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Home My WebLink About02/07/2005 General Purpose and Administration Committee Gki . l l it Minutes February 7, 2005 Minutes of a meeting of the General Purpose and Administration Committee held on Monday, February 7, 2005 at 9:30 a.m., in the Council Chambers. j ROLL CALL 1 Present Were: Mayor J. Mutton Councillor A. Foster Councillor D. MacArthur Councillor P. Pingle Councillor G. Robinson Councillor J. Schell Councillor C. Trim Also Present: Chief Administrative Officer, F. Wu Senior Planner, Community Planning, H. Brooks Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana Director of Planning Services, D. Crome Director of Operations, F. Horvath Manager, Special Projects, F. Langmaid Director of Corporate Services, M. Marano Director of Finance/Treasurer, N. Taylor Senior Planner, Special Projects, J. Szwarz Director of Emergency Services, G. Weir Deputy Clerk, A. Greentree Clerk II, C. Doiron Mayor Mutton chaired this portion of the meeting. DISCLOSURES OF PECUNIARY INTEREST Councillor Foster advised that he would be disclosing a pecuniary interest respecting item 05-25 of Report CSD-03-05. MINUTES Resolution #GPA-046-05 Moved by Councillor Trim, seconded by Councillor Schell THAT the minutes of the regular meeting of the General Purpose and Administration Committee held on January 24, 2005, be approved. CARRIED (r - 1 - 301 General Purpose and Administration Committee Minutes February 7, 2005 Mayor Mutton welcomed Member of Parliament, Bev Oda, to the meeting. PRESENTATIONS (a) Glenn Case, Port Granby presented an update on the Port Granby, Low Level Radio Active Waste, Environmental Study Report and provided the Committee Members with a handout supporting the presentation. He discussed the following issues: the project purpose and legal agreement framework, preferred option development, environmental assessment, design and licensing. The draft EA Study Report will be presented to the public on February 22, 2005 at the Newtonville Hall. DELEGATIONS There were no delegations at this meeting. Councillor Schell chaired this portion of the meeting. PUBLIC MEETING (a) Subject: Application to Amend the Clarington Official Plan and Zoning By-law Proposed Official Plan Amendment and Zoning By-law Amendment to permit a 120 square metre office use Terrance Timmins PSD-019-05 Applicant: Report: Heather Brooks, Senior Planner, Community Planning, gave a verbal report pertaining to Report PSD-019-05. No one spoke in opposition to or in support of this application. Glen Genge, Biddle and Associates spoke on behalf of applicant Terrance Timmins. Mr. Genge stated that he was available for questions of the Committee and that he had no objections to the staff report or of staff comments. (b) Subject: Applicant: Report: Proposed Orono Community Improvement Plan Municipality of Clarington PSD-020-05 Faye Langmaid, Manager of Special Projects, gave a presentation pertaining to Report PSD-020-05. No one spoke in opposition to or support of this application. - 2 - General Purpose and Administration Committee Minutes February 7, 2005 PLANNING SERVICES DEPARTMENT PROPOSED OFFICIAL PLAN AMENDMENT AND ZONING BY-LAW AMENDMENT TO PERMIT A 120 SQUARE METRE OFFICE USE APPLICANT: TERRANCE TIMMINS FILE NO.: COPA 2004-006, ZBA 2004-052 Resolution #GPA-047-05 Moved by Councillor Robinson, seconded by Councillor Pingle THAT Report PSD-019-05 be received; THAT the applications for proposed Official Plan Amendment and Rezoning, submitted by Terrance Timmins be referred back to staff for further processing and the preparation of a subsequent report; and THAT all interested parties listed in Report PSD-019-05 and any delegation be advised of Council's decision. CARRIED ORONO COMMUNITY IMPROVEMENT PLAN FILE NO.: PLN 37.1 Resolution #GPA-048-05 Moved by Councillor Trim, seconded by Councillor Robinson THAT Report PSD-020-05 be received; THAT the proposed Orono Community Improvement Plan (distributed under separate cover) be referred back to Staff for further review and consideration of comments received at the Public Meeting; and THAT any interested party or delegation be advised of Council's decision. CARRIED Councillor MacArthur chaired this portion of the meeting. - 3 - General Purpose and Administration Committee Minutes February 7, 2005 ENGINEERING SERVICES DEPARTMENT Resolution #GPA-049-05 Moved by Councillor Schell, seconded by Councillor Robinson MALLORY STREET EXTENSION SUBDIVISION, COURTICE, PLAN 40M-2064, 'CERTIFICATE OF ACCEPTANCE' AND 'ASSUMPTION BY-LAWS', FINAL WORKS INCLUDING ROADS AND OTHER RELATED WORKS THAT Report EGD-02-05 be received; THAT the Director of Engineering Services be authorized to issue a 'Certificate of Acceptance' for the Final Works, which include final stage roads and other related Works, constructed within Plan 40M-2064; and THAT Council approve the by-laws attached to Report EGD-02-05, assuming certain streets within Plan 40M-2064, and blocks and parts within abutting Plans 40M-1860 and 40R-20653 as public highways. - and - TRULLSWAY SUBDIVISION, COURTICE, PLAN 40M-1880, 'CERTIFICATE OF ACCEPTANCE' AND 'ASSUMPTION BY-LAWS', FINAL WORKS INCLUDING ROADS AND OTHER RELATED WORKS THAT Report EGD-03-05 be received; THAT the Director of Engineering Services be authorized to issue a 'Certificate of Acceptance' for the Final Works, which include final stage roads and other related Works, constructed within Plan 40M-1880; and THAT Council approve the by-laws attached to Report EGD-03-05, assuming certain streets within Plans 40M-1880, and blocks and parts within abutting Plans 1 OM-826 and 1 OR-3337 as public highways. CARRIED OPERATIONS DEPARTMENT There were no reports considered under this section of the agenda. Councillor Pingle chaired this portion of this meeting. - 4 - General Purpose and Administration Committee Minutes February 7, 2005 EMERGENCY SERVICES DEPARTMENT MONTHLY RESPONSE REPORT - DECEMBER 2004 Resolution #GPA-050-05 Moved by Councillor Trim, seconded by Councillor Robinson THAT Report ESD-002-05 be received for information. CARRIED Councillor Robinson chaired this portion of the meeting. Resolution #GPA-051-05 Moved by Councillor Schell, seconded by Councillor MacArthur THAT Committee recess for 10 minutes. CARRIED The meeting reconvened at 10:30 am. COMMUNITY SERVICES DEPARTMENT Resolution #GPA-052-05 Moved by Councillor Trim, seconded by Councillor MacArthur THAT addendum information for Report CSD-03-05 be added to the agenda. CARRIED 2005 MUNICIPAL GRANTS Resolution #GPA-053-05 Moved by Councillor Trim, seconded by Councillor MacArthur THAT Report No. CSD-03-05 be received; THAT Council consider all submitted grant requests; - 5 - General Purpose and Administration Committee Minutes February 7, 2005 THAT all requested funds exceeding the $5,000.00 limit be referred to the Municipal budget process; and THAT all applicants be advised of Council's decision. CARRIED HORTICULTURAL SOCIETIES Resolution #GPA-054-05 Moved by Mayor Mutton, seconded by Councillor MacArthur THAT a grant in the amount of $500.00 be approved for each of the following organizations: #05-01 - Courtice Horticultural Club #05-02 - Newcastle Horticultural Society #05-03 - Ecology Garden/Bowmanville Organic Garden #05-04 - Orono Horticultural Society #05-06 - Bowmanville Horticultural Society CARRIED NEWCASTLE VILLAGE & DISTRICT HISTORICAL SOCIETY Resolution #GPA-055-05 Moved by Councillor MacArthur, seconded by Councillor Trim THAT Application #05-05 - Newcastle Village District Historical Society, be approved for a grant in the amount of $1 ,000.00. CARRIED ORONO TOWN HALL Resolution #GPA-056-05 Moved by Councillor Trim, seconded by Mayor Mutton THAT Application #05-07 - Orono Town Hall, be approved for a grant in the amount of $2,500.00. CARRIED - 6 - General Purpose and Administration Committee Minutes February 7, 2005 CLARINGTON BEECH CENTRE Resolution #GPA-057-05 Moved by Councillor Schell, seconded by Councillor MacArthur THAT Application #05-08 - Clarington Beech Centre, be approved for a grant in the amount of $2,500.00. CARRIED NEWTONVILLE COMMUNITY HALL Resolution #GPA-058-05 Moved by Councillor Trim, seconded by Councillor Foster THAT Application #05-09 - Newtonville Community Hall, be approved for a grant in the amount of $2,500.00. CARRIED TYRONE COMMUNITY CENTRE Resolution #GPA-059-05 Moved by Councillor Pingle, seconded by Mayor Mutton THAT Application #05-10 - Tyrone Community Centre, be approved for a grant in the amount of $2,500.00. CARRIED NEWCASTLE MEMORIAL ARENA MANAGEMENT BOARD Resolution #GPA-060-05 Moved by Councillor MacArthur, seconded by Councillor Foster THAT Application #05-11 - Newcastle Memorial Arena Management Board, be approved for a grant in the amount of $2,500.00. CARRIED - 7 - General Purpose and Administration Committee Minutes February 7, 2005 KENDAL COMMUNITY CENTRE Resolution #GPA-061-05 Moved by Councillor Foster, seconded by Councillor Trim THAT Application #05-12 - Kendal Community Centre, be approved for a grant in the amount of $2,500.00. CARRIED CLARINGTON BASEBALL CLUB Resolution #GPA-062-05 Moved by Councillor MacArthur, seconded by Councillor Schell THAT Application #05-13 - Clarington Baseball Club, be approved for a grant in the amount of $1,500.00. CARRIED NEWCASTLE STARS JUVENILE REP TEAM Resolution #GPA-063-05 Moved by Mayor Mutton, seconded by Councillor Schell THAT Application #05-14 - Newcastle Juvenile Rep Team, for a grant in the amount of $2,000.00 be denied. CARRIED RECREATIONAL ASSOCIATIONS Resolution #GPA-064-05 Moved by Councillor Schell, seconded by Councillor MacArthur THAT a grant in the amount of $1 ,500.00 be approved for each of the following organizations: #05-15 - Bowmanville/Newcastle Baseball Association #05-16 - Newcastle Village Minor Hockey Association Inc. #05-17 - Orono Figure Skating Club #05-37 - Kendal Eagles Baseball Club CARRIED - 8 - General Purpose and Administration Committee Minutes February 7, 2005 DARLINGTON MEN'S SELECT SOCCER LEAGUE Resolution #GPA-065-05 Moved by Councillor Schell, seconded Councillor MacArthur THAT Application #05-18 - Darlington Men's Select Soccer League, be approved for a grant in the amount of $500.00. CARRIED CADS DURHAM Resolution #GPA-066-05 Moved by Councillor Foster, seconded by Councillor Schell THAT Application #05-19 - CADS Durham, be approved for a grant in the amount of $500.00. CARRIED ORONO AMATEUR ATHLETIC ASSOCIATION Resolution #GPA-067-05 Moved by Councillor Trim, seconded by Mayor Mutton THAT Application #05-20 - Orono Amateur Athletic Association, be approved for a grant in the amount of $2,000.00. CARRIED OAK RIDGE TRAIL ASSOCIATION Resolution #GPA-068-05 Moved by Councillor Trim, seconded by Councillor Schell THAT Application #05-21 - Oak Ridge Trail Association, be approved for a grant in the amount of $500.00. CARRIED - 9 - General Purpose and Administration Committee Minutes February 7, 2005 FRIENDS OF SECOND MARSH Resolution #GPA-069-05 Moved by Councillor Foster, seconded by Mayor Mutton THAT Application #05-22 - Friends of Second Marsh, be approved for a grant in the amount of $500.00. CARRIED NEWCASTLE SKATING CLUB Resolution #GPA-070-05 Moved by Councillor Trim, seconded by Councillor Schell THAT Application #05-23 - Newcastle Skating Club, be approved for a grant in the amount of $1,500.00. CARRIED VOLUNTEER RESOURCE CENTRE FOR DURHAM REGION Resolution #GPA-071-05 Moved by Councillor Pingle, seconded by Mayor Mutton THAT Application #05-24 - Volunteer Resource Centre for Durham Region, for a grant in the amount of $1 ,000.00 be denied. CARRIED THE ROTARY CLUB OF COURTICE Councillor Foster stated a pecuniary interest respecting Application 05-25 and refrained from discussion and voting on this matter. Councillor Foster indicated that he is a member of the Rotary Club of Courtice. Resolution #GPA-072-05 Moved by Councillor Schell, seconded by Mayor Mutton THAT Application #05-25 - The Rotary Club of Courtice, be approved for a grant in the amount of $500.00. CARRIED - 10 - General Purpose and Administration Committee Minutes February 7, 2005 COMMUNITY CARE DURHAM - CLARINGTON Resolution #GPA-073-05 Moved by Mayor Mutton, seconded by Councillor Schell THAT Application #05-26 - Community Care Durham - Clarington, be approved for a grant in the amount of $5,000.00. CARRIED LUKE'S PLACE SUPPORT & RESOURCE CENTRE Resolution #GPA-074-05 Moved by Mayor Mutton, seconded by Councillor MacArthur THAT Application #05-27 - Luke's Place Support & Resource Centre, be approved for a grant in the amount of $300.00. CARRIED LEARNING DISABILITIES ASSOCIATION OF PETERBOROUGH Resolution #GPA-075-05 Moved by Councillor Pingle, seconded by Councillor Schell THAT Application #05-28 - Learning Disabilities Association of Peterborough, be approved for a grant in the amount of $750.00. CARRIED BETHESDA HOUSE Resolution #GPA-076-05 Moved by Councillor Pingle, seconded by Councillor Trim THAT Application #05-29 - Bethesda House, be approved for a grant in the amount of $1 ,500.00. CARRIED - 11 - General Purpose and Administration Committee Minutes February 7, 2005 THE BOWMANVILLE SALVATION ARMY COMMUNITY CHURCH CLARINGTON EAST FOOD BANK Resolution #GPA-077-05 Moved by Councillor Schell, seconded by Councillor Foster THAT Application #05-30 - The Bowmanville Salvation Army Community Church, be approved for a grant in the amount of $1 ,500.00 to be used exclusively for their food bank; and THAT Application #05-33 - Clarington East Food Bank, be approved for a grant in the amount of $1 ,500.00. CARRIED CLARINGTON OLDER ADULTS ASSOCIATION Resolution #GPA-078-05 Moved by Councillor MacArthur, seconded by Councillor Schell THAT Application #05-31 - Clarington Older Adults Association, be approved for a grant in the amount of $3,000.00. CARRIED BIG BROTHERS AND SISTERS OF CLARINGTON Resolution #GPA-079-05 Moved by Councillor Foster, seconded by Councillor Schell THAT Application #05-32 - Big Brothers and Sisters of Clarington, be approved for a grant in the amount of $2,000.00. CARRIED CLARINGTON FIDDLE CLUB Resolution #GPA-080-05 Moved by Councillor Trim, seconded by Councillor Foster THAT Application #05-34 - Clarington Fiddle Club, be approved for a grant in the amount of $500.00. CARRIED - 12 - General Purpose and Administration Committee Minutes February 7, 2005 OVERT Resolution #GPA-081-05 Moved by Mayor Mutton, seconded by Councillor MacArthur THAT Application #05-35 - OVERT, be approved for a grant in the amount of $5,000.00. CARRIED NEWCASTLE COMMUNITY HALL Resolution #GPA-082-05 Moved by Councillor Trim, seconded by Councillor Schell THAT Application #05-36 - Newcastle Community Hall, be approved for a grant in the amount of $5,000.00. CARRIED Councillor Foster chaired this portion of the meeting. CLERK'S DEPARTMENT PUBLIC MEETING REQUIREMENTS OF THE MUNICIPAL ACT Resolution #GPA-083-05 Moved by Councillor Schell, seconded by Councillor MacArthur THAT Report CLD-04-05 be received; THAT Council's responsibility to hold hearings under the Municipal Act be delegated to the General Purpose and Administration Committee and the appropriate by-law (Attachment NO.1 to Report CLD-04-05) be passed; and THAT a by-law to prescribe the form and manner and times for the provision of notice (Attachment NO.2 to Report CLD-04-05) be passed. CARRIED Mayor Mutton chaired this portion of the meeting. - 13 - General Purpose and Administration Committee Minutes February 7, 2005 CORPORATE SERVICES DEPARTMENT QUOTATION Q2004-9, OIL & LUBRICANTS Resolution #GPA-084-05 Moved by Councillor Robinson, seconded by Councillor MacArthur THAT Report COD-005-05 be received; THAT Noco Lubricants Company, Toronto, Ontario with a total approximate annual bid in the amount of $35,019.55 (Plus G.S.T.), being the lowest responsible bidder meeting all terms, conditions, and specifications of Quotation Q2004-9, be awarded the contract to supply and deliver oils and lubricants commencing March 1, 2005, as required by the Municipality of Clarington, Operations Department; and THAT the contract be extended for a second year and third year dependant upon satisfactory service and pricing; and THAT the required funds be provided from the current operating fleet budget. CARRIED FINANCE DEPARTMENT There were no reports considered under this section of the agenda. CHIEF ADMINISTRATIVE OFFICER'S DEPARTMENT RFP2004-17, FAMILY PHYSICIAN RECRUITMENT SERVICES Resolution #GPA-085-05 Moved by Councillor Schell, seconded by Councillor Robinson THAT Report ADM-02-05 be received; THAT Organization Consulting Limited, Toronto, Ontario with a total bid in the amount of $131,000.00 (including disbursements, plus GST) for part 1 and 2, being the most responsible bidder meeting all terms, conditions and specifications of Request for Proposal RFP2004-17, be awarded the contract for Family Physician Recruitment Services as required by the Municipality of Clarington; THAT the funds be drawn from Economic Development Reserve Account; and - 14 - General Purpose and Administration Committee Minutes February 7, 2005 THAT the by-law marked Schedule "B" attached to Report ADM-02-05 authorizing the Mayor and Clerk to execute the necessary agreement be approved, FORTHWITH. CARRIED MUNICIPALITY OF CLARINGTON PHYSICIAN RECRUITMENT STEERING COMMITTEE (circulated as a handout) Resolution #GPA-086-05 Moved by Councillor Schell, seconded by Councillor Robinson THAT Report ADM-01-05 be received; THAT the Terms of Reference for the Municipality of Clarington Physician Recruitment Steering Committee, attached to Report ADM-01-05 as Attachment 1, be approved; THAT the individuals listed on Attachment 2 to Report ADM-01-05 be appointed to the Physician Recruitment Steering Committee; THAT an annual budget of $15,000 be allocated for administrative and miscellaneous expenses; and THAT a copy of Report ADM-01-05 and Council's resolution be forwarded to all appointees of the Physician Recruitment Steering Committee, FORTHWITH. CARRIED UNFINISHED BUSINESS Resolution #GPA-087-05 Moved by Councillor Schell, seconded by Councillor Foster THAT the presentation of Glen Case regarding Low Level Radio Active Waste Environment Study Report be received with thanks. CARRIED OTHER BUSINESS There was nothing to consider under this section of the agenda. - 15 - . . . General Purpose and Administration Committee Minutes February 7,2005 ADJOURNMENT Resolution #GPA-088-05 Moved by Councillor Schell seconded by Councillor Robinson THAT the meeting adjourn at 11 :16 a.m. CARRIED ~-r/- ~ im--- MAY R - 16- 316 /7 crl ~ -d?{/Vu Y I DEPUTY CLERK