=Disposal of property Trust.Includes,orders, notices,court records, Department trusts. Cn 1 '-O Legend: C - Creation Year; P'- Permanent; S - Superseded.; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 90 of 126 Municiaal Records Retention Schedule Schedule"A"to By-law 2015-xxx C37 I CIS Responsible Inactive va" Remarks- .Sere Function'I Activity/Sub-Activity l Subiect l Case�. Description ��" _Unit Active_ ;;dotal Total �Transitory Ar hi I The activities associated with the upkeep, PF.49 Maintenance repair,servicing and preservation of internal/external conditions of municipal buildincis and land. Records relating to the repair,renovations and maintenance of municipal buildings.Also PF.49.01 Maintenance-Buildings includes routine cleaning schedules,testing Originator C+1 6 C+7 C+1 Y Administrative Value and treating of pools,repair logs and spas water quality.Includes,testing records,work orders cleaning records repair to s. Records relating to the maintenance of facilities known to contain asbestos. Includes, E=Disposition of PF.49.02 Maintenance—Buildings(Asbestos) maintenance schedules,services records,work Originator E+1 19 E+20 C+2 Y building orders. Records relating to the repair, renovations and maintenance of municipal facilities and PF.49.03 Maintenance-Buildings(Heritage) buildings of heritage or other significance. Originator C+1 6 C+7 C+1 Y Administrative Value Includes,work orders,cleaning records, repair to s. Records relating to the maintenance of real PF.49.08 Maintenance-Real Property property.Includes,maintenance schedules, Operations C+1 6 C+7 C+1 Y property inventories,work orders,completed Department actions inspections. The process of handling public reaction to municipal policies,responsibilities or services. PF.59 Public Reaction Includes anonymous letters, letters of complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests. PF.59.01 Public Reaction—General Records relating to public reaction. Includes, Originator C+1 1 C+2 C Y working papers,complaints,correspondence. The process of regulating statutory requirements.This is the enforcement of. PF.62 Regulating regulatory responsibilities. Includes inspection, authorization,monitoring and enforcement of requirements under legislation. Records relating to the enforcement of regulatory by-laws.Property Standards, Zoning, Licensing,Signs,Long Grass& E=Delivery Delivery l e Retention o judgment PF.62.06 Regulating-Enforcement(Case File) Weeds,Open Air Burning,Noise,etc. Includes, Originator E+1 6 E+7 C+1 Y or court records,judgements,occurrence reports, established file as per Legal review photographs,subpoenas,orders, notices, complaints. Legend: C - Creation Year; P - Permanent; S - Superseded; E - Event Required before calculating retention; Originator- Originated or acquired the record. Page 91 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-m Class Responsible .. Inactive Series Function/Activity l Sub-Activity l Subject/Case Descrlption Active: Total. Transitory Archival Remarks Unit total -. Records relating to licences administered by the Municipality.Also includes applications and permits issued by the Municipality such as tree Originator E+1 6 E+7 C+1 Y E=Expiry of license or PF.62.07 Regulating-Licence/Permit Administration cutting,sports fields and special events g permit permits.Includes,licences,permits, application. The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies),and to PF.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing, business,discussion papers, proposals,reports, reviews and returns. Records relating to the reporting of non- PF.63.01 Reporting-Administrative Reporting significant programs,projects and events. Originator C+1 6 C+7 C Y Administrative Value Includes rep orts dailV statements. Records relating to the reporting of significant Municipal PF.63.02 Reporting-Committee&Council programs,projects and events.Includes, Clerk's C+1 P P C Y reports. Department Records relating to support documentation. Also includes surveys and questionnaires. Originator E+1 5 E+6 C Y completed e port PF.63.03 Reporting Facilitative Records 9 Includes,working papers,supporting documentation surveys,discussion papers. PF.63.06 Reporting-Administrative Reporting(Fuel Tank Records relating to fuel tank inventory. Operations E+1 1 E+2 C Y E=Facility Inventory) Includes reports,daily statements. De artment decommissioned The activities associated with measures taken PF.66 Security to protect people,premises,equipment or information from accidental or intentional damage and from unauthorised access. Records relating to security arrangements and restrictions applied to municipal facilities PF.66.01 Security-Access/Restrictions including issue of security pass. Includes user Originator C+1 4 C+5 C+1 Y identifications,passwords,and security group specifications.Includes,reports, correspondence, requests. I � Legend: C - Creation Year; P - Permanent; S - Superseded; E - Event Required before calculating retention; Originator- Originated or-acquired the record. Page 92 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx I Responsible Inactive � SAS ,unction;(Activity/Sub-Activity/Subject I Case itescrlption ,, Active Total:,,:Transitory" Archival Remarks, Unit total Records relating to routine security logs including sign in books,building admittance reports,and visitors logs.Excludes recorded. surveillance records. See PF.66.04 Security— Monitoring(No Incident)for surveillance PF.66.03 Security—Monitoring(Logs) records not involving an incident relating to law Originator C+1 6 C+7 C+1 Y enforcement or public safety. See PF.66.05 Security—Monitoring(Investigation Related) for surveillance records involving an incident that prompts an investigation relating to law enforcement or public safety.Includes,reports, logs,security registers. Records relating to recorded information that Note:Surveillance systems are to be has not been viewed for law enforcement or public safety purposes. See PF.66.05 Security configured to g( ) g(investigation G ) g. C+72 C+72 automatically override PF.66.04 Security—Monitorin No Incident —Monitorin Investi ation Re uired for Originator - C+1 Y surveillance records involving an incident that hrs hrs images within a 72 hour prompts an investigation. Includes,surveillance period unless an incident video,surveillance pictures. prompts an investigation. E=Delivery of judgement or resolution Records relating to recorded information that of incident. Note: has been viewed for law enforcement or public Surveillance systems safety purposes. See PF.66.04 Security— are to be configured to PF.66.05 Security—Monitoring(Incident Related) Monitoring(No Incident)for surveillance Originator E+1 1 E+2 C+1 Y automatically override records not involving an incident relating to law images within a 72 hour enforcement or public safety.Includes, period unless an incident surveillance video,surveillance pictures. prompts an investigation.Retention established as per Legal review Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 93 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Res P onsible I nactive Class Description S uncton/Activifi y/5uti-Activity/Subject I Cas a Active To#ai. Transitory Archival Remarks eries unit total The function of the operation and management ofthe Municipality.;Council.being a PG Political Governance(PG) democratically elected body representing and advocating on behalf of the community.This includes elected members,`boundary`reform, elections, representations and meetings: The activities associated with offering or PG.03 Advice seeking opinions.Includes the process of advising or being advised.Excludes legal advice. Records relating to advice concerning routine Municipal PG.03.01 Advice-Operational operational matters. Includes,recommendation Clerk's C+1 - C+1 C Y letter,circulars. Department Provision of high level advice,eg.To the Mayor,Chairperson or CAO, relating to Municipal PG.03.02 Advice-High Level substantive aspect of municipal policies, Clerk's C+1 4 C+5 C Y procedures,functions,obligations and Department liabilities. Includes requests,res onses. The activities associated with the pursuit of influencing outcomes on behalf of the PG.04 Advocating community where the Municipality acts as an advocate on issues of concern which may include political,economic,environmental or social issues that affect the community. Records that document interaction between the Municipal PG.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant Clerk's C+1 - C+1 C N issues.Includes, requests, responses. Department Records relating to the interaction between the Municipality and other bodies on significant Municipal PG.04.02 Advocating-Significant issues of public interest and debate,or of value Clerk's C+1 9 C+10 C Y to the history of the Municipality. Includes, Department petitions, media clippings. The activities associated with the reform and PG.12 Boundary Reform adjustment of ward,suburb and municipal boundaries includes structural reform/ amalgamation and periodic reviews. Records relating to the amalgamation, annexation,boundary adjustment or ward Municipal PG.12.01 Boundary Reform-General boundary adjustments.Includes,proposals, Clerk's C+1 P P C+2 Y reviews,feasibility studies,reports,guidelines, Department notices,submissions,proclamations. Cn j o Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required before calculating retention; O iginator- Originated or acquired the record. Page 94 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Ul G1a�s Responsible: `Inactive F,.unction/Activity/S"ub Activity./Subject I Case;' Descripfiion Active Total ::Transitory Archivgl Remarks S s `Unit total The activities associated with complying with mandatory accountability,fiscal,legal, regulatory,operational or quality standards or requirements to which the Municipality is subject. Includes compliance with legislation PG.20 Compliance such as Environmental Protection Act, Municipal Act,Taxation Act, Financial Administration Act,Highway Traffic Act, Occupational Health and Safety Act,Fire Protection and Prevention Act,Municipal Freedom of Information and Protection of Privacv Act,etc. Records relating to municipal compliance with mandatory requirements imposed by governing Clerk's PG.20.01 Compliance-Requirement bodies. Includes proof of compliance with Department S 7 S+7 C Y internal and external standards,statutory and operational requirements. Includes, orders. Records relating to serious breaches of Municipal PG.20.02 Compliance-Breach compliance requirements that leads to major Clerk's E+1 1 E+2 C Y E=Remedy of breach public interest and debate or court action. Department. or delivery of judgement Includes corn laints notices. Records relating to the activities involved with examining a person,group,system,process, project or product in order to determine Clerk's PG.20.03 Compliance-Verification(Internal Audit) whether or not compliance with a regulation, Department C+1 6 C+7 C Y Administrative Value requirement,specification or imposed condition are being met.Includes,audit reports, surveillance/monitoring records. Legend: C - Creation Year; P-Permanent; S - Superseded; E - Event Required before calculating retention; O iginaltor- Originated or acquired the record. Page 95 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx f Activity Class Function ponsibie inactive Acfiivity 7 Subject/Gase Description Res unit Active total Total :Transitory Archival Remarks Series Eunc ty!Sub- The activities involved in arranging,procuring PG.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract.Major contracts are Corporate PG.23.01 Contracting-Major contracts of a significant nature in terms of Services- E+1 P P C Y E=Expiry of contract dollar value,major public interest and debate Purchasing or of value to the history of the Municipality. Includes contracts. Records relating to the hiring and use of consultants,contractors and suppliers which E=Expiry contract PG.23.02 Contracting-Minor results in a minor contract as per the Originator E+1 6 E+7 C Y Administrative Value Purchasing By-law.Includes contracts. The activities associated with meetings held by elected members of Council that confer broad PG.25 Council/Committee Meeting Administration authority to govern municipal affairs and respond to issues within the Municipality. Includes arrangements,agendas,taking of minutes etc. Records relating to the scheduling of meetings Council/Committee Meetings Administration- of Council. Includes correspondence,delegate Municipal PG.25.01 requests,etc.Includes,arrangements, Clerk's C+1 C+1 C Y Arrangements apologies,notices of motion,notices of Department absence from meeting, requests for deputation. Council/Committee Meetings Administration- Records relating to the transcription of Council Municipal PG.25.02 Audio/Video meeting proceedings.Includes,audio files,web Clerk's C+1 P P C+2 Y casts. Department Municipal Records of decisions of Committee/Council. Clerk's C+1 P P C+1 Y PG.25.03 Council/Committee Meetings Administration-Minutes Includes,minutes. De artment Council/Committee Meetings Administration-Minutes Facilitative records relating to the transcription Municipal PG.25.04 (Draft) of Council meeting proceedings.Includes,draft Clerk's E E C Y E=Adoption of minutes minutes. Department Records relating to notices of meetings and Municipal PG.25.05 Council/Committee Meetings Administration-Agendas agenda of Council meetings. Includes agenda, Clerk's C P P C+2 Y notice of meeting. De artment Records relating to the final versions of motions Municipal PG.25.06 Council/Committee Meetings Administration—Motions and resolutions of Council/Committee. Clerk's C+1 5 C+6 C+1 Y &Resolutions Includes,motions,resolutions, Department corres ondence. C3'I I w Legend: C - Creation Year; P - Permanent; S Superseded;'E - Event Required .before calculating retention; Originator- Originated or c'icqui.red.the record_ Page 96 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-> a 01 C 6ss Responsible Inactive /Sub Des' p story' Ardhival remarks; es FunctIon I Activity l Sub-Activity ject I Case grl tion Unit Active tots[ ' Total;;Trans, The activities involved in the induction,training and ongoing management of the elected members of Council.This includes the Mayor. PG.32 Elected Members Note-Records held by Councillors/Elected Members should be classified in accordance with the function and activity to which they pertain. E=Term of Council NOTE:The access provisions of the PG.32.01 Elected Members-Correspondence Members of Council correspondence files. Mayor's/Coun E+2 2 E+4 C+2 Y MFIPPA cover records Includes,correspondence. cillor's Office that are in the custody or under the control of the Municipality Of Clarin ton. Records relating to personnel management of elected members. Includes,induction, Municipal PG.32.02 Elected Members-Personnel Management allowances,training,council orientation, Clerk's E+1 4 E+5 C+2 Y E=Term of Council contacts, appeals, resignations,declarations of Department oath. Records relating to policies that include the rights,entitlements and responsibilities of Municipal PG.32.03 Elected Members-Policies elected members. Includes,policies,codes of Clerk's S P P C+1 Y conduct, resgister of allowances&benefits, Department register of interests uides. ,Legend: C - Creation Year; P -Permanent; S - Superseded; E - Event Required :before calculating retention} Originator- Originated or acquired the record. Page 97 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-)= class Responsible Inactive Series Function/Activity/Sub-Activity l Subjectl Case Descripfiion Active Total Tran"siYo'ry Archival Remarks Unit total The process involved in ensuring the selection PG.33 Elections of a democratically elected body to represent and advocate on behalf of the Municipality and communit . Records relating to the ballots and other Municipal E+12 PG.33.01 Elections-Ballots and Materials materials used at voting locations.Includes, Clerk's E 120 0 C Y E=Voting Day or ballot papers, EL 15's,declarations of eligibility, Department days resolution of recount polling stations. Records relating to candidate campaign Municipal E=Later of last date of PG.33.02 Elections-Campaign Finances finances. Includes,financial statements,return Clerk's E+2 2 E+4 C+2 Y activity or Voting day amendments,candidate's records of donation. Department Records relating to the planning preparation of elections.Includes,voting location selection, Municipal PG.33.03 Elections—Administration supplies&materials list,sample records,poll Clerk's C+1 9 C+10 C+2 Y worker lists,external resources,candidate . Department information package, notes,clerk's procedures. Records relating to Candidate Nominations. Municipal PG.33.04 Elections-Nominations Includes,nominations. Clerk's C+1 4 C+5 C+2 Y Administrative Value De artment Records relating to illegal practices and disputed returns. See LS.47-LEGAL Municipal PG.33.05 Elections—Offences&Appeals SERVICES—Litigation for activities involved in Clerk's E+1 4 E+5 C+2 Y E=Resolution of appeal managing lawsuits or legal proceedings. Department Includes, court proceedings,allegations, petitions,investi ations. Election results of the count as certified by the Municipal PG.33.06 Elections-Results Municipal Clerk.Includes,certified results of Clerk's P - P C+2 Y the court. • Department Master list of eligible electors. Includes,voters Municipal E+12 Clerk's E 120 0 C Y E=Voting Day or PG.33.07 Elections-Voters'List list. resolution of recount Department da s The process of planning,managing, coordinating,assessing promoting and reporting on an event.Events include ceremonies,celebrations,conferences and PG.37 Event Management functions.This includes events organised by the Municipality and the processes associated with approval and promotion of events held in the municipal area.This relates to events managed by the Municipality and includes civic receptions and Mayoral Gala Performances. Records relating to a political events calendar PG.37.01 Event Management—Political Events Calendar including applications.Includes,event Originator C+1 5 C+6 C+1 Y Administrative Value =+ calendar ap lication. 1 :Legend_ C -Creation Year; P -Permanent; S -Superseded; E - Event Required .before calculating retention;. 06ginattor- Originated or acquired the record. Page 98 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Cn 6iass n(Activit / /Sube Responsible' Inactive Total,; Translto Archlval ' Remarks „ ct/Case Descrl tlon ;� ;Re Active s ies., Functfo,.. y Sub AcfiiYity �� . p . Unit otal _ rY. . Records relating to the consolidated PG.37.03 Event Management-Non-significant documentation of non-significant events. Originator C+1 1 C+2 C+1 Y Includes fairs parades, hoto ra hs. Records relating to the consolidated PG.37.04 Event Management—Significant documentation of significant events. Includes, final reports,speeches, invitations, Originator C+1 P P C+1 Y hoto ra hs filming,candidates lists. Records relating to promotional material of Communicatio PG.37.05 Event Management—Promotion other organization's events.Includes, ns&Tourism C+1 1 C+2 C+1 Y promotional material. The process of handling public reaction to municipal policies, responsibilities or services. PG.59 Public Reaction Includes anonymous letters,letters of complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests. Records relating to public reaction. Includes, Municipal PG.59.01 Public Reaction—General working papers,petitions. Clerk's C+1 1 C+2 C Y Department The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies), and to PG.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers,proposals,reports, reviews and - returns. Records relating to the reporting of non- Municipal PG.63.01 Reporting-Administrative Reporting significant programs,projects and events. Clerk's C+1 6 C+7 C Y Administrative Value Includes reports,dailV statements. Department Records relating to the reporting of significant Municipal PG.63.02 Reporting—Committee&Council programs,projects and events. Includes, Clerk's C+1 P P C Y Administrative Value reports,dailV statements. Department Records relating to support documentation. Municipal PG.63.03 Reporting Facilitative Records Also includes surveys and questionnaires. E=Final report p g Includes,working papers,supporting Clerk's E+1 5 E+6 C Y completed documentation surve s discussion papers. Department :Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required .before calculating retention; .00ginaltor- Originated or acquired the record. Page 99 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Glass Responsible Inactive Function/Activit )Sub-Activit /$ub Y Y t scription 'Unit Active total Total'.Transitory Archival Remarks Series. ect 1 Case De . The function of constructing,managing, maintaining,protecting and disposing.of infrastructure owned,ceased or managed.by : the Municipality.'Would'also include:work undertaken on infrastructure;which is not PI Public Infrastructure(PI) controlled by the Municipality:This includes roads;footpaths;bridges;.street lighting,drains, . side entry.pits,street tree planting;nature strips,bus shelters,footpath benches;water supply systems and schemes.Includes storm water aquifers and drainage bores.constructed' and maintained on infrastructure. The activities associated with offering or seeking opinions.Includes the process of PI.03 Advice advising or being advised. Excludes legal advice.See LS.03 Advice for seeking legal advice. Records relating to advice concerning routine Engineering PI.03.01 Advice-Operational operational matters. Includes, Services C+1 - C+1 C Y recommendations letter,circulars. Department Provision of high level advice,eg.To the Mayor,Chairperson or CAO, relating to Engineering PI.03.02 Advice-High Level substantive aspect of municipal policies, Services C+1 4 C+5 C Y procedures,functions,obligations and Department liabilities.includes requests,responses. The activities associated with the pursuit of influencing outcomes on behalf of•the PI.04 Advocating community where the Municipality acts as an advocate on issues of concern which may include political,economic,environmental or social issues that affect the community. Records that document interaction between the Engineering P1.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant Services C+1 - C+1 C N issues. Includes, requests, responses. Department Records relating to the interaction between the Municipality and other bodies on significant Engineering P1.04.02 Advocating-Significant issues of public interest and debate,or of value Services C+1 9 C+10 C Y to the history of the Municipality. Includes, Department petitions, media clippings,requests, responses. Cn I o .Legend: C - Creation Year; P -Permanent; S - Superseded.; E - Event Required before calculating retention; J 00ginator- Originated or,acquired the record. Page 100 of 126 Munici al Records Retention Schedule Schedule"A"to By-law 2015-xxx CT7 I C s r Responsible naetive. Function.!Activity 1 Sub-Activity,!Subject/Case. Description Active Total :Transitory Archival -: Remarks S unity.total The activities associated with complying with mandatory accountability,fiscal,legal, regulatory,operational or quality standards or PI.20 Compliance requirements to which the Municipality is subject. Includes compliance with legislation such as Environmental Protection Act, Municipal Act, Highway Traffic Act, Fire Protection and Prevention Act etc. Records relating to municipal compliance with mandatory requirements imposed by governing PI.20.01 Compliance—Requirement bodies. Includes proof of compliance with Originator S+1 6 S+7 C Y Administrative Value internal and external standards,statutory and operational requirements. Includes,orders, plans,public notices. Records relating to serious breaches of PI.20.02 Compliance—Breach compliance requirements that leads to major Originator E+1 1 E+2 C Y E=Remedy of breach public interest and debate or court action. or delivery of judgement Includes complaints, notices. PI.22 Construction The process of designing,building or assembling municipal infrastructure. Records relating to the design and construction of existing municipal infrastructure.This includes roads,footpaths,bridges,inverts and Engineering PI.22.02 Construction—Existing Infrastructure crossovers,culverts,side entry pits,drains,capital projects and traffic control devices. Services E 7 E+7 C+1 Y E=Life of the asset Department Includes,legal surveys,proposals, specifications, plans,engineer reports, correspondence,progress reports,studies. The activities involved in arranging, procuring P1.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract.Major contracts are Corporate P1.23.01 Contracting-Major contracts of a significant nature in terms of Services- E+1 P P C Y dollar value,major public interest and debate Purchasing or of value to the history of the Municipality. Includes,contracts,agreements, arran ements. Records relating to the hiring and use of consultants,contractors and suppliers which P1.23.02 Contracting-Minor results in a minor contract as per the Originator E+1 6 E+7 C Y E=Expiry of contract Purchasing By-law. Includes,contracts, acireements,arrangements. Legend: C - Creation Year; P -Permanent; S - Superseded:; E - Event Required :before calculating retention; Originator- Originated or acquired the record. Page 101 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx °Class <'Responsible Inactive Series Function/Activity/Sub-Activity I Subject(Case Description unit Active total Total .Transitory Archival Remarks The process of disposing of property and other PI.29 Disposal items no longer required by the organization, by sale,transfer,termination of lease,auction or destruction. Records relating to the sale,removal or E=Disposal of public PI.29.02 Disposal-Public Infrastructure transfer of municipal infrastructure.Includes, Engineering E+1 9 E+10 C+1 Y infrastructure disposal orders,transaction records, public Services Administrative Value notices expression of interest. The activities associated with the upkeep, P1.49 Maintenance repair,servicing and preservation of internal/external conditions of public infrastructure. Records relating to maintenance programs PI.49.06 Maintenance-Public Infrastructure pertaining to public infrastructure.Includes, Operations E+2 5 E+7 C+1 Y E=Disposal of asset maintenance schedules,correspondence, Department Administrative Value ins ection reports. The activities associated with the naming and P1.52 Nomenclature numbering of roads,lanes,towns,suburbs and ublic places. Records relating to requests for and assignment of names and numbers of infrastructure owned by the Municipality,new Originator C+1 P P C+1 Y PI.52.01 Nomenclature-Public Infrastructure/Addressing subdivisions,streets and properties.Includes, g notifications of intent,representation, notifications of change,public notices. CA I � Legend: C - Creation Year; P- Permanent; S - Superseder!; E - Event Required before calculating retention; 0 iginator- Originated or acquired the record. Page 102 of 126 Munici al Records Retention Schedule Schedule"A"to By-law 2015-xxx U1 I v y -Activity] t/Case, Desc, p Responsible:'Active Inactive Total`'Transltoiy Archival Remarks' (mss /Sub ii tion„ Unit total Functional Acti ec eQ�es it /5ub -Activit _ The process of handling public reaction to municipal policies, responsibilities or services. PI.59 Public Reaction Includes anonymous letters,letters of complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests. Records relating to public reaction.Includes, Engineering PI.59.01 Public Reaction—General complaints,responses,letter of appreciation. Services C+1 1 C+2 C Y Department The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies),and to PI.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda, briefing,business,discussion papers,proposals,reports, reviews and returns. Records relating to the reporting of non- Engineering PI.63.01 Reporting-Administrative Reporting significant programs,projects and events. Services C+1 6 C+7 C Y Administrative Value Includes reports daily statements. Department Records relating to the reporting of significant Municipal PI.63.02 Reporting-Committee&Council programs,projects and events. Includes, Clerk's C+1 P P C Y reports. Department Records relating to support documentation. Engineering Also includes surveys and questionnaires. E=Final report PI.63.03 Reporting-Facilitative Records Includes,working papers,supporting Services E+1 5 E+6 C Y completed documentation surveys,discussion papers. Department Legend: C - Creation Year; P - Permanent; S -Superseded; E - Event Required :before calculating retention; Originator- Originated or acquired the record. Page 103 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible Inactive - Function/Activity/Sub=Acfiivity,1.Subject/Case Description Active Total,, Transitory Archival Remarks' Series Unit total The activities involving a defined series of actions relating to transportation design, municipal infrastructure or development projects which includes records relating to the process of planning,monitoring and the final assumption of a project.Project files are PI.78 Project Management required to be kept together throughout the duration of a project plus an additional 2 years. This will facilitate a complete range of project documentation for proper decision making. Once the project file retention period has expired,the records will be appropriately coded according to the specific activity for which the records support. E=Post acceptance of Project files may include records such as the project. NOTE:A correspondence,inspections notes,surveys, single purge will be reports,designs,specifications,project undertaken to extract schedules,financial administration,contract Engineering transitory records and PI.78.01 Project Management—Capital Works administration,etc.Includes, legal surveys, Services E+2 - E+2 C+1 Y further classify any proposals,specifications,plans,engineer Department remaining records of reports,correspondence, progress reports, value once 2 years after studies. post acceptance of the project has been reached. C77 I —:Leglend: C - Creation Year; P -Permanent; 5 - Superseded; E - Event Required before calculating retention; Originator- ! Originated or acquired the record. Page 104 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx c.n Cta+ss yit /Sub-Acfiivit /Sub e'" bes RespQ,ras�ble. Inactive Y Y crlpiiort°? :Unit Active total TotaI Translt S Pr Le S.: Function I Acti' ect!Cas ory Archival Remarks The function of ensuring the safety of those living,visiting and w&king within the PS Protective Services(PS) Municipality.This includes the promotion, management and enforcement of fire and emergency.services. The activities associated with offering or PS.03 Advice seeking opinions. Includes the process of advising or being advised.Excludes legal advice. Records relating to advice concerning routine Emergency/Fir PS.03.01 Advice-Operational operational matters.Includes, recommendation a Services C+1 1 C+2 C Y letter,circulars. Department Provision of high level advice,eg.To the Mayor,Chairperson or CAO, relating to Emergency/Fir PS.03.02 Advice-High Level substantive aspect of Municipal policies, a Services C+1 11 C+12 C Y procedures,functions,obligations and Department liabilities. Includes requests,responses. The activities associated with the pursuit of influencing outcomes on behalf of the PS.04 Advocating community where the Municipality acts as an advocate on issues of concern which may include political,economic,environmental or social issues that affect the community. Records that document interaction between the Emergency/Fir PS.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant a Services C+1 - C+1 C N issues.Includes, requests,responses. Records relating to the interaction between the Municipality and other bodies on significant Emergency/Fir PS.04.02 Advocating-Significant issues of public interest and debate,or of value a Services C+1 11 C+12 C Y to the history of the Municipality.Includes, Department petitions,media clippings. Legend: C - Creation Year; P - Permanent; S -Superseded; E- Event Required before calculating retention; Originator- Originated or-acquired the record. Page 105 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Glass Responsible Inactive Series Function[Activity Sub-Activit / j � iption Unit Active total Total Transitory Archival Remarks y y Sub ect/Case' Descr The activities associated with complying with mandatory accountability,fiscal, legal, regulatory,operational or quality standards or requirements to which the Municipality is subject. Includes compliance with legislation PS.20 Compliance such as Environmental Protection Act, Municipal Act,Taxation Act,Financial Administration Act,Highway Traffic Act, Occupational Health and Safety Act,Fire Protection and Prevention Act, Municipal Freedom of Information and Protection of Privacy Records relating to Municipal compliance with mandatory requirements imposed by governing Emergency/Fir PS.20.01 Compliance—Requirement bodies.Includes proof of compliance with e Services S 10 S+10 C Y internal and external standards,statutory and Department operational requirements.Includes,breathing apparatus test results,protocols. Records relating to serious breaches of Emergency/Fir compliance requirements that leads to major E=Remedy of breach PS.20.02 Compliance—Breach a Services E+1 1 E+2 C Y or delivery of judgement public interest and debate or court action. Department ry � g Includes complaints,notices. The activities involved in arranging,procuring PS.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract.Major contracts are Corporate PS.23.01 Contracting-Major contracts of a significant nature in terms of Services- E+1 P P C Y E=Expiry of contract dollar value,major public interest and debate Purchasing or of value to the history of the Municipality. Includes contracts. Records relating to the hiring and use of PS.23.02 Contracting-Minor consultants,contractors and suppliers which Originator E+1 6 E+7 C Y E=Expiry of contract results in a minor contract. Includes,contracts. The activities associated with developing and providing information about Municipal related PS.31 Education issues to the community through media campaigns,school programs and visits,talks and training to those external to the Municipality. Records relating to arrangements for education Emergency/Fir PS.31.01 Education—Arrangements programs.Includes, requests for speakers, a Services C+1 - C+1 C Y —` bookings. I Department I 'Legend: C - Creation Year; P - Permanent; S - Superseded:; E- Event Required before calculating retention; Originator- Originated or acquired the record_ Page 106 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx C37 CI3?s- Function 1 Act vif 1 Sub=Activi 7 Sub ect/Case' • Des Responsible inactive ` S s y �. cripfiion Active Total` Transitory Archival Remarks Unit total Records consisting of educational resources Emergency/Fir E=Education campaign PS.31.02 Education-Resource material&Aids materials and aids.Includes,pamphlets, a Services E+1 9 E+10 C+1 Y terminated programs. Department The activities performed to mitigate the PS.34 Emergency Response negative effects of an incident requiring an emergency response. Includes alarm call reports and incident reports. Emergency/Fir E=Date of documented PS.34.01 Emergency Response—Reporting Includes, incident reports,daily occurrence a Services E+1 2 E+3 C+1 Y event Retention reports. Department established as per Legal review The activities associated with the processes PS.58 Promotion involved in endorsing,supporting and encouraging the advancement of a service, business enterprise,or organization. Records relating to arrangements of Communicatio PS.58.01 Promotion-Arrangements promotional materials and activities. Includes, ns&Tourism C+1 1 C+2 C+1 Y advertisements address lists. Records relating to non-substantial promotional Communicatio PS.58.02 Promotion-Non-Substantial materials for Municipal activities,programs and ns&Tourism C+1 4 C+5 C+1 y events. Includes,brochures,action plans. The process of handling public reaction to Municipal policies,responsibilities or services. PS.59 Public Reaction Includes anonymous letters, letters of complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests. Records relating to public reaction.Includes, Emergency/Fir PS.59.01 Public Reaction—General working papers. a Services C+1 7 C+8 C Y Department The process of regulating statutory requirements.This is the enforcement of PS.62 Regulating regulatory responsibilities. Includes inspection, authorization,monitoring and enforcement of requirements under legislation. Records relating to the enforcement of regulatory by-laws.Property Standards, Zoning, Licensing,Signs,Long Grass& or Delivery le judgment edo PS.62.06 Regulating-Enforcement(Case File) Weeds,Open Air Burning,Noise,etc. Includes, Originator E+1 6 E+7 C+1 Y or close e file Retention court records,judgements,occurrence reports, established as per Legal review photographs,subpoenas,orders, notices, com taints. Legend: C - Creation Year; P- Permanent; S - Superseded:; E - Event Requiraed before calculating retention; Originator- Originated or acquired the record. Page 107 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class ity/Sub-Activity I Subject se De Respbnsi6le Inactive Description Active Total, Transitory Archival Remarks Series Function/Activ ect/Ca Unit total Records relating to Licences administered by Emergency/Fir the Municipality.Also includes applications and E=Expiry of license or PS.62.07 Regulating-Licence/Permit Administration permits issued by the Municipality. Includes, a Services E+1 6 E+7 C+1 Y permit licences,permits,application. Department Cn f I Legend: C - Creation Year; P - Permanent; S - Superseded:; E- Event Required before calculating retention; C71 Originator- Originated or acquired the record. Page 108 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Cfl I —' Function l Activit /Sub-Activit '1 Sub ect 1 Case Descripfilon Res or►sihie '` Inactive tal Transitory Archival Remarks " Cas p. s s: v j Unit Active total To The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies),and to PS.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing, business,discussion papers, proposals,reports, reviews and returns. Records relating to the reporting of non- PS.63.01 Reporting-Administrative Reporting significant programs,projects and events. Originator C+1 6 C+7 C Y Includes repo s. Records relating to the reporting of significant Municipal PS.63.02 Reporting-Committee&Council programs,projects and events.Includes, Clerk's C+1 P P C Y reports. Department Records relating to support documentation. PS.6103 Reporting-Facilitative Documentation Also includes surveys and questionnaires. Originator E+1 5 E+6 C Y E=Final report Includes,working papers,supporting completed documentation surveys,discussion oapers. The process involving the identification of risks and the implementation of appropriate PS.64 Risk Management practices and procedures. Includes activities associated with planning for emergency events either inside or outside the municipality. Risk management plans and implemented disaster plans. Includes post-disaster documentation.Also includes Emergency Emergency/Fir PS.64.01 Risk Management—Planning Management Plans,Emergency Evacuation a Services S+1 6 S+7 C Y Plans and Disaster Response. Includes, Department emergency management plans,fire safety tans. Records relating to risk management review. Also includes records relating to the testing of Emergency/Fir PS.64.02 Risk Management-Reporting the Municipality's risk management plans, a Services C+1 P P C+1 Y emergency evacuation and response.Includes, Department final reports. Working files relating to risk management Emergency/Fir E=Final report PS.64.03 Risk Management—Facilitative Documentation planning and/or review.Includes,responses a Services E 2 E+2 C+1 Y completed notes research correspondence. I Department 'Legend: C - Creation Year; P - Permanent; S -.Superseded;'E- Event 'Required before calculating retention; Originator-Originated or acquired the record_ Page 109 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx espnibe Inactive k .FLinctio n Activit y/Sub-Acfiivi J Sub ect 1 Cae .Description o Transitory. rs Seres Unit total. The activities involved in collecting,analysing, PS.77 Investigation and reporting on incidents pertaining to firefighting activities. Records relating to investigations of individual fire incidents conducted by Emergency/Fire Services that do not lead to court action. Includes investigative reports,supplemental Emergency/Fir E=Close of file PS.77.01 Investigation—Fire Investigations(No Court Action) reports,photographs,maps,drawings, a Services E+1 1 E+2 C Y Retention established as correspondence, laboratory reports,notes,and Department per Legal review other relevant records. Excludes Enforcement activities.See PS.62. Includes, correspondence,logs, reports,call reports leadina to investiciation. Records relating to investigations of individual fire incidents conducted by Emergency/Fire Services that lead to court action. Includes investigative reports,supplemental reports, Emergency/Fir PS.77.02 Investigation—Fire Investigations(Court Action) photographs,maps,drawings, e Services E+1 14 E+15 C Y E Delivery of = correspondence,laboratory reports, notes,and Department judgement other relevant records. Excludes Enforcement activities.See PS.62. Includes, correspondence,logs, reports,call reports ileadinci to investiciation. Cn I j Legend: C - Creation Year; P - Permanent; S -.Superseded; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 110 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Ul Y Responsible': lrtactive Y e o .Unit total,:; dTransit Sees function hACtiv""ify J Sub-Actrvit /Subs ct/Case Descrl fion Active Total ory Archival. Remarks The function of providing resources,services and programs that enrich:and,`support;the recreational,cultural,and social and RC Recreation&Cultural Services(RC) information needs of the community.This includes records regarding the provision of - services and programs to the community such as recreational programming,community events and library services., The activities associated with offering or RC.03 Advice seeking opinions. Includes the process of advising or being advised.Excludes legal advice. Records relating to advice concerning routine RC.03.01 Advice-Operational operational matters.Includes, recommendation Originator C+1 - C+1 C Y letter,circulars. Provision of high level advice,eg.To the Mayor,Chairperson or CAO, relating to RC.03.02 Advice-High Level substantive aspect of municipal policies, Originator C+2 10 C+12 C Y procedures,functions,obligations and liabilities. Includes re uests responses. The activities associated with the pursuit of influencing outcomes on behalf of the RC.04 Advocating ' community where the Municipality acts as an advocate on issues of concern which may include political,economic,environmental or social issues that affect the community. Records that document interaction between the RC.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant Originator C+1 - C+1 C N issues. Records relating to the interaction between the Municipality and other bodies on significant RC.04.02 Advocating-Significant issues of public interest and debate,or of value Originator C+1 9 C+10 C Y to the history of the Municipality. Includes, petitions,media clippings. Legend: C - Creation Year; P- Permanent; S - Superseded; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 111 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Glass Responsible Inactive Function[Activity/Sub-Activity fSub ecff Case Description Active. Total Transitory. Archival Remarks, Series y ty j ;Unit total The activities associated with complying with mandatory accountability,fiscal,legal, regulatory,operational or quality standards or requirements to which the Municipality is subject. Includes compliance with legislation RC.20 Compliance such as Ministry of Tourism and Recreation Act,Municipal Act, Community Recreation Centres Act,Occupational Health and Safety Act, Fire Protection and Prevention Act,Ontario Heritage Act,Municipal Freedom of Information and Protection of Privacy Act,etc. Records relating to municipal compliance with mandatory requirements imposed by governing bodies.Includes proof of compliance with Originator S 7 S+7 C Y RC.20.01 Compliance—Requirement internal and external standards,statutory and operational requirements.Includes,WHIMS, AODA. Records relating to serious breaches of compliance requirements that leads to major E=Remedy of breach RC.20.02 Compliance—Breach public interest and debate or court action. Originator E+1 1 E+2 C Y or delivery of judgement Includes complaints,notices. The activities involved in the preservation, RC.21 Conservation protection,maintenance,restoration and enhancement of artefacts. Records relating to conservation and restoration of items of heritage significance. Originator C+1 P P C Y RC.21.03 Conservation-Heritage Includes,plans,submissions, reports,progress re orts. I j c.0 Legend: C - Creation Year; P - Permanent; S - Superseded; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 112 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx CJ7 . I CIWs - Responsible Inactive y l Sub-Activit YY Subject l Case Description . . >Unit Active" fiotal, Total Transitory" s Sys Function l Activifi y Archival Remark The activities involved in arranging, procuring RC.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract.Major contracts are Corporate RC.23.01 Contracting-Major contracts of a significant nature in terms of Services- E+1 P P C Y E=Expiry of contract dollar value,major public interest and debate Purchasing or of value to the history of the Municipality. Includes contracts. Records relating to the hiring and use of RC.23.02 Contracting-Minor consultants, contractors and suppliers which Originator E+1 6 E+7 C Y E=Expiry of contract results in a minor contract as per the Purchasin B -law.Includes contracts. The activities associated with developing and providing information about municipal related issues to the community through media RC.31 Education campaigns,school programs and visits,talks and training to those external to the Municipality. Excludes training for Personnel. See HR.54.03 Records relating to arrangements for education RC.31.01 Education—Arrangements programs. Includes, requests for speakers or Originator C+1 - C+1 C Y trainers bookin s. Records consisting of educational resources materials and aids. Includes records relating to RC.31.02 Education-Resource Materials&Aid's education programs such as workshops. See Originator E+1 4 E+5 C Y E=Education session no IM.60 Promotion for records relating to longer provided. promotion activities.Includes,pamphlets, programs. The process of planning, managing, coordinating,assessing promoting and reporting on an event.Events include ceremonies, celebrations,conferences and RC.37 Event Management functions.This includes events organised by the Municipality and the processes associated with approval and promotion of events held in the municipal area.This relates to events managed by the Municipality and includes civic receptions and Mayoral Gala Performances. Records relating to the consolidated RC.37.03 Event Management-Non-significant documentation of non-significant events. Originator C+1 1 C+2 C+1 Y Includes fairs parades, hoto ra hs. ;Legend: C - Creation Year; P- Permanent; S -.Superseded,; E - Event required :before calculating retention; Originator- Originated or acquired the record. Page 113 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Function/Activity]Sub-Aetivit y/Sub y j ec t/Case Description Res p onsibie ".Active inactive Total Transitory Archival Remarks , Series. - " Unit total Records relating to the consolidated RC.37.04 Event Management-Significant documentation of significant events. Includes, Originator C+1 P P C+1 Y fiinal reports,speeches,invitations, photographs,filming,cadidates lists. Records relating to promotional materials for RC.37.05 Event Management-Promotion municipal events. Includes,promotional Originator C+1 1 C+2 C+1 Y material advertisements. RC.37.06 Event Management-Reporting Records relating to the administrative reporting Originator C+1 1 C+2 C+1 Y of an event.Includes report. j C37 _ 1 j "Legend: C - Creation Year; P -Permanent; S - Superseded:; E - Event Required .before calculating retention; Ol iginator-Orig.inar:ed or acquired the record. Page 114 of 126 Munic pal Records Retention Schedule Schedule"A"to By-law 2015-xxx C3� I °i S -ActiVit '/Sufi p. Function:/Activ t I. �ub ect Responsible i61e Inactive Trans o Arclti Serips p Totai rY marks t I Case_,� �� Descrl tion Active „�„total. � ... Y r ival 'kern . The activities associated with the management and staging by the Municipality of exhibitions, RC.38 Exhibition and Collection Management displays, local history collections,art and museum collections. See RC.37-Event Management for records relating to exhibition openings. Records relating to the acquisition and management of art and museum collections. Also includes documentation of exhibitions and displays held by the Municipality, requests to RC.38.01 Exhibition and Collection Management-General hold exhibitions that are or are not proceeded Originator E+1 4 E+5 C+1 Y E=Last date of activity with,and facilitative records relating to the organising of exhibitions. Includes, register of collection, list of artworks,exhibition plans, artists information. Records relating to artifacts donated or issued Note:Retain contact RC.38.02 Exhibition and Collection Management-Artifacts by the Municipality.Includes, notifications, Originator C+1 6 C+7 C+2 Y information until artefact reports,acknowledgments,register. is returned The activities involved in the management of RC.57 Programs&Services Administration an ongoing series of actions including planning, implementing,monitoring, and assessing a pro ram and/or service. Records relating to the activities of certifying a Programs&Services Administration-Program registrantwho has successfully completed Community RC.57.03 training program.Includes test results and Services C+1 9 C+10 C+1 Y Certification certificates of completion. Includes,test results, Department certificates of completion. Records that document the activities involved Community RC.57.04 Programs&Services Administration-Development in developing a municipal program and/or Services C+1 4 C+5 C+1 Y service.Includes,drafts, research, Department corres ondence. Records that document the activities involved Community RC.57.05 Programs&Services Administration-Facilitating in operating a municipal program and/or Services C+1 4 C+5 C+1 Y service.Includes,day books,invitation lists. Department Records relating to promotional materials for a RC.57.06 Programs&Services Administration-Promotion municipal program and/or service. Includes, Originator C+2 - C+2 C+1 Y promotional material,advertisements. Programs&Services Administration-Program& Records relating to registering into a municipal Community RC.57.07 Membership Registration(Adults) program.Includes, registration of interest,par Services C+1 4 C+5 C+1 Y sprogram registration. Department .Legend: C - Creation Year; P - Permanent; S -Superseded; E - Event Required .before calculating retention; 00ginator- Originated or acquired the record. Page 115 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx 'Class }2esponsible Inactive Function lrActivit'f Sub-Activit 1 Sub ect l Case. Description Active Total Transitory Archival Remarka Series:': y Y i Unit E=the day the minor Records relating to registering into a municipal Community became or would have RC.57.08 Programs&Services Administration-Registration program where the person registering is under Services E+1 2 E+3 C+1 Y become 18 yrs.old. (Minors) the age of 16.Includes,registration of interest, Department Retention established as program registration. er Le al review Records relating to the administrative reporting Community Services C+1 5 C+6 C+1 Y RC.57.09 Programs&Services Administration-Reporting of a program.Includes, report. Department The activities associated with the processes involved in endorsing,supporting and RC.58 Promotion encouraging the advancement of a service or programs. Records relating to arrangements of RC.58.01 Promotion-Arrangements promotional materials and activities.Includes, Originator C+1 1 C+2 C+1 Y advertisements address lists. Records relating to non-substantial promotional RC.58.02 Promotion-Non-Substantial materials for municipal activities, programs and Originator C+1 4 C+5 C+1 Y events. Includes,brochures,action plans. Records relating to substantial promotional materials for municipal activities,programs and events.Records documenting marketing campaigns,and the promotion of community Communicatio C+1 9 C+10 C+2 Y RC.58.03 Promotion-Substantial services including the distribution of ns&Tourism promotional material and the provision of council souvenirs.Includes,brochures,action tans. The process of handling public reaction to municipal policies, responsibilities or services. Includes anonymous letters,letters of RC.59 Public Reaction complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests. Records relating to public reaction.Includes, RC.59.01 Public Reaction-General working papers,complaints,letter of Originator C+1 1 C+2 C Y a recation. The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies),and to RC.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers,proposals, reports, reviews and returns. Records relating to the reporting of non- RCI—§4L.01 Reporting-Administrative significant programs,projects and events. Originator C+1 6 C+7 C Y Includes re orts dail statements. wLegend: C - Creation Year; P - Permanent; S - Superseded; E - Event Required before calculating retention; Originator'-Originated or acquired the record. Page 116 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Cn I CI•.3§s Res'porisible. Inactive FunctionI Activi I Sub'-Actvvi !Sub et%Case` Desc c ri tion Active Total Transito Archival Remarf�s $e s h!; A Unit total rY Records relating to the reporting of significant Municipal RC.63.02 Reporting-Committee&Council programs, projects and events. Includes, Clerk's C+1 P P C Y reports. Department Records relating to support documentation. RC.63.03 Reporting-Facilitative Records Also includes surveys and questionnaires. Originator E+1 5 E+6 C Y E=Final report Includes,working papers,supporting completed. documentation surveys,.discussion papers. :Legend: C - Creation Year; P -Permanent; S - Superseded; E - Event required :before calculating retention; Originator- Originated or acquired the record. Page 117 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Function/ActiVit 1 SubrActivit' t/Case Descrl tion P A,ctive Total Transitory Archival Remarks Res onsibie Inactive Series y y l Subjec P Unit total The function of.managing communications and information technology and databases t support the business operations of the TC Technology&. (TC). municipality.Also includes communication network systems such as voice:mail and > - electronic mail and the technical aspectsof the internet and Intranet. The activities associated with offering or TC.03 Advice seeking opinions. Includes the process of advising or being advised.Excludes legal advice. Records relating to advice concerning routine Corporate TC.03.01 Advice-Operational operational matters. Includes, recommendation Services—IT C+1 - C+1 C Y letter,circulars. Provision of high level advice,eg.To the Mayor,Chairperson or CAO,relating to Corporate TC.03.02 Advice-High Level substantive aspect of municipal policies, Services—IT C+1 4 C+5 C Y Administrative Value procedures,functions,obligations and liabilities. Includes requests, responses. The activities associated with the pursuit of influencing outcomes on behalf of the TC.04 Advocating community where the Municipality acts as an advocate on issues of concern which may include political,economic,environmental or social issues that affect the community. Records that document interaction between the Corporate TC.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant Services—IT C+1 - C+1 C N issues.Includes,requests, responses. Records relating to the interaction between the Municipality and other bodies on significant Corporate TC.04.02 Advocating-Significant issues of public interest and debate,or of value Services—IT C+1 9 C+10 C Y to the history of the Municipality. Includes, petitions,media clippings. CSt "Legend: C - Creation Year; P-Permanent; S - Superseded; E- Event}required :before calculating retention; Originator- Originated or acquired the record. Page 118 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx CA c�idss Responsibie Inactive` Function/Activity/Sub-Activityl Subject 1 Case, Active, Total „Transitory Archival Remarks S es � ;: Unit •totai The activities associated with complying with mandatory accountability,fiscal, legal, regulatory,operational or quality standards or TC.20 Compliance requirements to which the Municipality is subject. Includes compliance with legislation such as the Municipal Act,and Municipal Freedom of Information and Protection of Privacv Act. Records relating to municipal compliance with mandatory requirements imposed by governing TC.20.01 Compliance—Requirement bodies. Includes proof of compliance with Corporate S 7 S+7 C Y Administrative Value internal and external standards,statutory and Services—IT operational requirements. Includes,orders, software licenses. Records relating to serious breaches of TC.20.02 Compliance—Breach compliance requirements that leads to major Corporate E+1 1 E+2 C Y E=Remedy of breach public interest and debate or court action. Services—IT or delivery of judgement Includes complaints, notices. The activities involved in arranging,procuring TC.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract. Major contracts are Corporate TC.23.01 Contracting-Major contracts of a significant nature in terms of Services- E+1 P P C Y E=Expiry of contract dollar value,major public interest and debate Purchasing or of value to the history of the Municipality. Includes contracts. Records relating to the hiring and use of consultants,contractors.and suppliers which E=Expiry of contract TC.23.02 Contracting-Minor results in a minor contract as per the Originator E+1 6 E+7 C Y Administrative Value Purchasin B -law. Includes,contracts. The processes associated with initiating or providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies),and to TC.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers,proposals,reports, reviews and retuYns. Records relating to the reporting of non- Corporate TC.63.01 Reporting-Administrative Reporting significant programs, projects and events. Services-IT C+1 6 C+7 C Y Administrative Value Includes reports,daiIV statements. Legend: C - Creation Year; P- Permanent; S - Superseded; E.- Event Required before calculating retention; Originator- Originated or acquired the record. Page 119 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible- Inactive Series •Function I Activity I Sub-Activity7.Subject l Case. Description Active Total Transitory Archival Remarks Uni#- total Records relating to the reporting of significant Municipal TC.63.02 Reporting-Committee&Council programs,projects and events.Includes, Clerk's C+1 P P C Y reports. De artment Records relating to support documentation. Also includes surveys and questionnaires. Corporate E+1 5 .E+6 C y E=Final report TC.63.03 Reporting-Facilitative Records Includes,working papers,supporting Services-IT completed documentation surveys,discussion papers. The activities associated with measures taken to protect people,premises,equipment,system TC.66 Security networks or information from accidental or intentional damage and from unauthorised access. Records relating to security restrictions applied to our corporate IT networks.Also includes user identifications,passwords,and security/workgroup specifications. See Corporate E 15 E+15 C+5 y E=Cessation of TC.66.01 Security-Access/Restrictions TC.72.05-System Administration(Reporting) Services-IT individual or group for records relating to the reporting of system activities.Includes,workgroup specifications, securitv re isters. Records relating to breaches of security or incidents resulting in the laying of charges or TC.66.02 Security-Breaches where sabotage is strongly suspected Includes Corporate E+1 6 E+7 C y E=Close of file records relating to malicious software(viruses, Services-IT Administrative Value worms,trojans and bots).Includes,reports, investigation records,complaints. The activities associated with keeping TC.72 System Administration computer and communication networks and systems in effective operation on a daily basis. Includes user support. Records relating to the administration of data held within a system. Includes records relating to the maintenance of data standards,data definitions and data dictionaries. includes records that explain the meaning,purpose, Corporate TC.72.01 System Administration-Data Administration logical relationship, use and origin of data.Also Services-IT S+1 1 S+2 C+1 Y includes records relating to the migration of information and communications systems and data from one platform to another. Includes, data dictionaries,system upgrade strategy's, data definitions. Records relating to technical support provided TC.72.02 System Administration-User Support to end users in resolving problems,difficulties Corporate C+1 4 C+5 C+1 Y j and undertaking improvements in information Services-IT technology.Includes,IT support records. NLegend: C Creation Year; P -Permanent; S -.Superseded; E - Event Required before calculating retention; Originator- Originated or acquired the record. Page 120 of 126 Munic paal Records Retention Schedule Schedule"A"to By-law 2015-xxx Cs7 I CI "'Responsible Inactive FunctionlActivifiylSub-Acfiivity!5ubject/,Case' Description Unit Active-:' _fiotai , Total Transitory" Archival Remarks seeps -: Records relating to the installation of computer systems and communication networks/systems. Includes activities surrounding application configuration settings,design files such as reports design,metadata templates,business E=Disposal of hardware TC.72.03 System Administration-Installation&Configuration process map automation,etc.Also includes Originator E+1 1 E+2 C+1 Y or software records relating to operating manual. Excludes paper or electronic forms.See IM.16.02— Capture(Information)for records relating to forms design. Includes,workflow designs, metadata templates. The activities involving a defined series of actions including planning,implementing, monitoring and the final assessment and report TC.72.04 System Administration-Project Management at completion of a project. Note:This includes Corporate E+1 4 E+5 C+1 Y E=Completion of project the selection,implementation and testing of Services-IT Administrative Value new software packages.Includes, implementation plan,project reports, corres ondence. Records relating to the reporting system activities.Includes records relating to system usage including LAN and WAN usage reports; TC.72.05 System Administration-Reporting Internet service logs,etc.Also includes records Corporate C+1 1 C+2 C+1 Y Administrative Value relating to periodic data reports used for Services-IT checking,monitoring,and other routine administrative purposes. Includes, logs, re orts. Includes records relating to risk management initiatives such as strategies for backing-up or Corporate TC.72.06 System Administration—Risk Management copying of.data for risk management purposes. Services-IT S+1 1 S+2 C+1 Y Includes,safeguard strategies,disaster recovery plans. Legend: C - Creation Year; P- Permanent; S - Superseded; E- Event Required :before calculating retention; _ Originator- Originated or acquired the record. Page 121 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible Inactive F' ty.l Sub-Activit /Subject 1 Case Descr ',:Unit Total Transitory Archival Remarks Y p Series Function i tion Active total The funcfion of controlling managing and TM Traffic Management(TM). monitoring`traffic within the Municipality..This includes safety,.traffc management devices, line markin g,p arkin g control and Ilea rways..; The activities associated with offering or TM.03 Advice seeking opinions.Includes the process of advising or being advised.Excludes legal advice. Records relating to advice concerning routine Engineering TM.03.01 Advice-Operational operational matters.includes,recommendation Services C+1 - C+1 C Y letter circulars. Department Provision of high level advice,eg.To the Mayor,Chairperson or CAO, relating to Engineering TM.03.02 Advice-High Level substantive aspect of municipal policies, Services C+1 4 C+5 C Y Administrative Value procedures,functions,obligations and Department liabilities.Includes requests,responses. The activities associated with the pursuit of influencing outcomes on behalf of the TM.04 Advocating community where the Municipality acts as an advocate on issues of concern which may include political,economic,environmental or social issues that affect the community. Records that document interaction between the Engineering TM.04.01 Advocating—Non-Significant Municipality and other bodies on non-significant Services C+1 - C+1 C N issues.Includes, requests, responses. Department Records relating to the interaction between the Municipality and other bodies on significant Engineering TM.04.02 Advocating-Significant issues of public interest and debate,or of value Services C+1 9 C+10 C Y Administrative Value to the history of the Municipality.Includes, Department petitions,media clippings. CSI "Legend: C Creation Year; P - Permanent; S -Superseded..; E- Event Required before calculating retention; Originator- Originated or acquired the record. Page 122 of 126 Munic pal Records Retention Schedule Schedule"A"to By-law 2015-xxx U1 GI Responsible.; Inactive Function:/,4ctiyitylSub-Activity..1,4 ect,/Case" �' �� Description ? Active Tota( °Transitory ArchlVal Remarks S'6lbs Unit: `total The activities associated.with complying with mandatory accountability,fiscal, legal, regulatory,operational or quality standards or requirements to which the Municipality is subject.Includes compliance with legislation TM.20 Compliance such as Environmental Protection Act, Municipal Act,Taxation Act,Financial Administration Act, Highway Traffic Act, Occupational Health and Safety Act, Fire Protection and Prevention Act, Municipal Freedom of Information and Protection of Privacv Act.etc. Records relating to municipal compliance with mandatory requirements imposed by governing TM.20.01 Compliance—Requirement bodies. Includes proof of compliance with Originator S+1 6 S+7 C ,Y Administrative Value internal and external standards,statutory and operational requirements. Includes, orders. Records relating to serious breaches of TM.20.02 Compliance—Breach compliance requirements that leads to major Originator E+1 1 E+2 C Y E=Remedy of breach public interest and debate or court action. or delivery of judgement Includes complaints, notices. Records relating to the activities involved with examining a person,group,system,process, project or product in order to determine Engineering TM.20.03 Compliance—Verification (Internal Audit) whether or not compliance with a regulation, C+1 6 C+7 C Y requirement,specification or imposed condition Services are being met. Includes,inspections, surveillance/monitoring records. Legend: C - Creation Year; P- Permanent; S - Superseded; E Event Required before calculating retention; Originator- Originated or acquired the record. Page 123 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class Responsible Inactive . Series /-Activity!Sub-Activity/.Subiect I Case Description Active Total Transitory Archival Remarks,' Function u nit total" The activities involved in arranging,procuring TM.23 Contracting and managing the performance of work or the provision of goods and services by an external contractor or consultant. Records relating to the hiring and use of consultants,contractors and suppliers which results in a major contract.Major,contracts are Corporate TM.23.01 Contracting-Major contracts of a significant nature in terms of Services- E+1 P P C Y E=Expiry of contract dollar value, major public interest and debate Purchasing or of value to the history of the Municipality. Includes contracts levies. Records relating to the hiring and use of consultants,contractors and suppliers which E=Expiry of contract TM.23.02 Contracting-Minor results in a minor contract as per the Originator E+1 6 E+7 C Y Administrative Value Purchasin By-law. Includes contracts. The process of handling public reaction to municipal policies, responsibilities or services. TM.59 Public Reaction Includes anonymous letters, letters of complaint and letters of congratulation or appreciation received from the public.This includes all customer action requests. Records relating to public reaction.Includes, Engineering TM.59.01 Public Reaction-General complaints, responses,petitions, requests. Services C+1 1 C+2 C Y De artment The process of regulating statutory requirements.This is the enforcement of TM.62 . Regulating regulatory responsibilities.Includes inspection, authorization,monitoring and enforcement of requirements under legislation. Regulating-Enforcement(Certificate of Offence, Part Records relating to office copies of Part II Municipal Law Administrative Value TM.62.04 II) charges.Includes,certificate of offence, Enforcement C+1 6 C+3 C+1 Y Retention established as registers. Division per Legal review Regulating-Enforcement(Certificate of Offence,Part Records relating to office copies of Part III Municipal Law TM.62.05 III) charges.Includes,certificate of offence, Enforcement .E+1 9 E+10 C+1 Y E=Case Closed registers. Division Records relating to the enforcement of regulatory by-laws.Property Standards, Zoning,Licensing,Signs, Long Grass& Municipal Law E=Delivery of judgment o TM.62.06 Regulating-Enforcement(Case File) Weeds,Open Air Burning,Noise,etc.Includes, Enforcement E+1 6 E+7 C+1 Y or close of file. Retention established as court records,judgements,occurrence reports, Division _ per Legal review photographs,subphoenas,orders,notices, complaints. I cA-eg.end: C - Creation Year; P - Permanent; S -Superseded; E- Event Required before calculating retention; Originator - Originated or acquired the record. Page 124 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx U7 Cla Function f Activit /Sub-Ac /;Sub ect .Case " Descrl lion ResponsiCile Activenactive";Tofa :Transito Archlvat Remarks :Se s Y Y. . 1. »,,.� p Unit total ( rY Records relating to Licences administered by the Municipality.Also includes applications and permits issued by the Municipality. Includes E=Expiry of license or TM.62.07 Regulating-Licence/Permit Administration records relating to municipal products and/or Originator E+1 6 E+7 C+1 Y permit. Administrative services that forms part of the licence and/or Value permit. Includes, licences,permits(i.e. road occupancy),application, correspondence. Records relating to the placement of signs within the Municipality.Includes speed limit TM.62.11 Regulating—Signs signs in relation to work areas and work sites. Originator C+1 5 C+6 C+1 Y Includes, road works sign placement forms, a lications. The processes associated with initiating or, providing a formal response to a situation or request(either internal,external or as a requirement of corporate policies), and to TM.63 Reporting provide formal statements or findings of the results of their examination or investigation. Includes agenda,briefing,business,discussion papers,proposals,reports, reviews and returns. Records relating to the reporting of non- Engineering TM.63.01 Reporting-Administrative-Reporting significant programs,projects and events. Services C+1 6 C+7 C Y Administrative Value Includes reports. Department Records relating to the reporting of significant Municipal TM.63.02 Reporting-Committee&Council programs,projects and events. Includes, Clerk's C+1 P P C Y re orts. Department Records relating to support documentation. TM.63.03 Reporting-Facilitative Records Also includes surveys and questionnaires. Originator E+1 5 E+6 C Y E=Final report Includes,working papers,supporting completed documentation surve s discussion papers. Legend: C - Creation Year; P - Permanent; S - Superseded; E -Event Required before calculating retention; Originator- Originated or acquired the record. Page 125 of 126 Municipal Records Retention Schedule Schedule"A"to By-law 2015-xxx Class, ction/qc ctivlty/Su p Series Fun tivity/Sub-A bject/Case Descri tion" Responsible Inactive .Unit 's total ry Archival Remarks p Active Total Transito The process of compiling additional information that may be required through the planning analysis,council deliberation, and/or public participation processes in determining the TM.71 Studies suitability and effectiveness of potential or existing programs,projects,items of _ equipment,systems or services in relation to meeting the needs of a given situation. Includes ongoing monitoring. Working copies of records relating to establishing a final report. Includes such things Engineering TM.71.01 Studies-Facilitative Records as responses to surveys/questionnaires and Services E+1 1 E+2 C+1 Y* E=Completion of final research/reference material where results and Department report findings have been included in a report. Includes,survey,questionnaires,draft reports. Final report detailing the evaluation criteria,the Engineering TM.71.02 Studies—Official Copies study findings,and the recommendations. Services C+1 4 C+5 C+1 Y Department C1 1 w Legend: C - Creation Year; P - Permanent;'S - Superseded; E - Event Required before calculating retention; �"� O iginetor-Originated or acquired the record. Page 126 of 126 i ciff-m9ton Clerk's Report i If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. I Report To: General Government Committee Date of Meeting: September 8, 2015 Report Number: CLD-016-15 Resolution Number: File Number: COO.GE By-law Number: Report Subject: Off Leash Dog Park Maintenance Committee i i Recommendations: 1. That Report CLD-016-15 be received for information. I i i I I i i i i i r II I I i i 15-134 Municipality of Clarington Report CLD-016-15 Page 2 Report Overview This report is intended to provide background on the maintenance, by-law enforcement, the limited staffing and budget impact from off leash free dog parks. 1 . Background At the May 25, 2015 meeting, General Purpose and Administration Committee approved Resolution #GPA-372-15, requesting that staff report on striking a committee to maintain the leash free dog park including aspects of by-law enforcement. Currently the Dave Boyd Off Leash Dog Park is maintained by the Operations Department. Limited maintenance has been required outside of lawn care and waste disposal, both of which are contracted out. Seasonal re-seeding is periodically required and there has been no need for fencing repairs since the park was established in 2012. Animal Services is responsible for by-law enforcement and patrolling the park to ensure users are following the set rules. Animal services has received approximately five complaints and issued several verbal warnings for users not abiding by park rules. The park is patrolled as time permits as is similar with all of Clarington's parks. With the creation of Clarington's initial leash free dog park, an active volunteer group had been created. The group held a few fundraisers, provided bags for pet waste, assisted with occasional maintenance and monitored the use of the park. There was limited involvement from Municipal Staff and the group was quite successful. Over time, as the novelty of a Clarington's first off-leash park wore off, any issues with maintenance or users not following the rules have declined such that they are the same as, or fewer than, the number of issues raised concerning other Clarington parks. With the passing of Mr. Dave Boyd, the founder, in 2014, the group dissolved. Animal Services continued with the supply of dog bags but discontinued this practice in 2015. The maintenance of the off-leash dog park has continued with no decline in service standards. Clarington will be opening its second off-leash park in the spring of 2016 while initially staff will increase park patrols from both an enforcement and maintenance perspective, staff do not anticipate any long-term issues with managing this new facility. 2. Discussion Currently, Animal Services averages approximately 325 park patrols a month for all of Clarington's parks. This would include the current fields at the Newcastle Recreation Centre. Additional time added to patrolling the new Off-Leash Park would be minimal. Municipal Enforcement is based on education, compliance and then enforcement, Officers receive the same training and portray a consistent message. 15-135 i i Municipality of Clarington Report CLD-016-15 Page 3 The Operations Department's budget is approximately $2,500 a year for Dave Boyd's Off- Leash Park; waste disposal and grass maintenance being 4/5 of that cost. The anticipated additional calls received concerning maintenance issues should not impact Operation's Municipal staff significantly based on past calls received for Dave Boyd's Park. These costs are comparable to Municipal parks of similar size without the additional amenities (i.e. splash pads, diamonds, etc.). Staff do not recommend a committee of Council being established as there really is no demonstrated need. Should a group of citizens wish to organize for the purpose of fundraising, certainly staff would be willing to provide any input as to how the funds could be best used. i Staff always welcome input from the community, as is demonstrated by the impending j opening the new off-leash dog park. 3. Concurrence This report has been reviewed by Fred Horvath, Director of Operations, who concurs with f the recommendation. j i 4. Conclusion It is not foreseeable that forming a Committee at this time would reduce costs associated j with maintenance and improve enforcement of Clarington's Off Leash Dog Park. Animal Services and the Operations Department are responsible for enforcement and maintenance of all Municipal parks within Clarington. Staff are well trained to deal with aspects pertaining to day to day issues encountered and overall care and enforcement. With the limited concerns brought to Animal Services attention regarding the Off-Leash Dog Park, it would appear the users are able to work amongst themselves with any issues. Utilizing a third party enforcement entity may lead to mixed messages and lack of consistency. At this time it is respectfully recommended that the Municipality work with, or assist, any volunteer group that may wish to assist in enhancing the Off-Leash Dog Park user's experience. j; i i; 15-136 Municipality of Clarington Report CLD-016-15 Page 4 5. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. F (7 ) Submitted by: - '� �.: -_�� .t "eviewed by: Cr. Anne Greentree Franklin Wu, �f Municipal Clerk Chief Administrative Officer U Staff Contact: Duncan Anderson, 905-623-3379 ext. 2127 or danderson @clarington.net Attachments: None List of interested parties to be notified of Council's decision is on file in the Municipal Clerk's Department: None CAG/da 15-137 i i Clarington Clerk's Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 extension 2102. Report To: General Government Committee Date of Meeting: September 8, 2015 Report Number: CLD-017-15 Resolution Number: File Number: TM.63.02 By-law Number: i Report Subject: Taxi By-law Amendments Recommendations: 1. That Report CLD-017-15 be received;and 2. That the proposed amendments (Attachment 1 to Report CLD-017-15), to the By-law to license, regulate and govern taxi and limousine businesses, By-law 2005-205, be approved. I I I i i 15-138 Municipality of Clarington Report CLD-017-15 Page 2 Report Overview This report explains the need for amending the Taxi By-law 2005-205 to ensure compliance with the Accessibility for Ontarians with Disabilities Act, 2005. 1 . Background 1 .1. General Clarington's Taxi By-law 2005-205 was enacted on October 24th, 2005. The By-law was a comprehensive rewrite of the previous Taxi By-law. At the time, the Accessibility for Ontarians with Disabilities Act had just been passed and the requirements of the Act were still evolving. The By-law established rates for services and offered potential discounts for those with disabilities. The By-law was clear that a driver could not charge for the storage of a wheelchair but vague and silent on the possibility of an extra surcharge for having to provide assistance for passengers with disabilities when entering and exiting the Taxi. 1.2. Accessibility in Ontario Under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) the Municipality has responsibilities in five key areas of daily living: Customer Service, Information and Communications, Employment, Transportation, and the Design of Public Spaces. The Municipality must regularly review its policies, procedures and by-laws to ensure compliance with the AODA and its standards. The goal of the AODA is to ensure Ontario is accessible by 2025. Clarington is committed to meeting and exceeding its requirements under the AODA. Moving toward a barrier-free Clarington will ensure that everyone has equal access to goods, services and facilities throughout the Municipality. 1 .3. Transportation Standard of the AODA The Transportation Standard of the AODA contains specific requirements for municipalities who license taxis. The taxi requirements were implemented to address the long history of people with disabilities in Ontario being charged higher than normal taxi fares. These requirements seek to stop this discriminatory practice. The Standard requires every municipality that licenses taxis to ensure that taxi owners and operators do not: • Charge a higher fare or an additional fee for persons with disabilities than for persons without disabilities for the same trip, and 15-139 i I Municipality of Clarington Report CLD-017-15 Page 3 • Charge a fee for the storage of mobility aids or mobility assistive devices Municipalities must ensure that taxi owners and operators place vehicle registration and identification information on the rear bumper of the taxi. As well, municipalities must ensure that taxi owners and operators provide their vehicle registration and identification information available in an alternative format, upon request. 1 .4. Compliance Upon review of Clarington's Taxi By-law 2005-205, it has been determined that this By- law does not meet the minimum requirements under the Section 80 of the Transportation Standard. Should the Municipality be audited on this requirement, we would be found non-compliant and could be subject to fines and penalties up to $100,000 for each day or part of a day on which an offence occurs. In addition to the requirements of Section 80, the current Taxi By-law also requires amendments to ensure it is consistent with the requirements of the Customer Service standard, as set out in the AODA. 2. Recommended Changes The intent of the proposed changes to the Taxi By-law is to ensure compliance with the AODA and its standards. The updated Taxi By-law will: • Clearly define a person with a disability; • Expand the current allowance of guide dogs to all service animals; • Clearly define a service animal; • Prohibit Taxi owners and operators from charging a higher fare or an additional fee for persons with disabilities; • Prohibit Taxi owners and operators from charging a fee for the storage of mobility aids or mobility assistive devices; • Require Taxi owners and operators to place vehicle registration information on the right rear bumper of the Taxi; and • Require Taxi owners and operators to provide their vehicle registration and identification information in an accessible format, upon request. 15-140 Municipality of Clarington Report CLD-017-15 Page 4 3. Concurrence Not Applicable 4. Conclusion Based on the foregoing, it is respectfully recommended that the attached draft By-law be approved by Council. 5. Strategic Plan Application The recommendations contained in this Report conform to the Strategic Plan. Submitted by: r.a l�^S6 - ,''f` Reviewed b' U '' �-° o y.� r Anne,_G eentree V Franklin Wu, Municipal Clerk Chief Administrative Officer Staff Contact: Jeannette Whynot, Accessibility Coordinator, 905-623-3379 ext. 2131 or jwhynot @clarington.net Attachments: Attachment 1 —Amending By-law to Taxi By-law 2005-205 The following is a list of the interested parties to be notified of Council's decision: Bowmanville Taxi Clarington Taxi Blue Line Taxi CAG/jw 15-141 Attachment 1 to Report CLD-017-15 Corporation of the Municipality of Clarington By-law 2015- i Being a by-law to amend By-law 2005-205, being a by-law to licence, regulate and govern taxi and limousine businesses in the Municipality of Clarington I i WHEREAS the Council of the Corporation of the Municipality of Clarington deems it necessary.to amend By-law 2005-205. Now Therefore The Council of The Corporation of The Municipality of Clarington Enacts As Follows: 1. THAT By-law 2005-205 be amended as follows: (a) The following definitions are added to the Definition Section: "Accessible formats" may include, but are not limited to, large print, Braille, i electronic formats, oral communication or other formats that are accessible to individuals with disabilities; "Disability" means, a) any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical coordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device; i 15-142 Attachment 1 to Report CLD-017-15 b) a condition of mental impairment or developmental disability; c) a learning disability, or dysfunction in more or more of the processes involved in understanding or using symbols or spoken language; d) a mental disorder or; e) an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act; "Service Animal" means an animal for a person with a disability, a) if it is readily apparent that the animal is used by the person for reasons relating to his or her disability; or b) if the person provides a letter from a physician or nurse confirming that the person requires the animal for reasons relating to the disability; (b) Section 14.1 is amended by adding the following new sub-sections: a.1.) place vehicle registration and identification information on the right side of the rear bumper of the taxicab; q.1) provide vehicle registration and identification in an accessible format to persons with disabilities, upon request. (c) Section 14.1(p)(iii) is amended by deleting the words "working dog" and replacing them with the words "service animal" (d) Section 14.1 (q) is amended by deleting the following, "in the event the assistance.of more than one person is required, the driver shall not be. required to carry such person". 15-143 Attachment 1 to Report CLD-017-15 (e) Section 14.2 is amended by adding the following new sub-sections: s.1) charge a higher fare or additional fee for persons with disabilities than for persons without disabilities for the same trip; s.2) charge a fee for the storage of mobility aids or mobility devices; (f) Section 14.2 (s) is amended by deleting the words "disabled passengers" and replacing them with the words "passengers with disabilities"; (g) Section 16.1 is amended by adding the following new sub-sections:. a.1 ) affix vehicle registration and identification information on the right side of the rear bumper of the taxicab; 0.1) provide vehicle registration and identification information in an I accessible format to persons with disabilities, upon request; (h) Section 16.2 is amended by adding the following sub-sections: q) charge a fare of additional fee for persons with disabilities than for persons without disabilities for the same trip; i r) .charge a fee for the storage of mobility aids of mobility assistive devices. I j (i) Section 17.1 a) is amended by replacing "in or on the vehicle at all times" with "on the right side of rear bumper". Q) Section 17.1 is amended by adding the following sub-section: b.1) Provide vehicle registration and identification information in an accessible format to persons with disabilities, upon request; 15-144 r Attachment 1 to Report CLD-017-15 (k) Section 19.1(m) (iii) be amended by deleting the words "guide dog" and replacing them with the words "service animal"; (1) Section 19.1 n) is amended by deleting the following: "in the event the assistance of more than one person is required, the driver shall not be required to carry such person". r (m) Section 19.2 is amended by adding the following sub-sections: a.1) charge a higher fare or additional fee for persons with disabilities than for persons without disabilities for the same trip; a.2) charge a fee for the storage of mobility aids or mobility assistive devices; (n) Section 23.4 is amended by deleting the words "the physically/mentally handicapped" and replacing them with the words, "persons with disabilities". 2. This By-law shall come into full force and effect upon its passing. BY-LAW passed in an open session this day of Mayor Municipal Clerk 15-145 Jarriagloff Corporate Services Report If this inturmation is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Government Committee Date of Meeting: September 8, 2015 Report Number: COD-016-15 Resolution: File Number: By-law Number: Report Subject: Options for Delivery of Tourism Services Recommendations: 1. That Report COD-016-15 be received; 2. That Council review the proposed options for the delivery of tourism services and provide staff direction to pursue any of the following options; a. Municipal Service Provision - the Municipality continue to provide Tourism services, with enhanced services through the addition of a full-time Tourism Co-Ordinator position effective October 1, 2015; b. CTMB - Clarington Tourism and Marketing Board be requested to provide to Council, a comprehensive plan on their ability and strategy for the assumption of the responsibility for Tourism Services; c. CBOT - Clarington Board of Trade be requested to provide to Council, a comprehensive plan on their ability and strategy for the assumption of the responsibility for Tourism Services; or d. Tourism services be offered to a private provider through an RFP opportunity, with a report back to Council for approval; 3. That any interested parties listed in Report COD-016-15 and any delegations be advised of Council's decision. 16-1 Municipality of Clarington Report COD-016-15 Page 2 Report Overview This report stems from the Strategic Plan 2015-2018 adopted by Council on June 29, 2015. One of the new actions outlined in the plan indicates that the Municipality will "review and implement the best option for the delivery of the Tourism function." This report provides Council with four options for Tourism service delivery. Staff is seeking Council direction and authorization on which option(s) to pursue moving forward. 1. Background Council adopted its 2015-2018 Strategic Plan during a regular meeting on June 29, 2015. One of the new actions Council approved is the review and implementation of the best option for the delivery of the Tourism function. Tourism is an integral part of our local economy. Clarington has a thriving Tourism industry run by local businesses and operators with an obvious keen interest in Tourism promotion. Some local operators and businesses have come together to form the Clarington Tourism Marketing Board (CTMB). This Board has been working on a Tourism plan since the organization started in 2008 under the name of Marketing Minds. Since its inception the CTMB has evolved into a more formal organization. Currently, it is a co- operative made up of local tourism businesses who have come together to promote Clarington as a top of mind tourism destination. On December 16, 2014 the CTMB approached Council asking for financial assistance for an Economic Impact Study that would help shape a Tourism Marketing Plan. The study was partially funded by the Municipality in the amount of$7,000 through approval of the 2014 budget, with Central Counties Tourism sharing the study cost. The study was completed by August 2014. The Chair of the CTMB, Petra Schwirtz, presented the results of the study at the September 22, 2014 General Purpose and Administration meeting. The Study was done by Collis and Reed Research it served as a catalyst for the Clarington Three-Year Community Tourism Plan which was developed by the CTMB with the help of Central Counties Tourism. The Plan was presented to Council at Committee Meeting. Following that presentation at a Council meeting on September 29, 2014, Councillors adopted the following resolution #C-353-14: That the delegation of Petra Schwirtz, Clarington Tourism Marketing Board, regarding an update on the Tourism Plan and Impact Study for Clarington, be received with thanks; That staff be directed to engage with the Clarington Tourism and Marketing Board; and That the Clarington Tourism Three-Year Tourism Plan and Tourism in Clarington -An Economic Impact Statement be referred to the Strategic Planning Process. 16-2 Municipality of Clarington Report COD-016-15 Page 3 Petra Schwirtz and Steve Simic appeared before General Purpose and Administration meeting on April 20, 2015. They provided an update and presented a Draft Proposal and Discussion paper on Growing Tourism in Clarington, which included a Terms of Reference and a potential model for the CTMB to take over Tourism services. Councillors also discussed the potential of the Clarington Board of Trade taking over Tourism Services. As a result Council adopted the following resolution #GPA-262-15: That the delegation of Petra Schwirtz and Steve Simic, Clarington Tourism Marketing Board, regarding the Draft Proposal and Discussion Paper on Growing Tourism in Clarington, be referred to the Strategip Plan; and That Council consider undertaking a report to study options for the delivery of Tourism Services. A two-step approach has been developed to assist Council in deciding the best model for Tourism service delivery. First, Council is asked to decide which tourism service delivery option(s) it wishes to investigate. Second, depending on Council's decision, the appropriate authority will report back with a strategy and plan for the delivery of Tourism services, for Council's final consideration. 2. Proposal Staff have identified four potential options that were discussed during the course of meetings as outlined above. 2.1 Option 1- Municipal Service Delivery The Strategic Plan identified Tourism services as an important element in highlighting Clarington as a destination and as a driver of economic development opportunities. The success of Tourism in Clarington has evolved to a point that the part-time services are not able to meet the increasing demand and expectation of Council. Traditionally, the services have been provided by part-time employees which requires a significant amount of dedication from the Corporate Communications Officer, both as supervisor and participant in Tourism activities, thereby, severely limiting the focus on professional corporate communications. Committing to Tourism and enhance our service delivery as a priority requires the addition of resources to enable the Municipality to continue to provide Tourism Services at the expected competitive level. Under a Municipal Service model the Communications and Tourism Division would develop a Tourism strategy through the addition of a full-time Tourism Coordinator. In order to effectively develop the comprehensive plan for implementation throughout the 2016 tourism season, the position is requested at this time. Communications and 16-3 Municipality of Clarington Report COD-016-15 Page 4 Tourism are both high-profile and large portfolios that need to see appropriate staff support and investment in order to fulfill their mandates. Attachment#2 is a brief outline of Tourism events and activities throughout the year. The current tourism service delivery cost is approximately $145,000 inclusive of advertisement, program delivery and building expenditures. Of note is the level of focus and commitment in Clarington compared to the area municipalities who rely almost entirely on the Region of Durham Tourism program to provide local services (Attachment #1). 2.2 Option 2 - Clarington Tourism and Marketing Board (CTMB) assume responsibility for Tourism services The Clarington Tourism and Marketing Board has introduced a potential model to take over the provision of Tourism services. Staff have not been able to assess the model as the business case is still under development. Based on Council direction, this local not- for-profit group could finalize their comprehensive strategy for delivering Tourism services. If requested, Clarington staff would provide appropriate particulars of the current municipal program, to assist them in understanding the extent and outreach of the existing services. The CTMB would then report back to Council for funding commitment and authorization to proceed with their program. 2.3 Option 3- Clarington Board of Trade to assume responsibility for Tourism services This option was raised by Members of Council during the April 20, 2015 General Purpose and Administration meeting. Pending Council endorsing this option, the Board of Trade would be requested to assess their ability and interest in adding this service to their existing agreement, and develop their strategy for Council consideration and approval. 2.4 Option 4 — Contracting out Tourism Services to a private provider through the purchasing and procurement process Should Council wish to pursue this independent option, staff would begin the process of issuing an RFP for an independent contractor to take over the provision of Tourism services, with a report back to Council for final approval. 3. Conclusion In keeping with the priority of Tourism services as set out in the Strategic Plan, Staff are seeking Council guidance and direction to select the appropriate option for the provision of Tourism services in Clarington. 16-4 Municipality of Clarington Report COD-016-15 Page 5 4. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan specifically Strategic Priority 1: Facilitate the creation of jobs and expansion of Local business, new action 1.5 Review and implement the best option for the delivery of the tourism function. Submitted by: Reviewed by: Marie Marano, H.B. Sc., C.M.O. Franklin Wu, Director of Corporate Services Chief Administrative Officer Staff Contact: Basia Radomski, Corporate Communications Officer, 905-623-3379 ext. 2214 or bradomski@clarington.net List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. Attachments: Attachment 1 — Municipal Comparison: Tourism Strategy in Other Municipalities Attachment 2 — Outline of Tourism Events and Activities Throughout the Year 16-5 Attachment #1 Municipal Comparison: Tourism Strategy in other Municipalities Municipality Focus Mandate Service 1 Initiative Cost Provision [ Ajax Sport Tourism Tourism in Ajax is I Durham Tourism I Tourism. $5000 annual 1 run under does the majority ' Advisory $2500 approx. Economic of promotion,, Group spent on Durham Development. It leverage their Tourism Directory was identified as strategy and Leadership j ` a key economic resource. i Team (Region) sector in the Ontario By Economic Bike Development and Pickering Tourism Strategy E Village- (2010). Pan Am Ajax You're invited ; i (business i engagement) V 1 tby (Tourism/Special Whitby relies o-r Durham Tourism H- ave set No specific event driven Durham Tourism i does the majority special events budget i I for ongoing 1 of seasonal throughout the allocation. promotion, ? promotion. I year that are Special event seasonal Tourism driven organized and driven, strategy. Their via special ! promoted. promotion rests Tourism resides events. Special with i in Special events, 1 # occasions Communications I Manager of Parks I such as Pan and Marketing. I oversees Tourism i Am Games in coordination 1 brings together i I with other different 1 departments ie.. departments. j 3 communications 1 _ Oshawa Event Driven ` Tourism in �E Special events Annual Dining No designated I Oshawa is are handled by I Guide budget for handled by 1 Recreation & Other Tourism. j various divisions Culture, other I promotional including BIA, : departments ; material as ? economic ! assist, BIA also- needed development, very active. New i I Recreation & role Culture Culture, Durham € Development Tourism 1 officer who I I handles culture 1 I and arts. No I 1 1 formal Tourism i — ---—...... .__...--_------ strategy. i *Pickering did not respond to our request for information 16-6 Attachment#2 TOURK CLkR1NCT y Tourism Overview Tourism services are managed and operated under the Corporate Services umbrella as part of the Communications and Tourism Division. The Clarington Visitor's Centre is managed and open 10 a.m. to 5 p.m. Monday to Saturdayyear round. Tourism has a Manager, a part-time Tourism Co-ordinator and two part-time Clerks. Staff are responsible for the day-to-day operations that include: welcoming visitors/residents by providing hospitality and knowledge of Clarington attractions, events and Municipal departments and providing directions.to local and provincial attractions. The Tourism office also provides Ontario information provided by Ontario Travel, Festivals & Events Ontario, Attractions Ontario and various communities. Tourism staff also manage a database for visits and stakeholder information; provide social media content management (sharing/retweeting content, creating content and graphics for Facebook, Twitter, and Instagram);. oversee Website contenfand graphics; co-ordinate and work with tourism stakeholders, groups and Municipal departments on projects and participate in numerous events to promote Clarington as a destination. Tourism staff also manage the Visitor Guide Distribution in semi-annual shipments to 140 visitor centres, townships and chambers of commerce throughout Ontario. This does not include the distribution of the Visitor Guides to the local advertisers or tourism partners, which we deliver by hand once annually, then by request. Tourism staff also sell Snowmobile permits for two snowmobile clubs in Clarington: The Long Sault Snowmobile Club, and the Ganaraska Snowmobile Club. Tourism Resources / Publications Visitor& Relocation Guide— Staff work closely with the Communications Division on the design and content. We reach out to our Tourism stakeholders to promote various j annual festivals, events and Clarington as a destination. In 2015, 50,000 copies of the Clarington Visitor and Relocation Guide were printed and distributed to our Tourism Partners, Ontario tourism destinations and during Clarington events. Clarington Cycling- Map Z-Card format Clarington Fishing- Map Z-Card format Between Games.Brochure— Document for sports teams informing them of activities, what to do, where to eat, in between competition and games. We are working on an update of this brochure. 16-7 Tourism Map - Currently working on a map of Clarington for visitors and residents to inform them of many great experiences in Clarington listing some of the major attractions. Clarington Mobile App— Continually updating information to listings database., a new "Tours" feature has been added for 2015 to compliment featured tours such as: A Country Path, Historical Walking Tours, and Scenic Driving Tours #OnlylnClarington.com Blog— Each month a new listing of upcoming events is added, as well as featured stories and highlights (Ex. Clarington's Outdoor Concerts) Advertising and Marketing In January 2015, we launched the "Take A Bite out of Clarington" Campaign, promoting the Municipality and its attractions through: • Channel 12 annual Tourism advertising campaigns promoting Fall, Winter, March Break and Summer in Clarington. • Attractions Ontario Passport Magazine—through a co-operative advertising campaign with Canadian Tire Motorsport Park, The Bowmanville Zoo and Jungle Cat World. • Canadian Tire Motorsport Park— Event program advertising. • Joint advertising with Central Counties in Horizon magazine and P.A.T.H. videos . promoting Clarington • TODS (Tourism-Oriented Directional Signing) are located on Hwy. 401 east and west bound and on Hwy. 115 Southbound to Clarington, directing visitors to the Clarington Visitor's Centre. This is an annual contract that requires an update. • Advertise in the Durham Tourism Discovery Guide promoting Clarington. • Other marketing and advertising as permitted by budget in support of annual initiatives and events. • Social Media statistics as of August 2.015: Facebook: 1429 "Likes"; Twitter: 2.4K Steadily growing (Facebook: gained 272 new Likes since January 2015) 2015 Marketing Campaigns • Creation of "Embrace the Frost"winter campaign, that included printed brochure for distribution at Bowmanville "2014 Apple Festival" event, social media / website.graphics and signage to promote events and activities in Clarington • Creation of "March Break Smiles"spring campaign that included an interactive blog, social media/website graphics for both www.clarington.net and www.claringtontourism.net and Chex TV commercial. • Creation of "62 things to do in Clarington"summer campaign that included an interactive blog, social media/website graphics, Chex TV commercial and Rogers TV "Daytime Durham"interview. 16-8 Partnerships / Event Promotion / Participation 2015 Durham Festival "'Picasso's Picnic Kids Artfest @VAC—Working collaboratively with the Visual Arts Centre of Clarington and Durham Tourism, attended planning meetings and assisted in the coordination of the event, creating marketing materials and promoting the event throughout Clarington, hosted a booth to welcome visitors and tracked attendance during the festival. Bowmanville Tackle Swap and Fishing Show—Assisted with the promotion of the event and attended the event jointly with Community Services. Bowmanville Rotary Rockin'Ribs and Brews—A joint event booth with Community Services. Durham Festival Media Launch— Coordinating with Picasso's Picnic organizers to showcase Clarington during the media launch (see hftps://vimeo.com/129278506). Doors Open Clarington—Worked with the Doors Open Clarington committee to help promote the event for 2015 and create new branding. Spartan Race— Promoted 2015 Spartan Race at Brimacombe through social media, newspaper advertising and jointly hosted a booth with Durham Tourism. Worked closely with CBOT.to coordinate and inform community about event. Wooden Boat Festival— Promoted the Port of Newcastle 21 st Annual Wooden Boat Festival through social media, print advertising and attending the event with a booth. Clarington Heritage Week— A collaborative effort of Clarington Planning Department, Clarington Museums, Visual Arts Centre of Clarington, the ACO and the Newcastle Village and Historical Society to assist in the organization of the event, and by creating new branding for 2015 used for print, website and social media by attending all planning meetings. Clarington Planning Department— Created historical walking tours brochure to be used for Clarington Heritage Week and afterwards for tourism locations (tourism office, Clarington Museums, etc. Bowmanville B1A events— Continually work with the Historic BIA events committee to assist with promotion of events through our social media, assist with event features and event marketing, present with a booth at the Maple Festival, Summer Fest, and the Apple Festival. The Great Waterfront Trail Adventure—We coordinated two stops in Clarington for this cycling adventure ride on August 17th with the Waterfront Regeneration Trust, Clarington Operations, Engineering and Community Services departments to welcome cyclists to Clarington with water stations and information booth. CTMP Chevrolet Silverado NASCAR Camping World Truck Series— Promoting the event on social media and hosting a booth for the race weekend to welcome visitors. Orono Fair—A joint event booth with Community Services, Clarington Museums and The Visual Arts Centre of Clarington and assisting with promotion using social media. 16-9 Newcastle Harvest Festival—This year we will be participating in this annual Newcastle fall festival to welcome visitors to Clarington. Product Development / Training Stakeholder Visits— Ongoing visits with Tourism stakeholders to take photos, update our information, and assist with basic social media, tourism listings and to gather feedback. Attending regular meetings with tourism stakeholder groups such as: Clarington Tourism Marketing Board, A Country Path, Bowmanville BIA, Durham Tourism and Central Counties Tourism 2"d Annual Agricultural Summit @CTMP(March 17) — Hosted by Clarington Board of Trade, we hosted a booth and attended the conference as a participant. Durham Symposium (March 26) —Attended the annual Durham Tourism conference to learn about tourism initiatives for 2015 and the Durham Festival. Tourism Ambassador Training Program (May 21) — Partnering with Central Counties Toursim and Clarington Board of Trade, this training program informed stakeholders of "best practices" for customer service, prior to the PAN AM / PARA PAN games as a non-hosting municipality. Food Truck Seminar(June 2) — attended seminar to gather information on "best practices" and Clarington's Bylaw with Len Creamer presenting. Tourism Industry Newsletter— published monthly to inform tourism stakeholders of upcoming promotions, industry news and events. "Take A Bite out of Clarington"Branding examples for 2015: ."`' 1 1 TAKE A BITE CLARINGTON I 4, 7 / 1-1. F - r j W1 ,`, V 16-10 • me Oak Du.vu!U d 11 i iiru tk,n - i ' MC4)gp Ajf)tndtly! Clarington Corporate Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Government Committee i Date of Meeting: September 8, 2015 Report Number: COD-017-15 Resolution: File Number: By-law Number: Report Subject: Contract Awards During Council Recess i i Recommendations: It is respectfully recommended that the General Government Committee recommend to Council the following: t C 1. That Report COD-017-15 be received for information. i i h I f i i i i I' 16-11 Municipality of Clarington Report COD-017-15 Page 2 Report Overview To report to Council the contracts awarded during Council recess. 1. Background During periods when Council is in recess provision has been made for the approval of contract awards in order to continue with business as usual. During the summer recess of 2015 there were seven contract awards that would normally necessitate a report to Council. 2. Comments In accordance with Purchasing By-Law 2015-022 S. 73 (2), the following contracts were awarded during the Council Recess. CL2015-3, Supply and Deliver Three Tandem Diesel Dump Trucks with Plow equipment CL2015-14, Rickard Neighbourhood Park Construction CL2015-17, H.V.A.C. Mechanical Controls Retrofit at the Municipal Administrative Centre CL2015-23, Electrical Services CL2015-25, 2015 Bridge and Guide Rail Repairs RFP2015-4, Supply and Delivery of a new Pumper Truck RFP2015-8, Audit Services A copy of the recommending Purchasing Services Reports for the above noted projects are attached as Attachments "1", "2", "3", "4", "5", "6" and "7" respectively. 3. Concurrence Not applicable. 16-12 Municipality of Clarington Report COD-017-15 Page 3 4. Conclusion The actions taken by Staff as documented in the attached Report Memos be provided for Council's information. 5. Strategic Plan Application Not applicable. j Submitted by: /- Reviewed by. Marie Marano, H.B. Sc., C.M.O. Franklin Wu, Chief Director of Corporate Services Administrative Officer Staff Contact: David Ferguson, ,Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net Attachments: Attachment 1 PS-005-15 CL2015-3 Supply and Deliver Three Tandem Diesel Dump Trucks with Plow Equipment Attachment 2 PS-009-15 CL2015-14 Rickard Neighbourhood Park Construction Attachment 3 PS-016-15 CL2015-17 HY.A.C. Mechanical Controls Retrofit at the Municipal Administrative Centre Attachment 4 PS-013-15 CL2015-23 Electrical Services Attachment 5 PS-015-15 CL2015-25 2015 Bridge and Guide Rail Repairs Attachment 6 PS-012-15 RFP2015-4 Supply and Delivery of a new Pumper Truck Attachment 7 PS-007-15 RFP2015-8 Audit Services There are no interested parties to be advised of Council's decision. i MM/DF/cb i 16-13 Attachment 1 ciffiflooff Report Purchasing, Services Date: July 9, 2015 To: Frank Wu, Chief Administrative Officer From: David Ferguson, Purchasing Services Report#,: PS-00545 File#: CL2015-3 Subject: CL2015-3 Supply and Deliver Three Tandem Diesel Dump Trucks with Plow Equipment Summer Recess Procedure (Purchasing By-Law 2015-022 S. 73) Recommendafions: It is respectfully recommended to the Chief Administrative Officer the following: a) That Report PS-005=15 be receiVed; b) That Harper- Truck Centre with a total bid in the amount of $673,923.92 (net of H.S.T. Rebate), being the 1ow est responsible bidder meeting all terms, conditions and specifications of Tender CI-201S-3 be awarded the contract for the supply and delivery of three tandem:diesef:dump trucks with plow equipment; and c) That the funds required in the amount of$673,923.92 be drawn from the following account: Fleet Replacement 11.0-36-388-83642-740'1 ........................... ......................$443,923.92 Fleet New 110-36-388-83643=7401 .................................................. $230,000.00 16-14 Municipality of Clarington Report PS-005-15 Page 2 Recommended by: I- 'Ado Ferguson; Manag,`r, Purchasing Date Services Concurrent : ). Fred H Aa h, Director of Operations Q Date //W Ju � f Nancyprwl o rest�&f Finance ' ate Approved by* Frank Wu, Chief Administrative Officer Date DFljm cc: M. Marano, Director; Corporate Services 16-15 Municipality of Clarington Report PS-005-15 Page 3 Report Overview To request authorization to award Tender CL2015=3 for the supply and delivery of three tandem diesel dump trucks with plow equipment. .Background 1. Tender specifications for the supply and delivery of three tandem diesel dump trucks with plow equipment were provided by his Operations Department. Based on the information provided; Tender CL2015-3 was developed and issued by the Purchasing Services Division. 2. The tender was advertised electronically on the Municipality's website and on the Ontario Public Buyer's Association website. Subsequently, tenders were received and tabulated as per Attachment 1: 3. In view of the Summer Council Recess authorization is requested. to award the above contract in accordance with Purchasing By-Law #2015-022, Part 2, Section 73 - Council Recess Procedures. Analysis 4. Nine companies downloaded the tender document from the Municipality's website. 5. One submission was received in response to the tender call. The submission was deemed compliant. 6. After a review-and analysis of the bid by the Operations Department and the Purchasing Services Division, it.was determined that the only bid received was over budget, and contained minor concerns in the bid submission. Due to the unique situation of only receiving one bid and that one bid being over budget; we were able to discuss the bid submission with the bidder and negotiated a price reduction of$7,500 which. brought the cost down into budget. We were also able to address the minor concerns in the bid submission. 7. After further review and analysis of the revised bid submission, the Operations Department and the Purchasing Services Division mutually agreed that the only bidder; Harper Truck Centre be recommended for the award of contract for the supply and delivery of three tandem diesel dump trucks with plow equipment. 8. Harper Truck Centre has provided similar services to the Municipality of Clarington in the past and the level of service has been satisfactory. 9. The cost for the supply and delivery of three tandem diesel dump trucks"with plow 1 6-1 6 equipment is $673,923.92 (net of HST Rebate). Municipality of Clarington Report PS-005-15 Page 4 10; Queries with respect to the department needs, specifications,, etc, should be referred to the.Director of Operations. 11. Funding for this contract will be drawn from the following accounts: Fleet Replacement 110-36-388-83642-7401 ........:.....................,...................$443,923.92 Fleet New 110-36-388-83643-7401 ...:.......................,....................$2 0,0 3 00.00 Concurrence 12. This report has been reviewed by Fred Horvath; Director of Operations.. who concurs with the recommendations. Cohclusl.on 13. To award the contract to Harper Truck Centre for the supply and delivery of three tandem diesel dump 'trucks with plow. equipment as specified within Tender. CL2015-3. Strategic .Plan Application The recommendations contained in this .report supports investing in infrastructure as outlined in-the Strategic Plan. Staff. Contact: David Ferguson; Purchasing Manager, 905-623-3379 ext.2209.or dferguson@cfari_ngton.not Attachments: Attachment 1 - Bid Tabulation 16-17 Municipality.of Clarington Report PS-005-15 Page 5 Attachment 9 Municipoa-111" ', OfClarington Summary of Bid Results Tender CL2015-3 Supply and Deliver Three Tandem Diesel Dump Trucks with Plow Equipment Bidder Original Bid Negotiated Revised Bid . Revised Total (Including Discounfi (Including Bid. (net HST. HST HST Rebate): Harper Truck $756,837.-.84 $7,500 $748,362.84 $ 673,923.92 Centre .16-18 Attachment 2 11 Report Purchasing Services Date: July 22, 2015 To: Frank Wu, Chief Administrative.Officer From: David Ferguson, Purchasing Services. Report#: PS-009-15 File#: CL2015-14 Subject: CL2015-14— Rickard Neighbourhood'Park'Co"nstruction Summer Recess Procedure (Purchasing By-Law 2015-022, S. 73) Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: a) That Report PS-0.09=15 be received; b) That Orin.Contractors Corporation with.a total bid in the amount of$510,069.37 (net of H.S:T: Rebate), being the lowest:responsibl,e bidder meeting all terms, conditions and specifications of Tender CL2015-14 be awarded the contract for the completion of the work for Rickard Neighbourhood Park Construction, as required by the Municipality of Clarington, Engineering Services Department; and c) That the funds required in the amount of$510,069.38 be.drawn from the following account: Foster Creek Neighbourhood Park.......... .:......:................... .....:.........$571,253.00 110-32-325-83317.7401 E i 16-19 Municipality of Glarington Report PS-009-15 Page 2 Recommended.bv: J . r c David Ferguson, snag , Purchasing Da e Services Concurrence: TP y Canned , birector 9 Engineering Date ' Services L f ` t 16111.r' 'f 4iicy ay or, iredfar of Finance ` Date Approved by: Frank Wu, Chief Administrative Officer Date DF\cb cc: M. Marano,.Director,Corporate Services 16—'20 Municipality of Clarington Report PS-009-15 Page 3 Re port.Overview To request authorization to award Tender CL2015-14 for the construction of Rickard Neighbourhood Park. Background 1. Tender specifications for the construction of Rickard Neighbourhood Park:were. provided by the Engineering Services Department. Based on the information provided, Tender CL2015 714 was developed and issued by the Purchasing Services Division. 2. The tender was advertised electronically on the Municipality's website and on the Ontario Public Buyer's Association website: Subsequently,tenders were received and tabulated as per Attachment 1. 3. In view of the Summer. Council Recess authorization is requested,to award the above contract in accordance with Purchasing By-Law #2015-022, Part 2, Section 73 - Council Recess Procedures. i Analysis 4. Eighteen companies-downloaded the tender document from the Municipality's website. 5. Four submissions-were received in response to the tender call. All submissions were deemed. compliant. 6. After further review and analysis of the.low bid by the Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Orin Contractors Corporation be recommended for the contract of the construction of Rickard Neighbourhood Park. 7, Orin Contractors Corporation has not provided similar services to the Municipality of Clarington in.the past, however, references were contacted and stated that Orin Contractors Corporation has completed similar projects satisfactorily. 8. The funding required including contingency costs to complete the project is $560,193.00.(netof.HST Rebate). 9. Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering Services. f 16-21 Municipality of Clarington Report PS-009-15 Page 4 I.Q. Funding for this contract-will be drawn from the following account: Foster Creek Neighbourhood.Park 110 732-325-83317-7401....:;. .... 7 3.00 ........... .$5 1,25 Concurrence 11. This report has been reviewed by Tony Cannella, Director of Engineering Services . who concurs with the recommendations. Conclusion 12.. To award the contract.to Orin Contractors Corporation for the construction of Rickard Neighbourhood Parkas,specified within Tender CL2015 7-14. Strategic Plan Application The recommendations.contained in this report supports investing in infrastructure as outlined in the Strategic,Plan, Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or- dferguson @clarington.net Attachments; Attachment 1 - Bid Tabulation 16-22 Municipality of Clarington Report PS-009-15 Page 5 Attachment 1 Murvii.cipainy Of I i ton Summary of Bid Results Tender CL2015-14 Rickard Neighbourhood Park Construction Total bid Total Bid Bidder includiri HST ? net HST Rebate Orin Contractors $ 566,409.58 $ 510,Q69.37 Corr Oration Melfar Construction Inc. $574,568.84 $517,417:04 I Royal Crest Paving $630,440.56 $567,731:25 CSL Group Ltd. $768,96839 $692,479.85 i I i i 16-23 Attachment 3 ciffifigoi I Rep or�t Purchasing Services Date: August 31, 2015 To: Frank Wu, Chief Administrative Officer From: David Ferguson, Purchasing Services Report#: PS-016-15 File#: CL2015717 Subject: CL2015-17 HN.A.C. Mechanical Controls Retrofit at the Municipal Administrative Centre Summer Recess Procedure(Purchasing By-Law 2015-022, S. 73) Recommendations. It is respectfully recommended to the Chief.Administrative Officer the following: a) That Report PS-016-15 be received; b) That Map.leRidge Mechanical Contracting In with a total bid in the amount of $279;432.96.(net of H,S.T. Rebate)', being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2015-17 be awarded the contract for the H.V.A.0 Mechanical Controls Retrofit at the Municipal Administrative Centre; and c) That the funds required in the amount of$279,432.96 (Net HST Rebate) be drawn from the following account Energy Management Account 110-16-130-81613-7401........................$279,432.96 16-24 Attachment 3 Municipality of Clarington Report PS-;O 1645 Page 2 Recommended bv: XW46 David Ferguson,M pager; urchasing D fe Services Concufrence: i2e 0' (2-61. Fred H ry ire tor of Operations . Date /Z/Y 4a-2 r, N hcy Taylq , Director of Finahce/freasurer J bate Approved by: Frank Wu, Chief Administrative Officer Date i DF\jm cc: M. Marano, Director, Corporate Services j f j G 1 t 16-25 Attachment 3 Municipality of Clarington Report PS-016-15 Page*3 - Report Overview To request authorization to award Tender CL2015-17 for the completion of H.V.A.0 Mechanical Controls Retrofit at the'Municipal Administrative Centre. Background 1. Tender specifications for H.V.A.0 Mechanical Controls Retrofit at the Municipal Administrative Centre-were prepared and provided by MAT4 Site Engineers to the Operations Department. Tender CL201:5-17 was issued by the Purchasing Services Division. The tender was advertised electronically on the Municipality's website and on the Ontario Public Buyer's Association website. 2. In View of the Summer Council. Recess authorization is requested to award the . above contract in accordance with Purchasing By-Law#2015-022, Part 2, Section 73 —Council Recess Procedures Analysis 3. Three submissions were received in response to the tender call. Tenders received were tabulated as per Attachment 1. All submissions were deemed compliant. 4. After. further review and analysis- of the low bid by the Purchasing Services Division - and concurrence by the Operations Department, the consultant MAT4 Site Engineers; it was mutually agreed that the low bidder, Mapleridge Mechanical Contracting Inc: be recommended for the award .of contract forthe completion of H.V.A.0 Mechanical Controls Retrofit at the Municipal Administrative Centre. 5: References were checked and a Pre-award meeting was held with Mapleridge Mechanical Contracting Inc. towerify the bidder's knowledge of the work. Based, on this meeting and the reference checks, it is recommended to proceed with the award of this contract to the low bidder.Maplerid-ge Mechanical Contracting Inc. 6. After the review of the bids it was decided not to proceed with the work in the Library section of the Municipal Administrative Centre which was built in 2002. This change reduced the total cost to $279;432.96 (net HST rebate) down from the full tendered amount of$307,925.76 (net HST rebate)- 7: The funding required to complete the project is.$279;432.96 (net of HST Rebate). 16-26 Attachment 3 Municipality of Clarington Report PS-016-15 Page 4 8. The-required funds are within- budget.and =will be `drawn from the following G/L Account: Energy Management Account 110-16-130-81613-7401 .....:..:::........ $279,432:96 9. Queries with respect to the .department needs, specifications, etc. should be referred to the Director of Operations. ... concurrence 10. This report has been reviewed by Fred .Horvath, Director of Operations and Nancy Taylor, Director of Finance/Treasurer who concur with the recommendation. Conclusion 11. To award the contract to . Mapleridge Mechanical Contracting Inc. for the completion of the H.V,A.0 Mechanical, Controls. Retrofit at the Municipal, Administrative Centre as specified within Tender CL2015-17. Strategic Plan Application Not applicable. Staff Contact: David Ferguson,-Purchasing Manager, 905-623-3379 ext. 2209 or dferguson @clarington.net Attachments: Attachment 1 - Bid Tabulation 16-27 Attachment 3 Municipality of Clarington Report PS-016-16 Page 5 Attachment 1 Ex M munICIP: ality of . Q arin t o Summary of Bid Results Tender CL2015-17 H.V.A.C Mechanical Controls Retrofit at the Municipal Administrative Centre Bidder Total BMW Total Bid (including.H.S.T Net H..S.T Rebate). Ma lerid e Mechanical Contracting Inc $341,938.00 $307,925.76 Inte racon Inc. $472,792.00 $425,763.84 Prairie Plumbing $474;509:60 $427;310.59 "Total bids as read aut during the Public Tender Opening 16-28 Attachment 4 ciffifigon Report Purchasing Services Date: July 28, 2015 To: Frank Wu, Chief Administrative Officer From: David Ferguson, Purchasing Services Report#: PS-013-15 File#: CL2016-23 Subject: CL2016=23 — Electrical Services Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: a) That Report PS-013-15 be received; b) That George Moore Electrical with a total bid in the amount of$166,737.83 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2015-23 be awarded the contract for the provision of electrical services as required for the various Municipal Facilities; c) That the funds expended be drawn from the respective operating budgets; and d) That pending satisfactory service and pricing that the Purchasing Manager be authorized to extend the contract for up to two additional one year terms. i f f i I 16-29 1 Attachment 4 Municipality of Clarington Report PS=013-15 Page 2 Recommended bv: David Ferguson, Manage Purchasing U ;Date Services Approved by: Frank Wu, Chief Administrative Officer Date DF1sm cc: M. Marano, Director, Corporate Services 16-30 Attachment 4 IUlunicipality of Clarington Report PS-013-15 Page 3 � I Report Overview To request authorization to award Tender CL2015-23 for the provision of electrical services as required by the Municipality. Background 1. Tender specifications were prepared and issued by the Purchasing Services Division. 2. The tender was advertised electronically on the Municipality's website and on the Ontario Public Buyer's Association website. i Analysis 3. Twelve companies downloaded the tender document from the Municipality's website. I 4. Six submissions were received in response to the tender call. Tenders received were tabulated as per Attachment 1. All submissions were deemed compliant. 5. After further review and analysis of the low bid by the Operations, Community Services, and Purchasing Services, it was mutually agreed that the low bidder, George Moore Electrical be recommended for the award of contract for the provision of electrical services as required at the various Municipal owned j facilities. IIt 6. George Moore Electrical has provided services to the Municipality of Clarington in the past and the level of service has been satisfactory. 7. The annual cost is approximately $55,579.28 (net HST Rebate). The initial contract term is three years therefore the estimated value of the contract is approximately $166,737.83 (net HST Rebate). 8. The pricing received is firm for the initial three year contract. 9. The Municipality has the option to extend the contract for up to two additional one year terms pending satisfactory pricing and service. !' 10. The. expended funds be drawn from the respective departmental operating budgets. r 16-31 Attachment 4 Municipality of Clarington Report PS-013-15 _ Page 4 11. Queries with respect to the department needs should be referred to the respective Department Head. Concurrence 12. This report has been reviewed by Fred Horvath, Director of Operations, and George Acorn, Facilities Manager on behalf of Joseph Caruana, Director of Community Services who concur with the recommendation. Conclusion 13. To award the contract to George Moore Electrical for the provision of electrical services as required by the municipally owned and operated facilities as per terms, conditions and specifications of Tender CL2015-23. Strategic Plan Application Not Applicable. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net Attachments: Attachment 1 - Bid Tabulation 16-32 Attachment 4 Municipality of Clarington Report PS-013-15 Page 5 Attachment 1 Municipality of Claris ton Summary of Bid Results Tender CL2015-23 Electrical Services Bidder Total Bid 3 Year Total Bid 3 Year (Net HST Rebate) (Including HST) George Moore Electrical $166,737.83 $185,155.02 Advanced Electrical Services $241,018.56 $267,640.50 Multi-Service Electric Ltd. $246,676.92 $273,923.87 $259,724.59 $288,412.73 Cameron Contracting , DAC Power Systems $296,548.99 $329,304.60 TBR Mechanical/Electrical Inc. $331,121.95 $367,696.35 1 i i C f 16-33 j Attachment 5 ® Keport Purchasing Services Date: August 28, 2015 To: Frank Wu, Chief Administrative Officer From: David Ferguson, Purchasing Services Report#: . PS-015-15 File#: CL2015-25 Subject: CL2015-25 —2015 Bridge and Guide Rail Repairs Summer Recess Procedure (Purchasing By-Law 2015-022, S. 73) Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: a) That Report PS-015-15 be received; b) That All Services Inc. with a total bid in the amount of$ 462,835.01 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2015-25 be awarded the contract for the completion of the work as required by the Municipality of Clarington for the various Bridge and Guide Rail Repairs; and c) That the funds required in the amount of$600,000.00 (Net HST Rebate) including construction cost of$462,835.01 and other costs such as design inspection and contract administration, utility allowance, and contingency allowance be drawn from the following accounts: Structures Rehabilitation 110-32-330-83275-7401 (2015) ..................$ 519,000.00 Roadside Protection 110-32-330-83338-7401 (2015) ...................$ 81,000.00 16-34 i Attachment 5 Municipality of Clarington Report PS-015-15 Page Recommended by: 0 N/d 6 David Ferguson, Manage', Purchasing D�e Services Concurrence: 31 02615 Tony Cannella, Director of Engineering Date Avq zo Na 'y Tay r, Director of FinancelTreasurer j bate Approved by; Frank Wu, Chief Administrative Officer Date DF\sm cc: M. Marano, Director, Corporate Services 16-35 Attachment 5 Municipality of Clarington Report PS-015-15 Page.3 Report Overview To request authorization to award Tender CL2015-25 for the completion of the bridge and guide rail repairs as required by Engineering Department. Background 1. Tender specifications for bridge and guide rail repairs were prepared and provided by AECOM to the Engineering Department, Tender CL2015-25 was issued by the Purchasing Services Division. 2. The tender was advertised electronically on the Municipality's website and on the Ontario Public Buyer's Association website as well as in the Daily Commercial Newspaper. 3. In view of the Summer Council Recess authorization is requested to award the above contract in accordance with Purchasing By-Law#2015-022, Part 2, Section 73— Council Recess Procedures Analysis 4. Three submissions were received in response to the tender call. Tenders received were tabulated as per Attachment 1. All submissions were deemed compliant. 5. After further review and analysis of the low bid by the Engineering Department, and the Purchasing Services Division, it was mutually agreed that the low bidder, All Services Inc. be recommended for the award of contract for the completion of the repairs as per the tender specifications. 6. Based on past experience, it is recommended to proceed with the award of this contract to All Services Inc. 7. The funding required including design, inspection and contract administration, utility relocation and contingency costs to complete the project is $600,000.00 (net of HST Rebate). 8. The required funds are within budget and will be drawn from the following G/L Account: Structures Rehabilitation 110-32-330-83275-7401 (2015) .....I............$ 519,000.00 Roadside Protection 110-32-330-83338-7401 (2015) ............... $ 81,000.00 9. Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering. 16-36 i Attachment'5 Municipality of Clarington Report Ps-015-15 Page 4 Concurrence 10. This report has been reviewed by Tony Cannella, Director of Engineering and Nancy Taylor, Director of Finance/Treasurer who concur with the recommendation. Conclusion 11. To award the contract to All Services Inc. for the completion of the 2015 Bridge and,Guide Rail Repairs as specified within Tender CI-2015-25. Strategic Plan Application Not applicable. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net Attachments: Attachment 1 - Bid Tabulation Attachment 2 — Memo from Engineering I i j j 16-37 Attachment 5 Municipality of Clarington Report PS-015-15 Page 5 Attachment 1 ff MUI A 11CIMIlity, u-N-f Clar, gtowloftl p in , Summary of Bid Results Tender CL2015-25 2015 Bridge and Guide Rail Repairs Bidder Total Bid Total Bid (including H.S.T) Net H.S.T Rebate All Services Inc. $ 513,957.90 $ 462,835.01 McPherson Andrews Contracting Ltd. $ 879,546.24 $ 792,058.63 Bob Hendricksen Construction $ 927,169.52 $ 834,944.87 16-38 Attachment 5 Off-Ingmi" MEMO (Revised) TO: David Ferguson, Purchasing Manager FROM: Ron Albright,Assistant Director, Engineering Services DATE August 39, 2095 RE: 2015 Bridge and-Guide Rail Repairs CL2016.25 • I � The Engineering Services Department has reviewed the submissions for CL2015-26 j and offers the following comments. The project includes -repairs to the following bridges including installationfrepairs to guide rail on the approaches and over the structures. a .Lakeshore Rd,west of Newtonville Rd (Structure 98005) Reid Rd, south of Concession Rd 4 (Structure 98029) 9 Elliott Rd, south of Concession Rd 4 (Structure 980.37) ' a Lockhart Rd, south of Concession Rd 4 (Structure 98065) 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 $593,957.90, inclusive of.HST, or$462,835.01 net of HST rebate. A contingency amount of approximately 90% of construction costs is required for this project, based on past experience. Therefore, including other cost such as design, Inspection and contract administration, utility relocation, contingency and net HST costs, the Engineering Department advises of the following funding. Funding for.the project includes $433,780.00 from the Ontario Community Infrastructure Fund (OCIF), which is included in the Structures Rehabilitation account. f i G f i I 16-39 c Attachment 5 2015 Bridge and Guide Flail Repairs, CL2015-25 2 Aug 31,2015 Construction Cost, Based on Low Bid (net of HST)' $462,835.01 Other Costs (net of HST) $137,164.99 Total Project Cost $500,000.00 Allocated Financing Structdres Rehabilitation (2015), 110-32-330-832757401 $519,000.00 Roadside Protection (2015), 110-32-330-833387401 $81,000.00 * A more •detailed breakdown to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). Considering all project costs, there is sufficient funding available, 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 RA/sb/dv Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services 16-40 Attachment 5 2015 Bridge and Guide Rail Repairs, CL2015-25 3 Aug 31,2015 �1 77 # � � gQ�'� •q ? of I ROAD4 l �i ..' I { $ f "1tt l& C0.4CSSSb4 ROA08 Ni )H ROAD) 3 i [ E • f j0i,��ta'•. .; s' t ; �f C4iECESSlOY AOAD6 i ! Rows ! ./• s'E 1.t,. E ( f' 5lruclure 98037 Structure 98065 E > q yROAD� F !R ` [ $i �i. 1 CAYC�SSfO;E ni 3 1 SE( f i L { i C051A'iY+ll.E tC t ( 3 s 3 µi r 1 CO!iCLSSpN. ROADS i ( Structure 98026 d WIMAYZ [ BC WEtsvalle J r t 1 tf.3 � � ;.Ne'vrt jivllle t �o !� Y•i.,,; ��,t, ,�� t t H%3FCiYAYiOi' b�1� �'E'; ' S(` { t:'(�• �� a � C0;\C£SS,p4 R0ADE j +! usxo? 4 Structure 98005 E �1 i i Claringtoo CL2016.25 Key Map • I t 16-41 . Attachment 6 Report Purchasing services Date: July 22, 2015 To: Frank Wu, Chief Administrative Officer From: David Ferguson, Purchasing Services Report#: PS-012-15 File#: RFP2015-4 Subject: RFP2015-4- Supply and Delivery of a new Pumper Truck Summer Recess Procedure (Purchasing By-Law 2015-022 S. 73) Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: a) That Report PS-092-15 be received; . b) That Fort Garry Fire Trucks Ltd. with a total bid in the amount of$697,842.60. (net of H.S.T. Rebate), being the highest scoring bidder meeting all terms, conditions and specifications of the Request for Proposal RFP2015-4 be awarded the contract for the supply and delivery of a new Pumper Truck; c) That authority is given to renew this contract to allow the purchase of additional pumper trucks in up to four additional optional years to satisfy the needs of the Municipality based on available budget, satisfactory pricing, vendor performance, and service; and d) That the funds required in the amount of$697,842.60 be drawn from the following account, with the additional funds required to be transferred to the capital account from the fire equipment R/F in the amount of$22,842.60: 110 728-388-82824-7401 ...............................$ 697,842.60 16-42 • i Attachment 6 Municipality of Clarington Report PSrO12-15 Page,2 Recommended bv: David Ferguson, Manage Purchasing �'' Date Services Concurrence: C'J"" Go-6-Weir, Director of Emergency Services Date Fred Horvath, Director of Operations Date Op � it Nancy Taylor, O ire or 6VrIna6ce Date Approved by: Frank Wu, Chief Administrative Officer Date I DF\jm cc: M. Marano, Director, Corporate•Services �I I I i 16-43 Attachment 6 Municipality of Clarington Report PS-012-15 Page 3 Report Overviews To request authorization to award Request for Proposal RFP2015-4 for the supply and delivery of a new Pumper Truck. Background 1. Specifications for the supply and delivery of a new Pumper Truck were provided by the Emergency Services Department in consultation with the Operations Department. Based on the information provided, Request for Proposal RFP2015-4 was developed and issued by the Purchasing Services Division. 2. The Request for Proposal (RFP)was advertised electronically on the Municipality's website and on the Ontario Public Buyer's'Association website. 3. In view of the Summer Council Recess authorization is requested to award the above contract in accordance with Purchasing By-Law #2015-022, Part 2, Section 73 —Council Recess Procedures. Analysis 4. Twelve companies downloaded the tender document from the Municipality's website. 5. Six submissions were received in response to the tender call. Four of the . submissions were deemed compliant. 6. All proposals received were reviewed by the evaluation committee which consisted of representatives from the Emergency Services Department and the Operations Department. 7, The evaluation committee reviewed and scored the proposals in accordance with the pre-established evaluation Criteria as outlined in the RFP document. 8. Based on the evaluation rankings, two of the 4 firms passed into the next stage of the evaluation and scoring of the pricing. 9. Upon completion of the final evaluation scoring, the evaluation committee's recommendation is to award the contract to the highest ranked proponent - Foil Garry Fire Services Ltd. 10. Fort Garry-Fire Services Ltd. has provided similar services to the Municipality of Clarington in the past and the level of service has been satisfactory. 16-44 Attachment 6 Municipality of Clarington Report PS-012-15 Page 4 11. The Contract term is to supply.one_Pumper truck in the first year, with the option for the Municipality to renew the contract'for four additional optional one year terms provided that council approves budget for additional pumper trucks in those years and the vendor provides satisfactory pricing and service. 12. The cost for the supply and delivery of the supply and delivery of a new Pumper Truck is'$697,842.60 (net of HST Rebate).. i 13. Queries with respect to the department needs, specifications, etc. should be referred to the Director of Emergency Services. i 14. Funding for this contract will be drawn from the following account: 110-28-388-82824-7401.............:..... .............$ 697,842.60 15. Please note the 2015 budget for 110-28-388-82824 is $675,000. The additional funds required for this project are to be transferred from the Fire Equipment R/F. The total amount of additional funds required is $22,842.60 Concurrence 16. This report has been reviewed by Gord Weir, Director of Emergency Services who. concurs with the recommendations. i Conclusion 17. To award the contract to Fort Garry Fire Trucks Ltd. for the supply and delivery of a new Pumper Truck in accordance to all the terms conditions and specifications of RFP2015-4 and Fort Garry's Proposal. Strategic Plan Plan Application i Not applicable. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson @clarington.net Attachments: Attachment 1 — List of Proposals Received; I . I i 16-45 Attachment 6 Municipality of Clarington Report PS-012-15 Page 5 Attachment 1 M ®f Clarington Summary of Proposals Received Request for Proposal RFP 2015-4 Supply and Deliver a Pumper Truck Bidder Fort Garry Fire Trucks Ltd. Smeal Fire Apparatus Co Carrier Centre Inc Dependable Truck Eastway 911 Arnpnor Trucks Corp. 16-46 Attachment 7 ® MR Report Purchasing Services Date: July 13, 2015 To: Frank Wu, Chief Administrative Officer From: David Ferguson, Purchasing Services Report#: PS-007-15 File#: RFP2015-8 Subject: RFP2015-8 Audit Services Recommendations: I ' It is respectfully recommended to the Chief Administrative Officer the following.. a) That Report PS-007-15 be received; i b) That Grant Thornton LLP with a total bid in the amount of$303,473.76 (net of H.S.T. Rebate),being the highest ranked proponent meeting all terms, conditions and specifications of Request for Proposal RFP2015-8 be awarded the contract for the provision of Audit Services for a five year term; and c) That the funds required, $303,473.76 (net HST Rebate), be drawn on an annual basis over the five term from the Unclassified Administration—Audit.and Account fees account: 'j 100-21-211-00000-7154.......................... .....$ 303,473.76 i i 16-47 Attachment 7 Municipality of Clarington Report PS-007-15 Page 2 Recommended by: r' David Ferguson, Manall1r, Purchasing Date Services Concurrence: ao Nancy Tajlor, Di ctor of Finance/Treasurer bate Approved bar: Frank Wu, Chief Administrative Officer bate DF1jm cc: M. Marano, Director, Corporate Services 16-48 Attachment 7, Municipality of Clarington Report PS-007-15 Page 3 Report Overview To request authorization to award the five year contract for the provision of Audit Services as per RFP2015-8. i Background 1. The Finance Department provided specifications for the Audit Service requirements of the Municipality. Based on the information provided, Request for Proposal RFP2015-8 was developed and issued by the Purchasing Services Division. 2. The Request for Proposal (RFP) was advertised electronically on the Municipality's website and on the Ontario Public Buyer's Association website. 3. In view of the Summer Council Recess authorization is requested to award the above contract in accordance with Purchasing By-Law #2015-022, Part 2, Section 67 — Council Recess Procedures. Analysis 4. Four firms downloaded the RFP document from the Municipality's website. 5. Three submissions were received in response to the RFP call. All submissions were deemed compliant. and scored according the pre-established Evaluation criteria. 6. Representatives from the Finance Department and Purchasing Services scored each of the three proposals based on the pre-established Evaluation Criteria. Some of the areas on which the submissions were evaluated included the following: Previous Experience, Municipal Experience, Key Personnel, Ability to Complete the Project in Accordance with Schedule, etc. 7. Upon completion of the scoring of the Evaluation Team, all three firms passed the technical thresholds. It was determined that presentations would not be required so the next stage was the evaluation and scoring of the pricing. 8. Upon completion of the evaluation scoring the recommendation is to.award to the highest ranked proponent— Grant Thornton LLP. I 1 9. Grant Thornton LLP is the current provider of Audit Services for the Municipality of Clarington and their level of service has been satisfactory. j I 16-49 i Attachment 7 Municipality of Clarington Report PS-007-15 Page 4 10. The contract term is five years and has a total cost of $303,473.76 (Net HST Rebate). 11. Queries with respect to the department needs, specifications, etc. should be referred to the Director of Finance/Treasurer. 12. Funding for this contract will be drawn on an annual basis from the Unclassified Administration—Audit and Account fees account: 100..-21-211-00000-7154........................................................................$ 303,473.76 13. In accordance with the Purchasing By-law, Purchasing Services has consulted with the requesting department and recommends as follows: Following your approval as provided; by Section 73 of By-law, 2015-022, the Purchasing Manager be authorized to award a contract to Grant Thornton, Toronto, ON in the amount of$ 303,473.76 Net of HST Rebate, for the provision of Auditing Services being the highest ranked submission received. Concurrence 14. This report has.been reviewed by Nancy Taylor, Director of Finance/Treasurer who concurs with the recommendations. Conclusion 15. To'award the contract to Grant Thornton LLP for the provision of Audit Services in accordance to all terms, conditions and specifications of RFP2015-8 and their proposal. Strategic Plan Application Not applicable. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net Attachments: Attachment 1 _ List.of Proposals Received 16-50 Attachment 7 Municipality of Clarington Report PS-007-15 Page 5 Attachment 1 Municipality. of Clarington Summary of Proposals Received Request for Proposal RFP2015-8 Audit Services Grant Thornton LLP Collins Barrow Chartered Accountants BDO Canada LLP j �I I i r i 16-51 • i �I 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 Government Committee Date of Meeting: September 8, 2015 Report Number: FND-013-15 Resolution: I File Number: By-law Number: i Report Subject: 2015/2016 INSURANCE PROGRAM Recommendations: It is respectfully recommended that the General Government Committee recommend to Council the following: 1. That Report FND-013-15 be received; 2.. That the general insurance placement, in conjunction with the other member municipalities of the Durham Municipal Insurance Pool, with the Frank Cowan Company for an integrated pooling arrangement that includes integrated insurance coverages and common self- retention deductible levels for the period July 1, 2015 to June 30, 2016, at an approximate E cost to Clarington of$937,536 be confirmed; and 3. That Clarington strongly encourage the Association of Municipalities of Ontario to continue to seek joint and several liability change in Ontario and that the Association of Municipalities of Ontario be advised. t I ( i i i f I ( i I ( t I 17-1 Municipality of Clarington Report FND-013-15 Page 2 Report Overview 2015/2016 has been a very successful year for the Durham Municipal Insurance Pool and Clarington has benefitted strongly through a very minor 0.7% premium increase and increased integrated policy limits. This report is primarily an update to Council on the status of the DMIP and current initiatives being undertaken. 1 .0 Background 1.1 The purpose of this report is to provide an update to the General Government Committee regarding the status of the Municipality's insurance program. 1.2 This report also includes a review and update of the Durham Municipal Insurance Pool, which is now entering its fifteenth year of successful operations. 1.3 Clarington is a founding member of the Durham Municipal Insurance Pool which was established to achieve financial savings by co-operatively purchasing insurance coverages with local and pool level deductibles and by implementing common risk management practices. The Pool protects participating municipalities from increasing insurance premium costs through an alternative risk-financing program with a higher single deductible and collectively self-insuring claims within that deductible. Clarington has held the position as Chair of the Board of the Durham Municipal Insurance Pool since its inception. 1.4 The Durham Municipal Insurance Pool was launched in July 2000 with the participation of the Town of Ajax, Town of Whitby, Municipality of Clarington, Township of Brock, Township of Scugog, Township of Uxbridge and the Region of Durham. 1.5 Member municipalities are provided with coverage in the areas of general liability, errors and omissions, auto liability and property insurance. The Durham Municipal Insurance Pool provides municipal specific resources such as loss prevention programs, site audits and training. 2.0 2015/2016 Insurance Contract Renewal 2.1 Within the terms of the subscribers' agreement, the Durham Municipal Insurance Pool members agree to make a contribution sufficient enough to pay administration costs, expenses (including actuarial and audit), premiums and a claim funding amount that is supported by full actuarial projections and analyses. 2.2 The Durham Municipal Insurance Pool has been able to position itself to minimize the impact of increases in insurance premiums paid to insurance companies related to property, casualty and liability coverages. 17-2 Ili Municipality of Clarington Report FND-013-15 Page 3 2.3 Annually, the Durham Municipal Insurance Pool allocates the cost of the program to its members in the form of member contributions. It is their objective that annual contributions are sufficient to cover the total cost of the insurance premium, the payments for all self-insured claims, the administration costs and the risk management costs (including actuarial and audit services) for each year. The actuaries for the DMIP have allocated costs across the municipalities on an actuarially determined basis, utilizing considerations for current exposures, claim frequency and claim severity. The Board of Directors approves this levy allocation methodology every three years. Clarington's allocation for 2015/2016 is 12.6%. 2.4 When the cost of purchasing the insurance coverages for 2015/2016 is combined with the amount of funds that must be set aside for self-insured claims and the investment income anticipated for the 2015/2016 period the total increase will be 0.7%. i 2.5 The Board of Directors of the Durham Municipal Insurance Pool (of which Clarington sits as Chair), has placed coverage with the Frank Cowan Company for an integrated pooling arrangement. i 3.0 Benefits of an Insurance Pool ! i 3.1 The main components of the structure of the Durham Municipal Insurance Pool arrangements are summarized as follows: 3.2 Each municipality retains their respective current deductibles ranging from $5,000 to $100,000 (Clarington's deductibles are primarily $25,000); 3.3 The pool self-insures losses between these local deductibles and a per claim limit of $500,000 (on a group basis) for integrated coverages; 3.4 Under this structure, local municipalities are responsible for funding losses from $0 to their individual deductible amounts; i 3.5 Between these local municipal deductibles and the pooled retention limit of$500,000, the seven members share the cost on a collective basis; and G 3.6 Excess of a $500,000 per claim loss, the members purchase insurance from municipal insurers for protection on a collective basis against catastrophic claim losses. I 3.7 There are a number of benefits to participation in an insurance pool including: • Control over impact of premium increases from third party insurers. Since the premiums paid to insurers form approximately one-third of the total contributions I paid by participating municipalities, annual percentage increases by those third party insurers are spread over a much smaller premium cost. • Since the pool self-insures a majority of claims and there is a significant time lag before claims are paid, the interest earned by the Durham Municipal Insurance Pool, holding funds that would have been paid to insurance companies upfront I E 17-3 Municipality of Clarington Report FND-013-15 Page 4 through premiums to cover claim costs, is retained by the Pool rather than the insurers earning this interest. • Pool members have found that we can access risk management resources superior to those that individual municipalities could afford on their own. • The Pool provides significant education and professional support to pool members. • There is greater control by Durham Municipal Insurance Pool member municipalities in the area of administration governance and claims. • Members share in investment income as well as equity. • Member municipalities no longer pay for external adjusting fees for the majority of claims. It is estimated that Pool member municipalities have realized savings in excess of approximately $2 million in adjusting costs over the last ten years. • Durham Municipal Insurance Pool and member municipalities have instituted a proactive claims reporting process. This has resulted in early investigation of claims and establishment of reserves and can then result in an early resolution, thereby reducing overall claim costs. • Risk management services included presentations and seminars to staff of member municipalities, contract wording reviews (liability transfers, hold harmless agreements, insurance clauses in leases, etc.), risk management software and property valuations. These items come at a cost that would not normally be affordable for each individual municipality. 4.0 Durham Municipal Insurance Pool Surplus Distribution 4.1 The Durham Municipal Insurance Pool continues to be financially stable. Any surplus for the Pool that is generated due to investment income and better than expected claims experience is to ensure that the Pool has sufficient resources for unexpected or adverse development of claims. In September 2014, the financial strength of the DMIP was illustrated when DMIP distributed back to pool members $1.5 million in surplus funds based on the approximate $9.5 million in accumulated surplus reported in the DMIP's June 30, 2014 audited financial statements. 4.2 It was recommended that Clarington's share of the Durham Municipal Insurance Pool surplus distribution in the amount of$202,950 be deposited into the Self Insured Losses Reserve to be used for risk management initiatives. To date, funds have been allocated for a road safety audit, sidewalk grinding, risk management training, an IT risk assessment, a parking lot risk review, and rural trees. 17-4 Municipality of Clarington Report FND-013-15 Page 5 5.0 Joint and Several Liability 5.1 Last year, Clarington supported a strong push by Association of Municipalities of Ontario to seek joint and several liability reform by pursing the combined model. 5.2 Joint and several legislation (also known as the 1% rule), may oblige a defendant which is only 1% at fault, to pay the entire judgement which unfairly puts the burden of paying the majority of liability losses on Ontario municipalities. i 5.3 After many years of effort, it appeared that the Ministry of the Attorney General was willing to act and reform the outdated principle of joint and several liabilities in the j Province of Ontario. 5.4 In the spring of 2014, all Parties in the Legislature passed a motion which called on the government to implement a solution by the summer. i 5.5 In the Association of Municipalities of Ontario's policy update dated August 21, 2014, municipalities were advised: i "On joint and several liability: The Attorney General, the Hon. Madeline Meilleur advised that she was not going ahead with any of her Ministry's proposed solutions to provide some reasonable limits on the impacts of joint and several liability. In the spring, all Parties in the Legislature (including the Liberals) passed a motion which called on the government to implement a solution by this summer. The province is offering no lifeline for municipal governments when it comes to this matter and is siding with the trial lawyers and Law Commission of Ontario. (The Commission only reviewed joint and several liability in the context of the Ontario Business Corporations Act, legislation which does not apply to the municipal circumstance.) Delegates were extremely disappointed with the news, after a year of solid work to arrive at a potential solution that would help address a portion of the j challenge. Association of Municipalities of Ontario has advised the government that it will not be easing up. Municipal governments cannot afford to be the insurer of last resort when at minimal fault or to assume the responsibility of others' mistakes." 5.6. It is therefore recommended that the Association of Municipalities of Ontario continue its efforts in this regard. r 6.0 Status of Insurance Claims 6.1 Each department in the Municipality has a role to play in risk management practices to reduce claims as well as claims handling practices to reduce exposure when claims are received. Ongoing training occurs, both as components of annual departmental training E programs, as well as specific risk management or claims handling seminars co-ordinated or hosted through the finance department. 6.2 Clarington has incurred 193 claims over the past five ears that have resulted in 9 p Y approximately $1.8 million in net payments to date. Currently there are approximately 50 outstanding claims with an estimated financial impact of$3.1 million. As referenced above, Clarington pays the deductible and the balance of the costs are covered through 17-5 Municipality of Clarington Report FND-013-15 Page 6 the DMIP and the Frank Cowan Company. This forms part of the annual municipal insurance budget. 6.3 The bulk of the claims relate to slips, trips and falls on municipal sidewalks and motor vehicle accidents. 7.0 Risk Management 7.1 As Council is aware, the Frank Cowan Company presented the Municipality of Clarington with the inaugural $10,000 Excellence in Municipal Risk Management Award at the Federation of Canadian Municipalities Sustainable Communities Conference Award Ceremony on February 11, 2015. This is an example of the dedication of the municipal staff towards risk management initiatives and reflects a cross-departmental effort to improve business practices. 8.0 Concurrence - Not applicable 9.0 Conclusion 9.1 Risk pooling is a long-term management strategy. It is not a "quick fix" for insurance pricing problems. The full benefits of participation in a risk pool are not fully realized for several years. The Durham Municipal Insurance Pool has now been in existence for a sufficient period of time that these benefits are being realized on an annual basis. The DMIP has been in place for 15 years and is an outstanding achievement in alternative service delivery. 9.2 For the 2015/2016 year, the Durham Municipal Insurance Pool has been successful in obtaining a favourable insurance placement with minimal cost increases and expanded coverages. Participation in the Durham Municipal Insurance Pool has provided a successful mechanism both to control insurance costs as well as promote risk management practices to reduce claims and protect against lawsuits. Therefore Clarington proceeded with the insurance placement in conjunction with the Durham Municipal Insurance Pool with the Frank Cowan Company, pursuant to our subscribers' agreement. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. 17-6 i Municipality of Clarington Report FND-013-15 Page 7 Submitted by: J/`( , r' �% , !( �� Reviewed by: Nancy Tav46r, BB C A, CA Franklin Wu, Director of Finance/Treasurer Chief Administrative Officer NT/hj I Staff Contact: Nancy Taylor, Director of Finance/Treasurer, 905-623-3379 ext. 2602 or ntaylor @clarington.net The following is a list of the interested parties to be notified of Council's decision: Association of Municipalities of Ontario I i I j c 17-7 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 Government Committee Date of Meeting: September 8, 2015 Report Number: FND-014-15 File Number: Department File# By-law Number: Report Subject: Financial Update as at June 30, 2015 Recommendations: 1. That Report FND-014-15 be received for information. i I i G f f I I G t i I 17-8 (' i I Municipality of Clarington Report FND-014-15 Page 2 Report Overview The purpose of this report is to update Council on the overall budget variances as of June 30, 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. Second 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 June 30, 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 June 30, 2015 totalled $42,013,566 which represents 102% of the second quarter budget. Year to date revenues totalled $65,274,121 which represents 106.1% of the second 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 June 30, 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 June 30, 2015. Revenues exceed the expenditures. The positive net position is higher than budgeted at 114.43%. 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 CAO's office net expenditures are.at 106.4% as of June 30, 2015. The Port Granby expenditures and recovery of these expenditures is now monitored by the Corporate Initiatives Officer. Both the higher revenue and expenditures can be attributed to Port Granby. There is often a timing difference between expenditures 17-9 Municipality of Clarington Report FND-014-15 Page 3 and the issuing of the invoices for recovery of expenditures. Overall the CAO's office is on track with the second quarter budget. 2.5 The Legal net expenditures are at 105.4% as of the second quarter budget. As noted previously in first quarter report, professional fee recoveries are higher than budgeted as of June 30 due to Clarington Wind recoveries. Legal expenditures are at 43.9% of the total 2015 budget. Due to the changeable timing of legal activities over the year, it is better to compare the total budget expenditures rather than quarter to quarter. 2.6 The Clerks net expenditures are at 115.65% as of June 30, 2015. Municipal Law Enforcement revenues are higher than budgeted. This can be attributed in part to an increase in parking fines starting in May. Also, sidewalk snow clearing fines are now reported as a revenue and a recoverable expense thereby increasing both revenue and expenditures. This has offset the lower animal licencing fees. In May 2015, the . Clerks department introduced an online animal licencing system. It is expected to increase animal licencing revenues over the year. Wildlife damage claims which can be difficult to predict have increased in the first half of 2015. 2.7 Emergency Services net expenditures are at 104.47% of the second quarter 2015 budget. The revenues are slightly higher than the budget due to MTO emergency calls which are unbudgeted revenues. Expenditures are above budget due in general to salary and wage accounts. Higher electricity costs are also a factor.` 2.8 Engineering net expenditures are 92.18% as of June 30, 2015. This is due in large part to the building permit revenues. Also, the inspections fees and the associated transfer to the reserve funds has increased from building activity. The variance in the debenture payments is due to interest accrual entries which will be posted at year- end. Overall the revenues and operating expenditures are on target. 2.9 Operations net expenditures are at 105.21% as of June 30, 2015. Revenues are higher than the budgeted amount at 181.18% at the end of the second quarter due to due to cemetery revenues, sports field rentals and senior snow clearing revenues. Also due to the severity of the 2014/2015 winter, there are increased revenues from the snow clearing and spring clean-up of unassumed developments. While revenues are higher than budgeted as June 30, 2015, the Municipality had budgeted for waste royalties which will not be received. Due to a legal settlement there will be a write off of$91,300 for 2015 royalties and a reduction in the amount owing from 2014. Operating expenditures are higher than budgeted as of June 30, 2015 at 112%. 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 I effect of the harsh winter and the ice storm of 2014 resulted in a significant increase in winter control costs that continued into 2015. Some of these costs are recoverable as noted in the higher revenues. However, many of the winter maintenance expenditures already exceed the total 2015 budget amounts, i 17-10 Municipality of Clarington Report FND-014-15 Page 4 2.10 Community Services net expenditures are at 93.57% of the June 30, 2015 budget. Revenues are higher than budgeted overall at 104.78% at the end of the second quarter. Revenues for recreation programs such as day camps, fitness programs and aquatics at CCC and NRDC are higher than budgeted. Currently, the higher expenditures for programs and facilities is offset by the increased revenues. Electricity costs continue to be over budget. There will be increased pressure on the expenditures with the addition to the Community Services of the Older Adult Programmer and the Older Adult Coordinator approved after finalization of the 2015 budget. 2.11 Boards and agencies are on budget. The slight increase is due to a capital budget transfer to the library approved in prior years. This is offset by a non-departmental revenue transfer from reserve fund from a previous commitment. Also, the original grant of$55,000 to the COAA is on hold pending the finalization of their revised 2015 budget. This will be updated in the third quarter report. 2.12 Attachment 2, Continuity of Taxes Receivable for the six months ending June 30, 2015 provides the status of the taxes billed and collected by the Municipality during this time period. A total of$37,685,675 in interim tax bills and $32,856,433 in final tax bills were issued to property owners in the Municipality during the second quarter. At the end of June 2015, a total of$11,569,410 remains unpaid compared to June 2014 taxes receivable of$11,144,819. The net balance is $424,591 higher or 3.8% higher than the prior year at this time. This is generally attributed to a timing issue as conditions continue to be favourable in this area. 2.13 Attachment 3, Investments Outstanding as of June 30, 2015 provides the status of the Municipality's general, capital, and reserve fund investment holdings at the end of second quarter of 2015. The Municipality at June 30, 2015 holds $0 in general fund investments, $0 in capital fund investments, $9,122,087.68 in Development Charge reserve fund investments and $45,849,275.57 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 438197 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 continuing low interest environment. The short term interest rates and current cash flow needs are reviewed on a regular basis. Clarington investments are very conservative in nature and only high quality investments are chosen as per the policy. Due to the changing economy in western Canada, investments in Canadian Western Bank (CWB) were sold in August. This action will reduce the exposure of the Alberta economy currently weakening from the changes in the oil and gas industry. 2.14 Attachment 4, Debenture Repayment Schedule provides the status of the Municipality's long term debt obligations as of January 1, 2015. The Municipality has 17-11 Municipality of Clarington Report FND-014-15 Page 5 $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. 2.15 Attachment 5, Municipal Development Charges as of June 30, 2015 provides the total Municipal Development charges collected of$6,216,905.86. 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 June 2015, there were 532 units. 2.16 Analysing the number of units issued as of the second quarter of 2015, there was an increase of 41.5% compared to the same period in 2014. Comparing the total dollars collected as of June 30, 2015 to the same period in 2014, there was a small decrease of 0.6% in municipal development charges collected. Most notably the increase is due to apartment development. 2.17 As an update to the appeal to the Municipality's 2010 Development Charges By-law, all refunds pertaining to the Ontario Municipal Board have now been issued. No appeal was received within the legislative timeframe on the Municipality's 2015 Development Charges By-law. 3. Concurrence i Not Applicable I i 4. Conclusion It is respectfully recommended that the second quarter of 2015 financial update report be received for information. f 5. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. i Submitted by: r� d'� ap'i'� �.�' �' � Reviewed by: N^ Nancy Taylor B¢A, CPA, CA Franklin Wu, , Director of Finance/Treasurer Chief Administrative Officer C Staff Contact: Nancy Taylor, Director of Finance/Treasurer, 905-623-3379 ext. 2602 or ntaylor @clarington.net C 17-12 Municipality of Clarington Report FND-014-15 Page 6 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 17-13 THE MUNICIPALITY OF CLARINGTON _ (ATTACHMENT 1 SUMMARY OF OPERATING EXPENDITURES,&REVENUES FOR THE SIX MONTHS ENDING JUNE 30,2015 to Report FND-014-15 2015' 2015' 2015 YTD! 2015 YTD 2014 2014 2014 YTD 2015 Qtr 2' 2015 Qtr 2 Quarter 2015 2015 Budget YTD Actual YTD Unexpended %Expended Budget YTD Actual YTD Unexpended YTD Budget YTD Actuals %Expended Total Budget %of Annual Budget Spent 05 NON-DEPT'L ACCTS Municipal&BIA Taxation (52,637,756) (52,913,470) 275,714 100.52% (49,858,508) (50,413,946) 555,438 (27,822,022 29 114,500, ( ) 106.03% (53,242,756) 99.38 Other Revenues&Contributions (4,014,695) (6,792,166) 2,777,471 169.18% (3,065,256) (5,323,287) 2,258,031 (3,465,716) (6,195,870) 178.78% (7,712,694) '88.06% Revenue/Recoveries/Taxation (56,652,451) (59,705,636) 3,053,185 105.39% (52,923,764) (55,737,233) 2,813,469 (31,287,738) (35,695,984) 114.09% (60,955,450) 97.95% Expenditures r 194,230 194,230 0 100.00% 190,000 190,000 0 0 0 #DIV/0! 194,230 100.00% Net Expenditures (56,458,221) (59,511,406) 3,053,185 105.41% (52,733,764) (55,547,233) 2,813,469 (31,287,738) (35,695,984) 114.09% (60,761,220) 97.94% 10 MAYOR&COUNCIL Net Expenditures 439,104 445,463 (6,359) 101.45% 458,818 399,421 59,397 209,681 252,840 120.58% 903,733 49.29% 13 ADMINISTRATOR'S OFFICE Revenue/Recoveries (42,106) (59,494) 17,388 141.30% (26) (799) 773 (42,042) (59,437) 141.38% (85,500) 69.58% Expenditures 341,129 377,937 (36,808) 110.79% 312,727 301,137 11,590 148,677 155,090 104.31% 747,794 50.54% Net Expenditures 299,023 318,443 (19,420) 106.49% 312,701 300,338 12,363 106,635 95,653 89.70% 662,294 48.08% 14 LEGAL ADMIN Revenue/Recoveries (39,818) (59,530) 19,712 149.51% (20,816) (29,174) 8,358 (22,572) (25,367) 112.38% (105,000) 56.70% Expenditures 188,563 216,329 (27,766) 114.73% 215,385 198,657 16,728 101,468 92,404 91.07% 462,087 46.82% Net Expenditures 148,745 -156,799 (8,054) 105.41% 194,569 169,483 25,086 78,896 67,037 84.97% 357,087 43.91% 16 CORPORATE SERVICES Revenue/Recoveries (76,126) (63,518) (12,608) 83.44% (162,963) (167,432) 4,469 (15,951) (13,264) 83.15% (100,500) 63.20% Expenditures 2,334,413 2,270,013 64,400 97.24% 2,518,488 2,351,414 167,074 1,267,623 1,203,399 94.93% 4,718,536 48.11 Net Expenditures 2,258,287 2,206,495 51,792 97.71% 2,355,525 2,183,982 171,543 1,251,672 1,190,135 95.08% 4,618,036 47.78% 19 CLERK'S Revenue/Recoveries (297,759) (448,677) 150,918 150,68% (334,901) (295,464) (39,437) (181,394) (268,740) 148.15% (629,300) 71.30% Expenditures 1,402,280 1,726,072 (323,792) 123.09% 1,571,949 1,544,183 27,766 774,434 1,049,209 135.48% 2,914,872 59.22° Net Expenditures 1,104,521 ' 1,277,395 (172,874) 115.65°/ 1,237,048 1,248,719 (11,671) 593,040 780,469 131.60% 2,285,572 55.89% 21 FINANCE&UNCLASS.ADMIN Revenue/Recoveries (777,153) (686,506) (90,647) 88.341% (806,367) (832,489) 26,122 (431,073) (353,073) 81.91% (1,564,000) 43.89% Unclassified Admin&Board of Trade 1,951,661 1,851,794 99,867 94.88% 1,409,191 2,084,400 (675,209) 1,096,508 1,553,692 141.69% 2,406,973 76.93% Operating Expenditures 1,112,174 1,120,618 (8,444) 100.76% 1,170,892 1,118,230 52,662 564,649 556,829 98.62% 2,324,331 48.21% Expenditures 3,063,835 2,972,412 91,423 97.02% 2,580,083 3,202,630 (622,547) 1,661,157 2,110,521 127.05% 4,731,304 62.82% Net Expenditures 2,286,682 2,285,906: 776 99.97% 1,773,716 2,370,141 (596,425) 1,230,084 1,757,448 142.87% 3,167,304 72.17% 28 EMERGENCY SERVICES-FIR_E Revenue/Recoveries (29,107) (56,257) 27,150 193.28% (11,099) (154,015) 142,916 (8,399) (12,969) 154.41% (49,000) 114.81% Expenditures 5,640,651 5,918,708 (278,057) 104.93%1 5,633,491 5,443,770 189,721 3,009,430 3,199,661 106.32% 11,506,881 51.406 J Net Expenditures 5,611,544 5,862,451 (250,907) 104.47%1 5,622,392 5,289,755 332,637 3,001,031 3,186,692 106.19% 11,457,881 51.17 ( THE MUNICIPAL (ATTACHMENT 1 ITY OF CLARINGTON j SUMMARY OF OPERATING EXPENDITURES&REVENUES FOR THE SIX MONTHS ENDING JUNE 30,2015 C71 to Report FND-014-15 2015 2015: 2015 YTD; 2015 YTD 2014 2014' 2014 YTD 2015 Qtr 2 2015 Qtr 2 Quarter 2015 2015 Budget YTD Actual YTD Unexpended %/Expended Budget YTD Actual YTD Unexpended YTD Budget YTD Actuals %Expended Total Budget %of Annual Budget Spent 32 ENGINEERING SERVICES Revenue/Recoveries (661,902) (1,005,671) 343,769 151.94% (530,243) (1,081,821) 551,578 (339,855) (677,039) 199.21% (1,359,500) 73.97% Debenture Payments 522,189 433,608 88,581 83.04% 640,000 0 640,000 0 0 #DIV/01. 522,189 83.04% Operating Expenditures 4,154,647 4,272,892 (118,245) 102.85% 3,863,889 3,887,246 (23,357) 3,204,445 3,440,695 107.37% 6,284,391 67.99% Expenditures 4,676,836 4,706,500 (29,664) 100.63% 4,503,889 3,887,246 616,643 3,204,445 3,440,695 107.37% 6,806,580 69.15% Net Expenditures 4,014,934 3,700,829 314,105 92.18% 3,973,646 2,805,425 1,168,221 2,864,590 2,763,656 96.48% 5,447,080 67.94% 36 OPERATIONS Revenue/Recoveries (184,924) (335,043) 150,119 181.18% (192,544) (264,018) 71,474 (153,822) (280,791) 182.54% (606,100) 55.28% Operating Expenditures 7,452,718 8,346,349 (893,631) 111.99% 6,568,659 8,470,440 (1,901,781) 4,441,827 4,708,875 106.01% 14,888,669 56.06% Fleet&Debenture Pmts 804,401 481,222 323,179 59.82% 603,698 283,864 319,834 460,253 450,575 97.90% 1,163,820 41.35% Expenditures 8,257,119 8,827,571 (570,452) 106.91% 7,172,357 8,754,304 (1,581,947) 4,902,080 5,159,450 105.25% 16,052,489 54.99% Net Expenditures 8,072,195 8,492,528 (420,333) 105.21% 6,979,813 8,490,286 (1,510,473) 4,748,258 4,878,659 102.75% 15,446,389 54.98% 42 COMMUNITY SERVICES Revenue/Recoveries (2,559,268) (2,681,641) 122,373 104.78% (2,364,799), (2,463,838) 99,039 (816,592) (854,353) 104.62% (4,708,215) 56.96% Annual Grants&Debenture Pmts 3,205,368 2,976,414 228,954 92.86% 3,212,157 3,070,132 142,025 100,000 77,205 77.21% 3,205,368 92.86% Expenditures 8,385,451 8,133,100 252,351 96.99% 8,369,826 7,968,280 401,546 3,126,069 2,982,938 95.42% 13,578,789 59.90% Net Expenditures 5,826,183 5,451,459 374,724 93.57%% 6,006,027- 5,504,442 500,585 2,309,477 2,128,585 92.17% 8,870,574 61.46% 50 PLANNING SERVICES Revenue/Recoveries (200,598) (172,148) (28,450) 85.82% (160,531) (224,377) 63,846 (95,961) (55,648) 57.9900/% (405,000) 42.51% Expenditures 2,306,816 2,180,462 126,354 94.52% 2,265,443 2,431,229 (165,786) 1,576,231 1,481,592 94.00% 3,980,012 54.79% Net Expenditures 2,106,218 2,008,314 97,904 95.35%% 2,104,912 2,206,652 (101,940) 1,480,270 1,425,944 96.33% 3,575,012 56.18% BOARDS&AGENCIES Net Expenditures 3,963,928 4,044,769 (80,841) 102.04%% 3,864,515 3,796,036 68,479 2,114,333 2,249,631 106.40% 3,970,258 101.88%% TOTAL OPERATING: _ Revenue/Recoveries (61,521,212 65,274,121 3,752,909 106.1% ) ( ) (33,395,399)1 (38,296,665) 114.68% (70,567,565) 92.50%% ( ) (57,508,053, 61,250,660 3,742,607 Expenditures _ 41,194,355 1 42,013,566 (819,211) 102.0% 39,656,971 40,468,307 (811,336) 22,095,628 j 23,377,430 105.80% 70,567,565 59.54%% Net Difference (20,326,857)1 (23,260,555) 2,933,698 114.43% (17,851,082) (20,782,353), 2,931,271 (11,299,771) (14,919,235) 132.03% 0 I Municipality of Clarington Attachment 2 to Report FND-014-15 CORPORATION OF THE MUNICIPALITY OF CLARINGTON Continuity of Taxes Receivable for the Second Quarter of the Year 2015 March 31,2015 JUNE JUNE BEGINNING BALANCE INTEREST TAXES PAYMENTS/ 2015 2014 RECEIVABLE ADDED BILLED BALANCE ADJUST.* CURRENT YEAR TAXES (7,243,069) 70,542,108 63,299,039 (55,688,876) 7,610,163 6,741,746 PENALTY AND INTEREST 22,274 156,505 178,780 90293 88,487 89,053 FIRST PRIOR YEAR TAXES 3,638,518 - 3,638,518 (1,055,198) 2,583,320 2,961,737 PENALTY AND INTEREST 192,564 119,144 311,707 128,679 183,028 219,453 SECOND PRIOR YEAR TAXES 1,037,179 1,037,179 (312,374) 724,805 839,510 PENALTY AND INTEREST 94,946 33,773 128,720 56,435 72,284 85,766 THIRD&PRIOR YEARS TAXES 231,805 231,805 (33,493) 198,313 138,073 PENALTY AND INTEREST 105,587 8,292 113,879 4,869 109,011 69,481 SUB-TOTAL (1,920,194) 317,714 70,542,108 1 68,825,748 (57,370,217)1 11,569,410 1 11 144,819 ITOTAL (1,920,194)1 317,714 1 70,542 108 1 68,825 748 (57,370,217)1 11,569,410 1 11,144,819 Includes refunds,write-offs,357's,etc. NOTES: 2015 Interim Instalment months(for all classes): February and April 2015 Final Instalment months(for non-capped classes): June and September 2015 Final Instalment months(for capped classes): August and September I i 17-16 Attachment 3 to Municipality of Clarington Report FND-01.4-15 INVESTMENTS OUTSTANDING As at June 30,2015 ORIGINAL ISSUER OF TYPE OF RATING PURCHASE COST OF INTEREST MATURITY MATURITY INVESTMENT INVESTMENT I DATE INVESTMENT RATE I DATE AMOUNT GENERALFUND GENERAL FUND Total: - CAPITAL FUND CAPITAL FUND Total: - - NON DEV.CHARGE MONIES(including STATEGIC CAPITAL) RBC GIC H 26-Jun-15 32,766.00 0.95% 26-Sep-1 5 32,842.75 BMO GIC H 26-Sep-1 1 624,188.00 2.00% - 28-Sep-1 5 675,641.17 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 2.54% 28-Mar-16 195,351.00 Tangerine 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 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 2.100/. 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 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-1 3 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 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-1 9 893,069.79 Tangerine GIC H 02-Dec-14 1,191,382.00 2.56% 02-Dec-19 1,351,889.19 Tangerine GIC H 18-Dec-14 1,045,809.00 2.56% 18-Dec-19 1,186,704.08 BNS GIC H 01-Jun-15 1,500,632.00 2.10% 01-Jun-20 1,664,956.59 Prov BC Bond H 11-Dec-13 2,369,685.75 2.70% 18-Dec-22 2,425,000.00 (C) NON D/C Total: 45,849,275.57 51,242,902.08 DEV.CHARGE FUNDS ONE FUND Bond NR 08-Aug-00 3,784,726.68 n/a 3,784,726.68 (D) ONE FUND Equity NR 31-Jan-07 500,000.00 n/a 500,000.00 (D) RBC GIC H 02-Jun-15 71,470.00 0.95% 30-Nov-15 71,806.69 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 (C) DC Total: 9,122,087.68 9,473,960.94 TOTAL INVESTMENTS 54,971,363.25 60,716,863.02 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 17- 17 Attachment 4 of Muncipality of Clarington Report FND-014-15 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. i I I I r i 17-18 I Municipality of Clarington Attachment 5 to Report FND-014-15 MUNICIPAL DEVELOPMENT CHARGES MONTH OF JUNE 2015 2014 MUNICIPAL NUMBER MUNICIPAL NUMBER %CHANGE OF UNITTYPE DEV.CHARGES PAID OF UNITS DEV.CHARGES PAID OF UNITS DEV.CHGS 2015-2014 Single/Semi-Detached -New construction $ 1,458,068.00 105 $ 996,160.00 64 -Additions $ - 0 Townhouse $ 98,648.00 8 $ 67,790.00 5 Apartment $ 1,478,093.00 223 $ - 0 Commercial $ - 0 Agricultural $ - 0 Government $ - 0 Institutional $ - 0 Industrial $ 142,476.99 1 $ 24;024.48 3 TOTAL $ 3,177,285.99 337 $ 1,087,974.48 72 192.0% MUNICIPAL DEVELOPMENT CHARGES JANUARY TO JUNE-YEAR TO DATE 2015 2014 MUNICIPAL NUMBER MUNICIPAL NUMBER %CHANGE OF UNITTYPE DEV.CHARGES PAID OF UNITS DEV.CHARGES PAID OF UNITS DEV.CHGS 2015-2014 Single/Semi-Detached -New construction $ 4,332,774.00 285 $ 5,196,172.00 335 -Additions $ 172.10 1 $ 2,928.64 2 Townhouse $ 247,186.00 19 $ 433,364.00 32 Apartment $ 1,478,093.00 223 $ - 0 Commercial $ 8,120.82 1 $ 7,683.93 1 Agricultural $ - 0 $ - 0 Government $ - 0 $ - 0 Institutional $ - 0 $ - 1 Industrial $ 149,959.94 3 $ 615,718.41 5 TOTAL $ 6,216,905.86 532 $ 6,255,866.98 376 -0.6% 17-19 Uarington Legal Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. i Report To: General Government Committee Date of Meeting: September 8, 2015 j Report Number: LGL-008-15 j i File Number: Department File #L1000-31 By-law Number: Report Subject: Orono Business Improvement Area By-law Recommendations: 1.1 That Report LGL-008-15 be received; 1.2 That, in accordance with subsection 21 0(l) of the Municipal Act, 2001, staff be directed to provide notice of the proposed by-law attached (Attachment 1) to Report LGL-008-15 to the current Board of Management of the Orono Business Improvement Area and to every member of the current Orono Business Improvement Area; and 1.3 That staff report back to Council on any objections received after the time for filing such objections (60 days after the last day of mailing of the notices) has passed. I i i F i I d I` i h 18-1 Municipality of Clarington Page 2 Report LGL-008-15 Report Overview Staff are recommending that Council update the Orono Business Improvement Area By- law, 2. Background 2.1 In 1981 the Town of Newcastle designated an area in the Village of Orono Central Business District as an improvement area and established a board of management in accordance with the predecessor to what is now section 204 of the Municipal Act, 2001. 2.2 Other than two minor amendments in 1989 (to cap the budget at $20;000) and 1994 (to clarify the term of board appointments), the Orono Business Improvement Area By-law (No. 81-1) has not been amended or updated. 3. Discussion 3.1 In the opinion of staff, it is appropriate for Council to update the Orono BIA by-law by passing the by-law attached to this Report as Attachment 1. 3.2 As compared to the existing by-law (No. 81-1, as amended), there are no substantive changes proposed other than changes required to bring the by-law up-to-date in terms of current legislation (e.g. Municipal Act, 2001, Municipal Conflict of Interest Act and Municipal Freedom of Information and Protection of Personal Privacy Act) and current Municipal policies and practices (e.g. auditing, financial support and insurance coverage). 3.3 The proposed by-law reaffirms the boundaries of current BIA. 3.4 The wording in sections 6 through 11, 13 through 16, 26, 27, 31, 32 and 33 of the proposed by-law is taken directly from the Municipal Act, 2001. 3.5 The proposed by-law does not provide for associate members or honorary members because under the Municipal Act, 2001 they technically are not allowed. However, the BIA Board can provide for different membership-like privileges in any rules, policies or guidelines that it adopts provided they are consistent with the by-law and the provisions of the Municipal Act, 2001 (i.e. voting rights). 18-2 i Municipality of Clarington Report LGL-008-15 Page 3 3.6 Section 210 of the Municipal Act, 2001 requires that notice be given before the proposed by-law can be passed by Council. Subsection 210(1) reads, in part, as follows: Before passing a by-law under subsection 204 (1) ... notice of the proposed by-law shall be sent by prepaid mail to the board of management of the improvement area, if any, and to every person who, on the last returned assessment roll, is assessed for rateable property that is in a prescribed business property class which is located, (a) where the improvement area already exists, in the improvement area ... j 4. Concurrence j 4.1 This report has been reviewed by the Director of Finance who concurs with the recommendations. 5. Conclusion 5.1 It is respectfully recommended that staff be directed to provide notice of the proposed by-law and report back Council. 6. Strategic Plan Application - not applicable r C Submitted by: �' Reviewed by. t Andre C. Allison, B. Comm, LL. Franklin Wu, Municipal Solicitor Chief Administrative Officer Staff Contact: Andrew C. Allison, 905-623-3379 ext. 2013 or aallison @clarington.net Attachment: i i Attachment 1 — Proposed Orono Business improvement Area By-law I F 18-3 ATTACHMENT NO. 1 TO REPORT LGL-008-15 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2015- A by-law respecting the Business Improvement Area of Orono WHEREAS in 1981 the Town of Newcastle designated an area in the Village of Orono Central Business District as an improvement area and established a board of management for such area in accordance with the predecessor to what is now section 204 of the Municipal Act, 2001; and WHEREAS Council wishes to reaffirm the boundaries of such improvement area and clarify and update the powers of its board of management. NOW THEREFORE Council enacts as follows: Interpretation 1. In this by-law, "BIA" means the Orono Business Improvement Area described in section 4; "Clerk" means the Municipal Clerk; "Council" means the Council of the Municipality; "Director of Finance" means the Municipality's Director of Finance; "Municipal Act, 2001" means the Municipal Act, 2001, S.O. 2001, c.25; and "Municipality" means The Corporation of the Municipality of Clarington. 2. In this by-law, unless otherwise specified, (a) reference to any Act or By-law is reference to that Act or By-law as it is amended or re-enacted from time to time; (b) references to sections are references to sections in this by-law; and (c) each section is an independent section, and the holding of any section or part of any section of this by-law to be void or ineffective for any reason shall not be deemed to affect the validity of any other sections. 3. This by-law shall be read with all changes in gender or number as the context requires. 18-4 Orono BIA By-Law No. 2015-XXX Page 12 Designation of Improvement Area j 4. The following geographic area is designated as an improvement area within the C meaning of subsection 204(1) of the Municipal Act, 2001: Main Street between Station Street and the junction of Mill and Main Streets; Park Street between Main and Church; Centreview Street between Main and Church; Church Street between Park and Centreview in the former Village of Orono. I 5. The improvement area described in section 4 and shown in Schedule "A" to this by-law shall be known and referred to as the "Orono Business Improvement Area". Membership 1 i 6. Members of the BIA consist of persons who are assessed, on the last returned assessment roll, with respect to rateable property in the BIA that is in a prescribed business property class and tenants of such property. 7. In determining whether a person is a tenant or not, the Clerk may accept a list r provided under clause 210(2)(b) of the Municipal Act, 2001 or the declaration of a person that the person is a tenant and the determination of the Clerk is final. Voting 8. Each member of the BIA has one vote regardless of the number of properties that the member may own or lease in the BIA. t 9. A corporate member of the BIA may nominate in writing one individual to vote on behalf of the corporation. 10. Subject to section 8, one individual may be nominated for voting purposes by two f or more corporations that are members of the BIA. Board of Management 11. A board of management for the BIA (the "Board") is hereby established for the purposes of, i (a) overseeing the improvement, beautification and maintenance of municipally-owned land, buildings and structures in the BIA beyond that provided at the expense of the Municipality generally; and (b) promoting the BIA as a business or shopping area. 12. The Board shall be composed of a total of 7 directors. One director shall be a member of Council appointed directly by the Municipality and the remaining 6 directors shall be selected by a vote of the membership of the BIA and appointed 18-5 Orono BIA By-Law No. 2015-XXX Page 13 by the Municipality. 13. The Municipality may refuse to appoint a person selected by the members of the BIA, in which case the Municipality may leave the position vacant or direct that a meeting of the members of the BIA be held to elect or select another candidate for the Municipality's consideration. 14. The term of the Board's directors shall be the same as the term of the Council that appointed them but continues until their successors are appointed. 15. Directors are eligible for reappointment. 16. Subject to section 13, if a'vacancy occurs for any cause, the Municipality may appoint a person to fill the vacancy for the unexpired portion of the term and the appointed person is not required to be a member of the BIA. 17. The Board shall, as soon as possible after its members are appointed, elect a chair, vice-chair, secretary, treasurer, and such other officers as it may deem necessary to properly conduct the business of the Board. The Board may determine the length of any such appointments. 18. Directors shall serve without remuneration. 19. The Board shall appoint one of its directors to serve as its representative on the Clarington Board of Trade. 20. The Board may establish such committees as it deems necessary to carry out Board responsibilities. Conflict of Interest 21. Directors shall be governed by the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50 which requires them to declare a conflict of interest if they or any member of their family has a pecuniary interest in a matter before the Board. The declaration of a conflict of interest and any subsequent action taken by the Board relating to matter in respect of which the declaration was made shall be recorded in the minutes of the meeting as required under Municipal Conflict of Interest Act. 22. No director of the Board shall have any contract with the Board or have any pecuniary interested direct or indirect in any contract work relating to the operations or functions of the Board. Board Meetings 23. The Board may fix the times and places for its meetings,.establish the mode of calling and conducting its meetings, and make regulations governing the conduct 18-6 Orono BIA By-Law No. 2015-XXX Page 14 of its directors. 24. Board meetings shall be open to the public and no person shall be excluded from a Board meeting except for improper conduct or for reasons set out in subsection 239(2) of the Municipal Act, 2001. I 25. Four directors of the Board shall constitute a quorum. i Budget i 26. The Board shall prepare a proposed budget for each calendar year by the date and in the form required by the Director of Finance and shall hold one or more meetings of BIA members to discuss the proposed budget. 27. The Board shall submit the budget to Council by the date and in the form required by the Director of Finance, and Council may approve it in whole or in part but may not add expenditures to it. 28. The Board shall submit to Council a detailed program of the improvement, beautification and maintenance proposed for each calendar year with its budget. 29. The Board shall include all requests for financial support in its proposed budget (section 26) and proposed program (section 28). Council shall not allocate funds t to the BIA or its committees through the Municipality's grant or sponsorship policies. Reserve Funds 30. The Board may draw upon the any reserve funds received from any source provided the expenditure is included in a budget that has been approved by Council or approved by Council resolution. l Notice 31. The Board shall give reasonable notice to the general membership of the BIA of any meeting at which there will be a vote to select directors (section 12) or .discussion on a proposed budget (section 26). Funds 32. The Municipality shall annually raise the amount required for the purposes of the Board in accordance with section 208 of the Municipal Act, 2001. Limitations 33. The Board shall not, 18-7 Orono BIA By-Law No. 2015-XXX Page ( 5 (a) spend any money unless it is included in the budget approved by the Municipality or in a reserve fund established under section 417 of the Municipal Act, 2001; (b) incur any indebtedness extending beyond the current year without the prior approval of the Municipality; or (c) borrow money. Policies 34. In accordance with subsection 270(2) of the Municipal Act, 2001, the Board shall adopt and maintain procurement policies. The Municipality's Purchasing By-law Flo. 2015-022 may be used as adapted by the Board to the specific requirements of the Board. 35. If required, the Board shall adopt and maintain a policy respecting "its sale and other disposition of land" and "its hiring`of employees" in accordance with subsection 270(2) of the Municipal Act, 2001. 36. The Board may establish such other policies, rules or guidelines as it deems necessary to carry out its responsibilities, provided such policies, rules and guidelines are consistent with this by-law and the provisions of the Municipal Act, 2001. Agreements 37. The Board may enter into agreements for normal operating or administrative matters that are within budgetary limits and are consistent with the terms of this by-law. Annual Report 38. The Board shall submit its annual report for the preceding year to Council in the form required by the Director of Finance upon request. Audit 39. Annually the Board shall submit its financial records to the Director of Finance in accordance with a schedule determined by the Director of Finance, generally to be on or about the first week of February. 40. The accounts and transactions of the Board shall be audited by the Municipal Auditor in the same manner as the accounts and transactions of the Municipality, and all minutes, books, records, documents, transactions, accounts and vouchers of the Board shall be open to the Municipal Auditor for inspection at all times. 18-8 Orono BIA By-Law No. 2015-XXX Page 16 Assets 41. A physical or tangible asset used, assigned, donated or acquired by the Board is the property of the Municipality. The Director of Finance shall be notified forthwith of any significant assets donated to the Board. Records 42. The Board shall adopt and maintain only banking arrangements and ordinary good accounting practices that are acceptable to the Director of Finance and keep such books of account and submit such statements from time to time as the Director of Finance may require. 43. The Board shall keep minutes of its meetings and all books, papers and documents used in and pertaining to the business of the Board. All such documents shall be collected, used and disclosed only in accordance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56. 44. The minutes of all Board meetings shall be forwarded to the Clerk within 10 business days following ratification by the Board. Insurance 45. As the Board is a board of Council, insurance protection is provided to the Board and its volunteers under the Municipality's Master Insurance Policy terms and conditions. The Board shall forward to the Director of Finance appropriate documentation of all claims or potential claims. The Board shall undertake all of its activities keeping in mind general risk management practices in order to prevent or minimize claims, injuries or damages, and shall work co-operatively with the Municipality's insurer in the investigation and defence of all claims. f Repeal 46. By-law 81-1, as amended by By-law 94-44, and By-law 89-50 are repealed. Effective Date 47. This by-law shall come into effect on the date of its passage. Schedule 48. Schedule "A" is attached to and forms part of this by-law. f By-law passed this day of 2015. j 18-9 I Orono BIA By-Law No. 2015-XXX Page 17 Adrian Foster, Mayor Anne Greentree, Municipal Clerk 18-10 Q IV i " Legend �' --- - BIA Area Boundaries ICIENTREVIEV�'+I' STREET Pr7rCdl�asWYt�llil�_(�IoPiC1�8NJ� � � - 1- - La LU x PARK STREET 1 Drone BIA Clar*wn Memo Clerk's Department If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. To: Mayor Foster and Members of Council From: June Gallagher, Deputy Clerk Date: September 4, 2015 Subject: General Government Committee Meeting Agenda — September 8, 2015 — Update File: C05.General Government Committee Meeting Please be advised of the following amendments to the General Government Committee agenda for the meeting to be held on Tuesday, September 8, 2015: 7 Delegations See attached Final Agenda - Attachment#1 9 Communications — Direction D-6 Copy of Resolution of North Stormont to accompany the Town of New Tecumseth correspondence. - Attachment#2 16 Corporate Services Department - Staff Report (Addition) — Attachment#3 16.3 COD-019-15 - Sidewalk Replacement and New Construction 18 Solicitors Department 18.1 LGL-008-15 - Orono Business Improvement Area By-law— Please find attached missing Schedule "A" —Attachment#4 June Gallagher, Deputy erk JEG/mc C., F. Wu, Chief Administrative Officer Department Heads Final ATTACHMENT # TO UPDATE MEMO General Government Committee Agenda Date: Tuesday, September 8, 2015 Time: 9:30 AM Place: Council Chambers, 2nd Floor Municipal Administrative Centre 40 Temperance Street Bowmanville, Ontario Inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Michelle Chambers, Committee Coordinator, at 905-623-3379, ext. 2106 or by email at mchambersQclarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Audio Record: The Municipality of Clarington makes an audio record of General Government Committee meetings. If you make a delegation or presentation at a General Government Committee meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality's website. Noon Recess: Please be advised that, as per the Municipality of Clarington's Procedural By-law, this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by the Committee. Copies of Reports are available at www.clarington.net ClarjWOR General Government Committee Agenda Date: September 8, 2015 Time: 9:30 AM Place: Council Chambers - 1 Call to Order 2 New Business — Introduction 3 Adopt the Agenda 4 Disclosures of Pecuniary Interest 5 Announcements 6 Adoption of Minutes of Previous Meeting 6.1 Minutes of a Regular Meeting of the General Purpose and Administration 6-1 Committee June 22, 2015 7 Delegations 7.1 Delegation of Ron Svajlenko, President, Unifor Local 222, Regarding a Proposed Resolution Requesting Support for Manufacturing in the Community 7.2 Delegation of Marilyn Morawetz, Chair, Jury Lands Foundation, Regarding a Request for Pre-Budget Approval 8 Communications - Receive for Information 1-1 Minutes of the Tyrone Community Centre dated February 18, March 18, 8-1 April 15, May 27, and June 17, 2015 1-2 Lorraine Billings, Legislative Services Associate, Legislative and 8-8 Information Services, Town of Ajax — Regional Fire Services Study 9 Communications — Direction D-1 Chloe Pogue, Commis de bureau ACFO Durham-Peterborough — Request 9-1 for Flag Raising (Motion to approve raising of the Franco-Ontarian flag on September 25, 2015) Page 1 Clarington General Government Committee Agenda Date: September 8, 2015 Time- 9:30 AM Place: Council Chambers D-2 Petition from Marjorie Middleton — Intersection at Clarington Boulevard 9-2 and Prince William Boulevard (Motion to refer to Staff) D-3 Nathan Farrell, McIntosh Perry Consulting Engineers Ltd. — Pavement 9-5 Rehabilitation Project Highway 401 and 35/115 — Noise Exemption (Motion to approve extension to the exemption to the Municipality's Noise By-law until October 31, 2015) D-4 Lorraine Sunstrum-Mann, Grandview Children's Centre — Grandview Kids 9-7 Week (Motion to approve raising of the Grandview Kids Flag from September 27 to October 4, 2015) D-5 Joel Locklin, Manager, Program Operations, Ministry of Agriculture, Food 9-9 and Rural Affairs — Federal Government's Small Communities Fund (SCF) (Motion to designate the Mayor and Municipal Clerk as signing officers for the New Building Canada Fund - Small Communities Fund Agreement and authorize the Mayor and Clerk to execute the Agreement) D-6 Cindy Anne Maher, Clerk/Director of Administration Services, Town of 9-14 New Tecumseth — Electricity Rates (Motion for Direction) D-7 Lorraine Billings, Legislative Services Associate, Legislative and 9-16 Information Services, Town of Ajax — Federal Party Leaders' Debate on Municipal Issues (Motion for Direction) D-8 Mary Medeiros, Acting City Clerk, City of Oshawa — Carbon Monoxide 9-17 Alarms in Assembly Operations (Motion for Direction) Page 2 ClaringtOU General Government Committee Agenda Date: September 8, 2015 Time: 9:30 AM Place: Council Chambers D-9 Ron Svajlenko, President, Unifor Local 222, Proposed Resolution 9-19 Requesting Support for Manufacturing in the Community (Motion for Direction) 10 Presentations 10.1 Basia Radomski, Corporate Communications Officer, Municipality of Clarington, Regarding a Demonstration of the Municipality of Clarington's Updated Website 11 Engineering Services Department 11.1 EGD-013-15 Report on Building Permit Activity for April, May, and June 11-1 2015 11.2 EGD-014-15 Newcastle Village Transit Service Strategy 11-8 12 Operations Department No Reports 13 Emergency and Fire Services Department No Reports 14 Community Services Department 14.1 CSD-010-15 Community Grant Request— Supplementary 14-1 15 Municipal Clerk's Department 15.1 CLD-015-15 Records Retention By-law 15-1 15.2 CLD-016-15 Off Leash Dog Park Maintenance Committee 15-134 15.3 CLD-017-15 Taxi By-law Amendments 15-138 Page 3 Clafington General Government Committee Agenda Date: September 8, 2015 Time: 9:30 AM Place: Council Chambers 16 Corporate Services Department 16.1 COD-016-15 Options for Delivery of Tourism Services 16-1 16.2 COD-017-15 Contract Awards During Council Recess 16-11 16.3 COD-019-15 2015 Sidewalk Replacement and New Construction 17 Finance Department 17.1 FND-013-15 2015/2016 Insurance Program 17-1 17.2 FND-014-15 Financial Update as at June 30, 2015 17-8 18 Solicitors Department 18.1 LGL-008-15 Orono Business Improvement Area By-law 18-1 19 Chief Administrative Office No Reports 20 New Business - Consideration 21 Unfinished Business None 22 Confidential Reports 22.1 FND-012-15 Tax Sale Extension Agreement— Municipal Act, 2001 23 Adjournment Page 4 -rCU � ATTACHMENT #�_ TO UPDATE MEMO The Corporation of The Township of Cw-1 (C) C# NORTH STORMONT RESOLUTION Moved By: �~ Date': April 28, 2a>9 Seconded By: Resolution #: ! Whereas the cost of electricity for Ontario manufaeturers averages 10 cents a kWh and is less than 7.5 cents in the USA and under 7 cents a kWh in New York,Illinois,Ohio,North Carolina,South Carolina and Indiana,and under 6 cents a kWh in Quebec,Manitoba and British Columbia;and Whereas the cost of electricity for farms averages 18 cents a kWh in Ontario and less than half that.in Quebec,Manitoba,and Ohio and many competing US states,and Whereas the high cost of power contributes to low investment In Ontario manufacturing,Increased unemployment,reduced home markets for Ontario farm products and difficulties for young people starting and sustaining their working lives; Thererore be It resolved by the Council or Township of North Stormont that the Government of Ontario examine the proposal for Farm and Industrial Electricity Rates made by the Canadian Cement Association,Ontario Federation or Agriculture, Ontario Construction Secretariat,Canadian Foundry Association,Canadian Plastics Industry Association,Quinte West Manufacturers'Association and Northumberland Manufacturers'Association and enact that proposal or a reasonable modification if it,with a view to returning competitive electricity rates to Ontario farms and industry and renewing a key part of the oundations for business and employment opportunity In Ontario. And be it further resolved that this resolution be circulated to all municipal and regional councils in Ontario requesting that they, endorse and support this resolution and communicate their support to the Premier,and her Ministers of Finance,Economic Development and"tourism,Energy,and Agriculture and Rural Affairs. Passed by the Council of the Township of North Stormont on y►ti'3 the$2015. FOR AGAINST Recorded Vote:. CARRl1;I). Minot Mayor I)eChal-Itti011 Of COX-1flict orillterest: r Disclosed F-i:is/Her/Their interest ❑ Vacated His/Her/Their Seat ❑ deferred _. CAO/Clerk Coalition of Ontario Manufacturers for Competitive industrial Power Rates Ontario can move to Farm/Industrial rates via a three year phase-in. This approach ensures that no one pays more for power In order to reduce industrial rates and that the adjustments for the Province will be smooth and affordable. A three year phase-in would consist of the following steps: 1 In this spring 2015 budget,commit to developing and Implementing Farm/Industrial rates within a year. 2 In the 2016 budget,reduce the Ontario portion of HST on all power bills,from 8%to 41Y0 and adjust rates to use this$250 million In reduced billing,so residential and commercial rates fall by about 1%and farm and industrial rates fall by about 2%. 3 Repeat this in the spring 2017 budget with the remaining 4%of HST on power bills so rates would be down 2%for residential and commercial users and 41yo to 5%for farm and industrial customers. 4 in the 2018 budget,the Debt Retirement Charge will lapse. At that time,rates can be adjusted so residential rates fall 3%and farm and industrial rates by an additional 15%. The costto government is$250 million in HSTforegone In 2016 and$500 million In 2017. There is no foregone Debt Recovery Charge revenue,as that charge ends in 2018 in any event. The$500 million HST foregone is about one third of one percent of Ontario's gross revenue. The effects on power bills would be as follows: Total bills would fall from$18 billion including all taxes and delivery to$16.4 billion. The cost of power and delivery would remain at$16.4 billion without provincial taxes. The power companies and delivery utilities would continue to receive the same total income. However the allocation of costs between customer groups would change, but all groups would pay less. Residential customers now pay$5.8 billion. Their costs would fall to$5.5 billion. Institutional and commercial users now pay$7.2 billion. Their costs would be$6.9 billion. Farm and Industrial customers now pay$5 billion. Their costs would be$4 billion. Everyone would pay less. The industrial rate which now averages 10 cents Canadian a kWh all in,would fall to about 8 cents Canadian or 6.4 cents US a kWh. At that price,Ontario would be near the US average cost for industrial power,and be competitive with almost all industrial states, Farm rates in Ontario now average 17%2 cents a kWh all in. They would fall to 15 h cents. Still high compared to US border states and Quebec,but much improved. Farms and companies will increase their investments and employment in Ontario once they see that Ontario is serious about restoring competitive power prices forfarms and industry. Manufacturing investment in Ontario is now just over$6 billion a year for the,period 2009 to 2014,down from$9 to 1 $10.5 billion in the period 1995 to 2007. The power costs savings of over$1 billion a year will attract new Investment. On that basis,coalition members believe manufacturing investment will rise from$6 billion to$8 billion a year. At a'cost per job'of$175,000,that investment will add 9,400 newjobs each year in OntarVs private sector to supplement the present 96,000 jobs generated here annually. These 9,400 new workers will earn and pay income tax,and spend and pay HST. Ontario will recoup more from these new workers than It would give up. And these new workers would not be drawing social assistance or be in school. They would not be costs to the public. They will be assets. There are important physical measures to curb power costs. These should not be Ignored. Ontario should examine whether Quebec hydra is a lower cost alternative than new or refurbished nuclear. We do not know the answer to that,but it is consequential. Ontario pays over$1.2 billion a year to cover the costs of exporting power at losses to the US. Rules should be changed so this power can be sold at the same prices,to Ontario users. There Is no reason for Ontario to subsidize US business with low cost hydro. And this power is exported under a special transmission rate that is just 10%of the domestic 9: transmission rate. This compounds the losses and should be changed. Night time storage with fly f wheels,electric vehicles and pumped storage can all help reduce night losses and simultaneously reduce the cost of peak hour Imports,often at well over 20 cents a kWh. And Ontario can support and encourage combined heat and power so fuel Is used more efficiently,with saving for heat and power. 1 These measures If pursued vigorously can reduce power costs by an additional 15%. But each year only a small part of capacity can be changed,and each change entails a capital cost. Over 20 years,. { reductions of%of a percent a year would slowly grow,but they would take 20 years to yield 15%. J. r With Farm/Industrial Rates and the best of the above physical measures,Ontario's industrial rates can be down 20%In three years and 35%In 20 years compared to where they would otherwise be. Without FarmAndustrial Rates we may lose the Industrial base needed to finance the physical investments In lower cost power and maintain the grid. Farmrndustrial rates will be good for jobs,the economy,the i hydra system,Provincial revenues,and for all of Ontario. j Ontario had Farm/industrial rates for almost a century. Every competing jurisdiction still has them. y. There Is no prospect of really competing with those places and returning to industrial competitiveness, '.:. even for advanced manufacturing,without them. Farm/industrial Rates can be phased4n in three years # and the new investment and jobs will start directly with the assurance of such rates in the 2015 Budget. S. Farm/industrial Rates are effective and affordable. The 9,400 otherwise unemployed people each year cannot afford to wait. Farm/industrial Rates can be the difference in their lives and once again,an underpinning of Ontario's prosperity and growth. Contact Information: +! Paul Scrivener P.H.Scrivener and Assoclates 416 444 8060 PH Scrivener Associates@all.stream.net ;s Ted Cowan Ontario Federation of Agriculture 416 6605545 jed:cowan @ofa.on.ca 4 s' Steve Morrissey anadian Cement Association 613 236-9471 smorrissey y eement.ta 2 ' i >i (W Attachments The following attachments provide numerical support for key aspects of the farm Industrial Rate proposal. 1 Manufacturing Job Losses in Ontario Census Metropolitan Areas 2004-2014 Ontario CMXs %Manufacturing in CMA Jobs Lost in 10 Years 2004 2014 Net St.Catharine's 13.2 11.1 2,300 —Niagara Falls Sudbury 3.7 3.2 300 Guelph 23.7 20.1 2,800. Peterborough 9.7 73 1,800, Brantford 26.1 20.9 1,800 London 16.2 12.0 10,700 Ottawa 6.5 3.7 9,700 Kingston 8.8 5.2 2,100 Kitchener 26.7 18.2 11,600 —Waterloo Toronto 18.1 1016 158,700 Windsor 28,5 20.7 15,300 Oshawa 18.4 10.1 12,100 Thunder Bay 9.6 4.9 3,500 Barrie 20.6 10.4 7,300 Hamilton 22.4 11.7 36,100 Total 17.5 10.7 270,100 Total Ontario unemployment has hovered at the 600,000 level for 6 years. Manufacturtne job losses are s` a major contributor. Agriculture with employment of just 160,000 has reduced employment by 20,000. Source:Stats Can Labour Force Survey 3 I I' if Figure 1;Total Nominai Capital Expenditure in Ontario f Manufacturing,1991-2013(Data source.statistics Canada,Table 290005) i i � ✓e°�r i i i f R 8 8 4 Note--manufacturing investment peaked in 1998 at$10.5 billion and was near at$10 billion 2007.In 2011 it was just under$6 billion. We believe lower power rates can restore private manufacturing investment in Ontario to the$8 billion level. 1„ 4 t� M .l. ,i 3 Estimated New.fobs, Profits and Provincial Tax Revenues Year New Jobs New cumulative New Cumulative New Gross New Jobs Cumu Income Income Profits Profits Income Taxes 1&2 4,500 4,500 $200 M $200 $60 $60 M $260 M $55 M 3 9,100 13,600 $410 $6,10 $300 $360 $970 $188 4 9,100 22,700 $410 $1,02 B $300 $960 $1.68 B $320 5 9,100 31,800 $410 $1.43 $300 $1.260 8 $2.39 $452 6 9,100 40,900 $410 $1.84 $300 $1.560 $3.1 $585 7 9,100 50,000 $410 $2.25 B $300 $1.86 $3.8 $717 8 9,100 59,100 $410 $2.66 $300 $2.16 $4.5 $849 No change in tax rates or application. Avg tax rate of 8%Won 75%of personal income,9%income tax on personal income,$400 per new job in fuel,alcohol taxes,215%on 9%of added corporate income (W Note:In year 5 tax revenues are almost at the old level. In year six they exceed the old level. From the first year taxes foregone are partially recovered. The net in year 215$445 million. In year 3 it falls to$312 million. in year it is$180 million and$48 million in year S. Thereafter it is positive. 5 4 Comparing Ontario Power Rates With Competing Jurisdictions It�du x141:Rats. 1012 Rap { 1 Residential Rates Ontario and Competing Areas Soo 750 loo so O F 1 X Z CC =-r (a Z x Y MD m N g e: �? iL H h O pQ Z 0 0 Z N 4 ¢ a z d 6f = U L s� i . 6 1 F' 4W 5 Average Retail Price of Electricity to Ultimate Customers by End-Use Sector, by State,July 2014 and 2013 (Cents per Kilowatt hour) Residential Commercial Industrial Transportation All Sectors Census Division July July Jui Y July Jul Y July JuJ Y July July July 2014 2013 2014 2013 2014 2013 2014 2013 2014 2013 �s New York 20.31 20.04 16.73 16:67 6,36 6.26 14.33 14.38 16.75 17.08 Penn. 13.96 13.12 9.49 9.26 7.10 7.23 7.39 7.74 10.35 10.08 Illinois 11.62 10.04 8.77 8.01 6.25 5.78 4.98 5,89 8.95 8.12 Indiana 11.67 11.05 9.88 9.40 6.95 6.62 9.82 9.30 9.17 8.81 Michigan 15.11 15.06 11.06 11:46 7.73 8.30 -- 9.29 11.37 11.99 Ohio 13.44 12.87 9.96 9.41 6.83 6.31 7.80 6.88 10.21 9.72 N.Carolina 11.29 11.17 9:00 9.05 6.92 6.85 7.70 7.85 9.68 9.56 S.Carolina 12.55 12.12 10:23 10.02 6.53 6.22 -- -- 9.99 9.56 U.S.Energy Informatlon Agency Data for July 2014 Release Date:September 25,2014 (W All states have an industrial power rate that is substantially lower than that for other uses. These states,which Ontario competes most directly with,have industrial power rates that are typically half of their residential power rate. Compared to rates paid by Ontario industry,these rates are 25%to 40%lower.Ontario Farms of the sort that would be classed as General Service - here in Ontario,also enjoy these lower rates. Ontario's rate for rural businesses homes and farms averages In US currency averages 19.8 cents,or almost equal to the highest cost residential power in New York State. 7 6 Some overlooked benefits of off-coal 1n 14s# ma Rates,Ontario ik 2 _ c 1988 1997 1998 1999 2000 2001 2002 2003 2004 2005 2008 .2007 2008 2009 2010 soon»:QitwioAdhrnaSurval(1at7 lftmlgtkn$ptern 70 80 X1 .so40 Da 30 20 to 0 f Note: asthma and smog days are greatly reduced. It is unlikely that smog days will stay at zero,but very likely that they will remain vastly lower than they were before 2007. f z . r. i .3?. i r _'. 7 Power Rates in Nova Scotia 2014 a Min. Monthly KWH Rate Demand Fuel Service Charge Charge per KW Adjustment Rider Dollars Cents Dollars Cents per month- per kwh per kva per kwh Residential 10,83 14.251 0 0 Small Commercial 12.65 15.092 1st 200 kwh 0 0 yr 13.278 over 200 Commercial 12.65 11.208 10.497 0 7.929 over 200 ; ' Large Commercial 12.65 8.029 13.345 0 Small Industrial 12.65 10.09 7.714 0 7.707 over 200 Medium Industrial 12.65 7.241 12.501 0 Large industrial 12.65 7.62 11.995 7.222 (interruptible) Sou rce: r https://www.nspower.ca/en/home/a bout-us/electricity-rates-and-regulations/default.aspx There are also rates for Charities,Un-metered Users and Municipalities The example illustrates that farm/industrial rates can be administratively straightforward. Specific rates and class boundaries between small,medium,large would be different in Ontario. (W 9 8 Re-Allocation of Costs Third Year of Phase-in HST&Debt Charge Removed Cost$0.5 Billion Benefits Shared Effects of Proposal an Total Annual Casts Present Power Costs With Proposed Changes Change In billions of dollars in billions of dollars Provincial Taxes $1,t3 $0 -100% Cost of Power 76.4 16.4 No Change Commercial/Institutional 72 6.9 -2.3% Residential 5.8 5.5 -5.2% Farm/industriat 5 4.0 -20% Total Costs $i8 $16.4 -8.9% 9 Supporting Groups Canadian Cement Association,Ontario Federation of Agriculture,Ontario Construction Secretariat, Canadian Foundry Association,Canadian Plastics Industry Association,Quinte West Manufacturers' is Association and Northumberland Manufacturers'Association 10 Contact information: Paul Scrivener P. H.Scrivener and Associates r 4164448060 PH Scrivener Associates @aiistrearn.net Ted Cowan Ontario Federation of Agriculture 416 660 5545 ted.cowan@ofa.on.ca =l Steve Morrissey Canadian Cement Association 613 236-9471 smorrissey @cement.ca 10 '<s t S#' �k 'Z ,:r.F ATTACHMENT #_2) TO UPDATE MEMO Cl�111 11 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 Government Committee Date of Meeting: September 8, 2015 Report Number: COD-019-15 Resolution: File Number: CL2015-26 By-law Number: Report Subject: 2015 Sidewalk Replacement and New Construction Recommendations: It is respectfully recommended that the General Government Committee recommend to Council the following: 1. That Report COD-019-15 be received; 2. That Aloia Bros. Concrete Contractors Ltd. with a total revised bid amount of$504,468.59 (net H.S.T. Rebate) being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2015-26 be awarded the contract for 2015 Sidewalk Replacement and New construction as required by the Municipality of Clarington, Engineering Services Department; 3. That the total funds required in the amount of$606,900.00 (net HST Rebate) including construction cost of$504,468.59 and $102,431.41 in other costs to be drawn from the following accounts: Sidewalk Replacement 2015 110-32-331-83215-7401 $ 200,000.00 Green Road Sidewalk 110-32-331-83364-7401 $ 160,000.00 Liberty Street Sidewalk (2001) 110-32-331-83360-7401 $ 30,000.00 Manvers Road Sidewalk (2014 110-32-331-83428-7401 $ 165,000.00 Courtice Library 110-62-440-85511-7401 $ 2,000.00 Darlington Sports Centre 110-42-421-84267-7401 $ 14,000.00 Bowmanville Indoor Soccer 100-42-421-10134-7172 $ 6,000.00 Region of Durham 100-X-X-X-1010 $ 6,000.00 Sidewalk Maintenance 100-36-380-10733-7112 $ 23,900.00 4. That all interested parties listed in Report COD-019-15 and any delegations be advised of Council's decision. Municipality of Clarington Report COD-019-15 Page 2 Report Overview To request authorization from Council to award the contract for the 2015 Sidewalk Replacement and New construction as required by the Municipality of Clarington's Engineering Services Department. 1. Background Tender specifications were provided by Engineering Services Department for 2015 Sidewalk Replacement and New construction. Tender#CL2015-26 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. Twelve companies registered as downloading the document. The Tender closed Friday, August 21, 2015. 2. 2015 Sidewalk Replacement and New Construction Five 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, Aloia Bros. Concrete Contractors Ltd. be recommended for the award of contract CL2015-26 for the 2015 Sidewalk Replacement and New Construction work as required by the Municipality. (See Attachment 2 — Recommendation Memo from Engineering Services Department.) Aloia Bros. Concrete Contractors Ltd has completed several projects for the Municipality of Clarington in the past. 3. Financial and Budget Considerations The low bidder on this contract was Aloia Bros. Concrete Contractors Ltd. Due to budget constraints, we recommend and as allowed for in the tender document, that the scope of the contract be revised by the deletion of Part D and reduction of the quantity of work under Part K. The revised low bid based on these changes is $560,190.16 inclusive of HST, or$504,468.59 net of HST rebate. The changes do not affect the bid order. Based on past experience with this contractor, we recommend the contract be awarded to Aloia Bros. in the revised amounts noted above. A contingency amount of approximately 10% of construction costs is required for this project, based on past experience. Therefore, including other costs such as survey, utility relocation, material testing, contingency and net HST costs, the Engineering Department Municipality of Clarington Report COD-019-15 Page 3 advises of the following funding. Design and contract administration for this project are being done in-house. The total project cost of$ 606,900.00 includes the construction costs of$504,468.59 (net H.S.T. Rebate), the revised total bid from Aloia Bros. Concrete Contractors Ltd., and other costs of$102,431.41 (net H.S.T. Rebate). Funding required for this project will be drawn from the following accounts: Sidewalk Replacement 2015 110-32-331-83215-7401 $ 200,000.00 Green Road Sidewalk 110-32-331-83364-7401 $ 160,000.00 Liberty Street Sidewalk (2001) 110-32-331-83360-7401 $ 30,000.00 Manvers Road Sidewalk (2014 110-32-331-83428-7401 $ 165,000.00 Courtice Library 110-62-440-85511-7401 $ 2,000.00 Darlington Sports Centre 110-42-421-84267-7401 $ 14,000.00 Bowmanville Indoor Soccer 100-42-421-10134-7172 $ 6,000.00 Region of Durham 100-X-X-X-1010 $ 6,000.00 Sidewalk Maintenance 100-36-380-10733-7112 $ 23,900.00 4. Concurrence This report has been reviewed by Tony Cannella, Director of Engineering Services, and concurs with the recommendations. 5. Conclusion It is respectfully recommended that Aloia Bros. Concrete Contractors Ltd. with the lowest compliant bid of$504,468.59 (net H.S.T. rebate) be awarded the contract for the 2015 Sidewalk Replacement and New Construction requirements as per Tender CL2015-26. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Municipality of Clarington Report COD-019-15 Page 4 Reviewed b Submitted by Marie Marano, H.B. Sc., C.M.O. Franklin Wu, Director of Corpora Services Chief Administrative Officer N6rYcy Tayl�r, BBA`" CPA, CA., Director of Finance/Treasurer Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or dfegguson@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/jm Attachment 1 to Municipality of Clarington Report COD-019-15 cla-MOOD Municipality of Clarington Summary of Bid Results Tender CL2015-26 2015 Sidewalk Replacement and New Construction Bidder Total Bid Total Bid includin HST (net HST Rebate) Aloia Bros. Concrete Contractors Ltd $700,116.36 $630,476.47 GMP Contracting $803,176.14 $723,287.69 Bennington Construction $913,778.79 $822,886.11 Ashland $973.367.46 $876,547.54 Downsview Group $1,015,210.08 $914,228.12 Attachment 2 ciffboon MEMO TO: David Ferguson, Purchasing Manager FROM: Ron Albright, Assistant Director, Engineering Services DATE: September 3, 2015 RE: 2015 Sidewalk Replacement and New Construction CL2015-26 The Engineering Services Department has reviewed the submissions for CL2015-26 and offers the following comments. The project includes replacement of sidewalk and the construction of new sidewalk at various locations within the Municipality, as noted below. • New sidewalk on west side of Green Rd from Boswell Dr to Highway 2, • New sidewalk on west side of Liberty St from Nelson St to Victoria St, • Replace sidewalk on east side of Liberty St from Nelson St to Queen St, • Replace walkway between Lillian Cres and,King Ave, • New sidewalk on west side of Manvers Rd from George St to Grady Dr, • Various sidewalk bay replacement, • New sidewalk for the Courtice Library addition, • New sidewalk at the Darlington Sports Centre. The low bidder on this contract was Aloia Bros. Concrete Contractors Ltd. Due to budget constraints, we recommend that the scope of the contract be revised by the deletion of Part D and reduction of the quantity of work under Part K. The revised low bid based on these changes is $560,190.16 inclusive of HST, or $504,468.59 net of HST rebate. The changes do not affect the bid order. Based on past experience with this contractor, we recommend the contract be awarded to Aloia Bros. in the revised amounts noted above. A contingency amount of approximately 10% of construction costs is required for this project, based on past experience. Therefore, including other costs such as survey, utility relocation, material testing, contingency and net HST costs, the Engineering Department advises of the following funding. Design and contract administration for this project are being done in-house. Attachment 2 2015 Sideva!k Rep!@cement anu Nevr Construdian, Ci-L015-.26 L So Ple rl b J. " !J �V Construction Cost, Based on Revised Low Bid $504,468.59 (net of HST Other Costs (net of HST) $102,431.41 Total Project Cost $606,900.00 Allocated Financing Sidewalk Replacement (2015), 110-32-331-83215-7401 $200,000.00 Green Road Sidewalk, 110-32-331-83364-7401 $160,000.00 Liberty Street Sidewalk (2011), 110-32-331-83360-7401 $30,000.00 Manvers Road (RR 17) Sidewalk (2014), 110-32-331-83428-7401 $165,000.00 Courtice Library 110-62-440-85511-7401 $2,000.00 Darlington Sports Centre 110-42-421-84267-7401 $14,000.00 Bowmanville Indoor Soccer 100-42-421-10134-7172 $6,000.00 Region of Durham 100-x-x-x-1010 $6,000.00 Sidewalk Maintenance 100-36-380-10733-7112 $23,900.00 Total Allocated Financing $606,900.00 * A more detailed breakdown to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). There were budget shortfalls for the Green Rd ($22,000.00 shortfall) and Liberty St ($20,000.00 shortfall) new sidewalk projects -which are funded by Development Charges. There was a budget surplus for the Manvers Rd ($78,000.00 surplus) project, which is also funded from Development Charges. It is recommended that the shortfalls for Green Rd and Liberty St be funded out of the surplus from the Manvers Rd project. This re-allocation of funds is included in the allocated financing noted above. The Operations Dept. and Community Services Dept. have provided the Engineering Dept. with signing authority to use their accounts noted above for the sidewalk work. Attachment 2 2015 Sidewalk Replacement anld New Construci.ion, CL201 5-26 3 SeptxMLer 3, ?01:. Considering all project costs, there is sufficient funding available, and the Engineering Dept recommends that the Purchasing Dept. move forward with award of the contract based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. Regards, Ron Albright, P. Eng. Assistant Director, Engineering Services RA/sb/dv Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services O � I- ' + U r I < D U a I I— O cl) ` Q I— _.-- 0.1 p_ L=egend' i r 9 f BII--Arm—_ Bound�d$S r _ GE't" TREVIEW STREET II uj: PARK STREET - { � I j 1 !� N I a , V) r 051 u. Orono BI Handouts/Circulations General Government Committee Meeting JURY LANDS FOUNDATION Development of a walking trail Introduction License agreement with Kaitlin and Fandor(owners of the property) • Will allow for a trail to be developed, enhancing a presence or eyes on the ▫ site and engage the community in the history and also in the stewardship of the site moving forward. The Jury Lands Foundation is working in collaboration with Valleys 2000 in • developing the trail. A communication strategy “Ehrenwort” is being developed to engage the • community prior to opening the trail. Working on requests for in-kind donations to the trail development. • From Sprucewood, over the Soper Creek to the existing road is 300 metres of trail that requires development with a The southern 700 metres of stonedustbase and trail will be on the existing surface. road. The sides of the road will need to be brushed back, the speed bumps removed, some crack repair. But it is in remarkably good shape. View from entrance at SprucewoodCrescent into the valley Existing dam structure, built in the 1920’s will require some work to make it handicapped accessible with installation of new handrails (which may have to be a Stage 2 development). Currently the dam is in very good shape. Valleys 2000 and Fishers/Anglers have agreed to assist with some of the debris clean-up in the creek (left from the ice storm). View from the dam to the paved surface of the existing roadway. Existing road surface is approximately 15’ wide, will need brushing back on both sides Entrance into the property from Concession Street will need to be regraded. This is where the widening of the north side of Concession Street will need to occur to provide a path for pedestrians, there may also need to be some grading work to address the drainage and alligator cracking on the road surface. This is what we are requesting the Municipality to take on as their contribution to making this trail happen, the 200 metres from this entrance to Soper Creek Drive. In future this would connect to into the overall SoperCreek trail system. Future Proposed Trail Network for Bowmanville Next Steps Wanted inform Council of the progress we have made over the past few • months Here to ask Council for support of the on-road connection that is required • from the trail to connect to SoperCreek Drive, we have an anonymous donor that is willing to deliver the northern 300 meters of trail in a completed state to the Municipality, contingent upon the north side of Concession Street being widened and hard surfaced Inform you of the engagement and education we are working on for the trail • With ACO on the Go we hope to provide guided tours ▫ Jury Lands Foundation working on grant application for interpretive historical • signage on the trail, development of website, etc. Thank You! Any Questions?