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Home My WebLink About02-16-2016 C1a_,__r, hWii General Government Committee Agenda Date: February 16, 2016 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 mchambersCa 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 Clariiwn General Government Committee Agenda Date: February 16, 2016 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 January 25, 2016 6-1 7 Delegations 7.1 Pam Lancaster, Stewardship Technician, Ganaraska Region Conservation Authority, Regarding Clean Water— Healthy Land Financial Assistance Program 7.2 Brian Vincent Regarding Report EGD-008-16, Bond Head Park Expansion and Transportation Improvements 7.3 Bill Skitch Regarding Report EGD-008-16, Bond Head Park Expansion and Transportation Improvements 7.4 Jim Maia Regarding Report EGD-008-16, Bond Head Park Expansion and Transportation Improvements 8 Communications - Receive for Information 8.1 Minutes of the Newcastle Village Community Hall Board dated November 8-1 17, 2015 8.2 Minutes of the Central Lake Ontario Conservation Authority dated January 8-4 19, 2016 8.3 Minutes of the Ganaraska Region Conservation Authority dated December 8-11 10, 2015 8.4 Minutes of the Tyrone Community Centre dated January 20, 2016 8-17 Page 1 Clarington General Government Committee Agenda Date: February 16, 2016 Time: 9:30 AM Place: Council Chambers 8.5 Jo-Anne McFarland, Clarington Polar Bear Swim Committee— Clarington 8-18 Polar Bear Swim Update 8.6 Stephen M. A. Huycke, Town Clerk, Town of Aurora — Ontario Municipal 8-19 Board Jurisdiction 9 Communications — Direction 9.1 Autism Ontario's Raise the Flag Committee, Autism Ontario 9-1 (Motion to approve raising of the Autism Ontario's Flag on April 4, 2016) 9.2 Bunny Clark, Durham Region Representative, Huntington Society of 9-3 Canada (Motion to approve raising of the Huntington Society of Canada's flag and that the outside lights at the Municipal Administrative Centre be changed to blue and purple on an available date in May, 2016) 9.2 Sarah Smith, Acting Clerk, Township of Wainfleet— Resolution Requesting 9-5 that Ontario Cancel RFP for Added Wind Power Generation (Motion for direction) 10 Presentations 10.1 Lieutenant-Colonel Michael Rostek, Commanding Officer of the Ontario Regiment (RCAC) Regarding the 150th Anniversary of the Ontario Regiment 11 Engineering Services Department 11.1 EGD-008-16 Bond Head Park Expansion and Transportation 11-1 Improvements 11.2 EGD-010-16 Northeast Bowmanville Subdivision Phases 1C, 2B and 6, 11-20 Bowmanville, Plans 1 OM-840 (part of), 40M-1670 (part of) and 40M-2389 `Certificate of Acceptance' and `Assumption By-law', Roads and Aboveground Services Page 2 UariU00II General Government Committee Agenda Date: February 16, 2016 Time: 9:30 AM Place: Council Chambers 11.3 EGD-011-16 Port of Newcastle Subdivision Phase 2 West Stage 2, 11-25 Newcastle, Plan 40M-2327 `Certificate of Acceptance' and `Assumption By-law', Final Works Including Roads and Other Related Works 11.4 EGD-012-16 Port of Newcastle Subdivision Phase 1 Stage 6, Newcastle, 11-30 Plan 40M-2226 'Certificate of Acceptance' and `Assumption By-law', Final Works Including Roads and Other Related Works 11.5 EGD-013-16 Huntington Subdivision Phases 2A and 2B, Courtice, Plans 11-35 40R-20915 and 40M-2148 'Certificate of Acceptance' and 'Assumption By-law', Final Works Including Roads and Other Related Works 11.6 EGD-014-16 Appointment of Inspector 11-40 12 Operations Department 12.1 OPD-003-16 Pitch In Week 12-1 13 Emergency and Fire Services Department 13.1 ESD-001-16 Automatic Aid Agreement— Oshawa Fire Services 13-1 14 Community Services Department 14.1 CSD-003-16 Community Services —2015 Year End Review 14-1 14.2 CSD-004-16 Canada 150 Fund Program Application 14-21 14.3 CSD-005-16 Sponsorship Requests from Bethesda House, Bowmanville 14-26 Hospital Foundation and Clarington Green Gaels Junior B Lacrosse Club 15 Municipal Clerk's Department 15.1 CLD-010-16 Integrity Commissioner 15-1 15.2 CLD-011-16 Appointment of a Livestock Valuer 15-94 Page 3 Claa wu General Government Committee Agenda Date: February 16, 2016 Time: 9:30 AM Place: Council Chambers 16 Corporate Services Department 16.1 COD-003-16 Supply and Haulage of Granular Material 16-1 [To be distributed under separate cover] 17 Finance Department 17.1 FND-001-16 List of Applications for Cancellation, Reduction, 17-1 Apportionments or Refund of Taxes 18 Solicitors Department No Reports 19 Chief Administrative Office No Reports 20 New Business - Consideration 21 Unfinished Business None 22 Confidential Reports No Reports 23 Adjournment Page 4 i' General Government Committee Minutes Cladtwn January 25, 2016 Minutes of a meeting of the General Government Committee held on Monday, January 25, 2016 at 9:30 AM in the Council Chambers. Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper, Councillor J. Neal, Councillor C. Traill arrived at 9:33 AM, Councillor W. Woo arrived at 9:33 AM Regrets: Councillor W. Partner i Staff Present: F. Wu, A. Allison, T. Cannella, J. Caruana, F. Horvath, M. Marano, N. Taylor, G. Weir, J. Gallagher, M. Chambers 1 Call to Order i Mayor Foster called the meeting to order at 9:31 AM. 2 New Business — Introduction Councillor Cooke added a new business item, regarding the renaming of Fire Station #5 to the New Business — Consideration section of the agenda. Councillor Neal added a new business item, regarding birds of prey to the New Business — Consideration section of the agenda. 3 Adopt the Agenda Resolution #GG-042-16 Moved by�Councillor Hooper, seconded by Councillor Cooke That the Agenda for the General Government Committee meeting of January 25, 2016 be adopted as presented, with the addition of two new business items regarding the renaming of Fire Station #5 and birds of prey. Carried Councillor Traill and Councillor Woo arrived at 9:33 AM. 4 Disclosures of Pecuniary Interest Councillor Hooper declared a pecuniary interest in Report CSD-002-16 regarding Sponsorship Requests from the Community Living Oshawa/Clarington, VON Durham and Concerts in the Park Bowmanville. Later in the meeting, Mayor Foster declared a pecuniary interest in Report CSD-002-16 regarding Sponsorship Requests from the Community Living Oshawa/Clarington, VON Durham and Concerts in the Park Bowmanville. i - 1 - - 6-1 Clarj General Government Committee iwwnMinutes January 25, 2016 5 Announcements Members of Council announced upcoming community events and matters of community interest. 6 Adoption of Minutes of Previous Meeting Resolution #GG-043-16 Moved by Councillor Cooke, seconded by Councillor Hooper That the minutes of the regular meeting of the General Government Committee meeting held on January 4, 2016, be approved. Carried 7 Delegations 7.1 Sheila Hall, Executive Director, Clarington Board of Trade, Regarding an Economic Development Update Sheila Hall, Executive Director, Clarington Board of Trade (CBOT), was present to provide an Economic Development Update. She made a verbal presentation to accompany an electronic presentation and handout. Ms. Hall provided an economic and lead update for 2016 and reviewed the recent activity of the CBOT. She continued 'by providing an update on business retention and expansion. Ms. Hall reviewed the life science industry in Clarington and noted they have developed working groups and hosted meetings with the life science sector. She reviewed the energy industry which included the Darlington refurbishment and jobs that will be created as a result of this project. Ms. Hall continued by discussing growth trends, which included a chart on job growth percentage. She concluded her presentation by highlighting upcoming events and thanked the Committee. Resolution #GG-044-16 Moved by Councillor Woo, seconded by Councillor Trai.11 That the delegation of Sheila Hall, Executive Director, Clarington Board of Trade, regarding an Economic Development Update, be received with thanks. Carried 8 Communications - Receive for Information 8.1 Minutes of the Tyrone Community Centre dated September 16, October 21, November 18, and December 16, 2015 8.2 Minutes of the Kawartha Conservation Authority dated November 25, 2015 - 2 - 6-2 General Government Committee ciffb9miff Minutes January 25, 2016 8.3 Minutes of the Regional Municipality of Durham, Energy from Waste— Waste Management Advisory Committee dated November 17, 2015 8.6 Brian McGee, Senior Vice President, Ontario Power Generation — Pickering Nuclear— Letter to Canadian Nuclear Safety Commission Re: Pickering Nuclear Generating Station 8.7 Kyle Fitzgerald, Chair, Durham Youth Council — GO Train Extension to Bowmanville Resolution #GG-045-16 Moved by Councillor Woo, seconded by Councillor Hooper That Communication Items 8.1 to 8.7, be received for information, with the exception of Correspondence Items 8.4 and 8.5. Carried i 8.4 Debi A. Wilcox, Regional Clerk/Director of Legislative Services, Regional Municipality of Durham — Update and Feedback to the Province on Ontario's Proposed Cap and Trade Program Design Options Resolution #GG-046-16 i' Moved by Councillor Neal, seconded by Councillor Cooke That the Communication Item 8.4 from Debi A. Wilcox, Regional Clerk/Director of Legislative Services, Regional Municipality of Durham regarding an Update and Feedback to the Province on Ontario's Proposed Cap and Trade Program Design Options, be received for information. Carried 1 8.5 Debi A. Wilcox, Regional Clerk/Director of Legislative Services, Regional Municipality of Durham — Proposal Regarding an Ontario Climate Resilience Fund Resolution #GG-047-16 Moved by Councillor Neal, seconded by Councillor Cooke i i That the Communication Item 8.5 from Debi A. Wilcox, Regional Clerk/Director of Legislative Services, Regional Municipality of Durham regarding a Proposal Regarding an Ontario Climate Resilience Fund, be received for information. Carried f - 3 - 6-3 General Government Committee CladyngtonMinutes January 25,.2016 9 Communications — Direction a 9.1 Debi A. Wilcox, Regional Clerk/Director of Legislative Services, Regional Municipality of Durham — Integrity Commissioner and Code of Conduct: Bill 8— Public and MPP Accountability and Transparency Act, 2014 Resolution #GG-048-16 Moved by Councillor Neal, seconded by Councillor Cooke That the Communication Item 9.1 from Debi A. Wilcox, Regional Clerk/Director of Legislative Services, Regional Municipality of Durham regarding an Integrity Commissioner and Code of Conduct: Bill 8—Public and MPP Accountability and Transparency Act, 2014, be referred to Staff to prepare a report for the February 16, 2016 General Government Committee meeting, regarding the possibility of appointing an Integrity Commissioner. Carried 9.2 Carol Hall Regarding the Treatment of Animals at the Bowmanville Zoo Resolution #GG-049-16 Moved by Councillor Woo, seconded by Councillor Traill That the Communication Item 9.2 from Carol Hall regarding the treatment of animals at the Bowmanville Zoo, be received for information. Carried 10 Presentations No Presentations Councillor Neal chaired this portion of the meeting. 11 Engineering Services Department 11.1 EGD-003-16 Monthly Report on Building Permit Activity for October, November, and December 2015 Resolution #GG-050-16 Moved by Mayor Foster, seconded by Councillor Cooke That Report EGD-003-16 be received for information. Carried - 4 - 6-4 General Government Committee Clarftwn Minutes January 25, 2016 Tony Cannella, Director of Engineering noted that he would be distributing replacement pages for Pages 2 and 3 of Report EGD-003-16, Monthly Report on Building Permit Activity for October, November, and December 2015 requiring some slight corrections. Resolution #GG-051-16 Moved by Councillor Cooke, seconded by Councillor Hooper That Reports EGD-004-16, EGD-005-16, EGD-006-16, and EGD-007-16, be approved on consent as follows: 11.2 EGD-004-16 Port of Newcastle Subdivision Phase 2 West Stage 4, Newcastle, Plan 40M-2375 `Certificate of Acceptance' and `Assumption By-law', Final Works Including Roads and Other Related Works That Report EGD-004-16 be received; That the Director of Engineering Services be authorized to issue a `Certificate of Acceptance' for the Final Works, which includes final stage roads and other related Works, constructed within Plan 40M-2375; That Council approve the by-law attached to Report EGD-004-16, assuming a certain street within Plan 40M-2375 as public highway; and That all interested parties listed in Report EGD-004-16 be advised of Council's decision. 11.3 EGD-005-16 Valiant Subdivision Phase 5, Bowmanville, Plan 40M- 2363 `Certificate of Acceptance' and `Assumption By-law', Final Works Including Roads and Other Related Works That Report EGD-005-16 be received; That the Director of Engineering Services be authorized to issue a `Certificate of Acceptance' for the Final Works, which includes final stage roads and other related Works, constructed within Plan 40M-2363; That Council approve the by-law attached to Report EGD-005-16, assuming certain streets within Plan 40M-2363 and adjacent Plan 40M-1852 as public highways; and That all interested parties listed in Report EGD-005-16 be advised of Council's decision. - 5 - 6-5 General Government CommitteeClarington . Minutes January 25, 2016 11.4 EGD-006-16 Westvale Subdivision Phase 2, Courtice, Plan 40M-2353 `Certificate of Acceptance' and `Assumption By-law', Final Works Including Roads and Other Related Works That Report EGD-006-16 be received; That the Director of Engineering Services be authorized to issue a `Certificate of Acceptance' for the Final Works, which includes final stage roads and other related Works, constructed within Plan 40M-2353; That Council approve the by-law attached to Report EGD-006-16, assuming certain streets within Plan 40M-2353 as public highways; and That all interested parties listed in Report EGD-006-16 be advised of Council's decision. 11.5 EGD-007-16 Headgate Subdivision, Courtice, Plan 40M-2452 `Certificate of Acceptance' and `Assumption By-law', Final Works Including Roads and Other Related Works That Report EGD-007-16 be received; That the Director of Engineering Services be authorized to issue a `Certificate of Acceptance' for the Final Works, which includes final stage roads and other related Works, constructed within Plan 40M-2452; That Council approve the by-law attached to Report EGD-007-16, assuming a certain street within Plan 40M-2452 as public highway; and That all interested parties listed in Report EGD-007-16 be advised of Council's decision. Carried Suspend the Rules Resolution #GG-052-16 Moved by Mayor Foster, seconded by Councillor Hooper That the Rules of Procedure be suspended to allow Councillor Traill a new business item, regarding the West Beach Parkette to the New Business — Consideration section of the agenda. Carried - 6 - 6-6 General Government Committee Minutes claingtoll January 25, 2016 12 Operations Department No Reports for this section of the Agenda. 13 Emergency and Fire Services Department No Reports for this section of the Agenda. Councillor Hooper chaired this portion of the meeting. i i 14 Community Services Department 14.1 CSD-001-16 Newcastles of the World Resolution #GG-053-16 Moved by Councillor Woo, seconded by Mayor Foster That Report CSD-001-16 be received; That the Newcastles of the World Steering Committee be established as a Committee of Council and the Terms of Reference (Attachment 2) be approved for the period of February 2, 2016 to October 31, 2016; That Councillor Partner be appointed as the Council Representative to the Newcastles of the World Steering Committee; That the $20,000 financial contribution be referred to the 2016 municipal budget process; That Council support all appropriate grant funding applications of the Committee; That the Municipality of Clarington Finance Department issue receipts for sponsorship f and donation payments pertaining to Newcastles of the World event and in turn remit these funds to the Newcastles of the World Steering Committee for their use; is That municipal staff involvement with participation in the conference sessions be referred to Department Heads for their consideration; and That all interested parties listed in Report CSD-001-16 and any delegations be advised ; of Council's decision. Carried Later in the Meeting (See following motion) - 7 - 6-7 General Government CommitteeClarbgton . Minutes January 25, 2016 Suspend the Rules Resolution #GG-054-16 Moved by Councillor Neal, seconded by Councillor Traill That the Rules of Procedure be suspended to allow Members of Committee to speak to the matter of the foregoing Resolution #GG-053-16 a second time. Carried The foregoing Resolution #GG-053-16 was then put to a vote and carried. 14.2 CSD-002-16 Sponsorship Requests from the Community Living Oshawa/Clarington, VON Durham and Concerts in the Park Bowmanville Resolution #GG-055-16 Moved by Mayor Foster, seconded by Councillor Cooke That Report CSD-002-16 be received; That Council consider the sponsorship requests submitted by the Clarington Project— Community Living Oshawa / Clarington, VON Durham Hospice and Concerts in the Park Bowmanville; and That all interested parties listed in Report CSD-002-16 and any delegations be advised of Council's decision. Motion Divided (See following motions) Resolution #GG-056-16 Moved by Councillor Cooke, seconded by Councillor Woo That the sponsorship request for Community Living Oshawa/Clarington, in the amount of$1,500.00, be approved. Carried Mayor Foster declared a pecuniary interest in Report CSD-002-16, regarding, Sponsorship Requests from the Community Living Oshawa/Clarington, VON Durham and Concerts in the Park Bowmanville as his wife is on the VON Durham Board. Mayor Foster left the room and refrained from discussion and voting on this matter. - 8 - 6-8 General Government Committee CIaFjRgt0B Minutes January 25, 2016 Resolution #GG-057-16 Moved by Councillor Traill, seconded by Councillor Cooke That the sponsorship request for VON Durham, in the amount of$1,000.00, be approved. Carried Mayor Foster returned to the meeting. Councillor Hooper declared a pecuniary interest in Report CSD-002-16, regarding, Sponsorship Requests from the Community Living Oshawa/Clarington, VON Durham and Concerts in the Park Bowmanville as he is a founding member of the Concerts in the Park, Bowmanville and currently on the Committee. Councillor Hooper left the room and refrained from discussion and voting on this matter. Resolution #GG-058-16 Moved by Councillor Neal, seconded by Councillor Cooke That the sponsorship request for Concerts in the Park Bowmanville, in the amount of $1,500.00, be approved. Motion Lost Resolution #GG-059-16 Moved by Councillor Woo, seconded by Councillor Traill I' That the sponsorship request for Concerts in the Park Bowmanville, in the amount of $2,500.00, be approved. Carried Councillor Hooper returned to the meeting. E C Councillor Traill chaired this portion of the meeting. 15 Municipal Clerk's Department i 15.1 CLD-007-16 Appointments to Energy From Waste —Waste Management Advisory Committee li Resolution #GG-060-16 Moved by Mayor Foster, seconded by Councillor Cooke That Report CLD-007-16, regarding Appointments to Energy From Waste —Waste , Management Advisory Committee, be referred to the Council meeting-of February 8, 2016; and - 9 - 6-9 General Government Committee Minutes Garington January 25, 2016 That the deadline for applications be extended until February 1, 2016. Carried 15.2 CLD-008-16 Municipal Ombudsman Resolution #GG-061-16 Moved by Mayor Foster, seconded by Councillor Neal That Report CLD-008-16 be received; That Council approve the appointment of a Municipal Ombudsman to conduct investigations with respect to the administrative acts of the Municipality of Clarington; That the Region of Durham be advised that Clarington supports the concept of a Regional ombudsman acting as Clarington's Municipal Ombudsman on a "fee for service" basis; That staff continue to work with the Region of Durham, as deemed appropriate, in the RFP process to ensure that Clarington's needs are include in the Regional RFP; That staff report back at the conclusion of the RFP process; and That all interested parties listed in Report CLD-008-16 and any delegations be advised of Council's decision. Carried r 15.3 CLD-009-16 Private Property Parking Enforcement Resolution #GG-062-16 Moved by Councillor Hooper, seconded by Mayor Foster That Report CLD-009-16 be received; That the By-law, attached to Report CLD-009-1.6 as Attachment 2, to appoint Nemesis Security as Private Parking Officers for 55 and 75 Shipway Avenue Newcastle, be approved; and That all interested parties listed in Report CLD-009-16 and any delegations be advised of Council's actions. Carried - 10 - 6-10 General Government Committee Cla ringtonMinutes January 25, 2016 Recess Resolution #GG-063-16 Moved by Mayor Foster, seconded by Councillor Cooke That the Committee recess for 10 minutes. Carried The meeting reconvened at 11:1.5 AM with Mayor Foster in the Chair. 16 Corporate Services Department r No Reports for this section of the Agenda. 17 Finance Department i No Reports for this section of the Agenda. 18 Solicitors Department 18.1 LGL-001-16 Orono Business Improvement Area By-law r Resolution #GG-064-16 Moved by Councillor Woo, seconded by Councillor Traill That Report LGL-001-16 be received; and That staff be directed to: (a) provide notice to every member of the current Orono Business Improvement Area of Council's intention to repeal By-law 81-1, as amended by By-law 94-44, and By- law 89-50; and (b) if no objections are received in response to such notice, report back to Council at r its meeting on February 29, 2016 with recommendations to (i) repeal By-law 81-1, r as amended by By-law 94-44, and By-law 89-50; and (ii) continue the committees of the Orono BIA that were established to run,the Orono Chili Cook-Off, Orono Santa Claus Parade and Orono Antique Festival as committees of Council. Carried i' 19 Chief Administrative Office No Reports for this section of the Agenda. r - 11 - 6-11 General Government Committee Clarington Minutes January 25, 2016 20 New Business — Consideration 20.1 Renaming of Fire Station #5 Resolution #GG-065-16 Moved by Councillor Cooke, seconded by Councillor Hooper Whereas Arnot Wotten has made a significant contribution to the Municipality of Clarington; and Whereas it would be a fitting tribute to Arnot to rename a municipal facility after Arnot Wotten; Now therefore be it resolved that the Naming of Municipal Buildings/Facilities Policy be waived; That the Fire Station #5 be renamed to the "Arnot Wotten Fire Station #5"; and That the family of the late Mr. Wotten be advised of Council's decision: Carried 20.2 Birds of Prey No recommendation was moved on this matter. 20.3 West Beach Parkette Resolution #GG-066-16 Moved by Councillor Traill, seconded by Councillor Woo That Staff be directed to provide a report on the following, with respect to the West Beach Parkette, by the March 7, 2016 General Government Committee meeting: The long term plan for the West Beach Parkette; Solutions to the problems associated with unauthorized night time use of the parkette; and Solutions to address the safety issues associated with the West Beach Parkette parking lot, including (but not limited to): • Pedestrian Safety, particularly, those walking along West Beach Road • Visibility for drivers backing out of spaces in West Beach Parkette lot • Visibility for drivers exiting West Beach Road and turning north • The absence of a three way stop sign, especially during peak season Carried - 12 - 6-12 General Government Committee Clarington , Minutes January 25, 2016 21 Unfinished Business 21.1 CLD-004-16 Election Sign By-law— Sign Placement Portion Resolution #GG-067-16 Moved by Councillor Neal, seconded by Councillor Traill That CLD-004-16, Election Sign By-law— Sign Placement Portion, dated January 22, 2016, be tabled until the February 16, 2016 General Government Committee meeting. Motion Lost Resolution #GG-068-16 Moved by Councillor Traill, seconded by Councillor Hooper That the Memorandum from Anne Greentree, Municipal Clerk regarding CLD-004-16, Election Sign By-law— Sign Placement Portion, dated January 22, 2016, be received for information. Carried Later in the meeting (See following motion) r Suspend the Rules Resolution #GG-069-16 Moved by Councillor Traill, seconded by Councillor Woo That the Rules of Procedure be suspended to allow the Committee to extend the meeting until 12:15 PM. Election Sign By-law— Sign Placement Portion — Continued The foregoing Resolution #GG-068-16 was then put to a vote and carried. Resolution #GG-070-16 Moved by Councillor Neal, seconded by Councillor Cooke That the By-law attached to Report CLD-004-16, as Attachment 1 to regulate Election Signs, be approved with the following amendments: 1. the displaying of election signs is prohibited within any visibility triangle; 2. the sign size be consistent throughout the municipality regardless of the zoning on a property; - 13 - 6-13 General Government Committee ClaringtonMinutes January 25, 2016 3. the sign height cannot exceed 1.22 metres; 4. the sign width cannot exceed 2.44 metres; 5. the total sign height cannot exceed 1.5 metres (from grade to the top of the sign structure); and 6. the payment of the $250 deposit must be made before any election signs for the candidate are displayed; That By-law 2010-015, being an amendment to By-law 2009-123 be repealed; and That all interested parties listed in Report CLD-004-16 and any delegations be advised of Council's actions. Carried (See following motion) The matter of the following amendment to the foregoing Resolution referred from Council was now before Committee. Councillor Traill withdrew the following amendment. That the foregoing Resolution be amended such that the total ban on election signs from all highways which are under the jurisdiction of the Municipality be struck. Motion Withdrawn The foregoing Resolution #GG-070-16 was then put to a vote and carried. 22 Confidential Reports There were no items considered under this section of the Agenda. 23 Adjournment Resolution #GG-071-16 Moved by Councillor Cooke, seconded by Councillor Hooper That the meeting adjourn at 12:11 PM. Carried Mayor Deputy Clerk - 14 - 6-14 NEWCASTLE VILLAGE COMMUNITY HALL BOARD November 17, 2015 PM Council Chambers Present Were: C.Abraham, Chair S. DeJong r B. Carmichael S. Rogers D. Eastman Regrets: Councilor Woo Councilor Partner Also Present: G. Bell, secretary Cathy Abraham chaired meeting. 1. MINUTES Moved by D. Eastman,seconded by S. Rogers. Those minutes are accepted as presented. "Carried" r 2. BUSINESS ARISING l r 2.1 Custodial vacation coverage Dec 21—Jan 7 secretary to contact Director of Operations to see if he has staff that would be willing to work. 2.2 Fire Inspection—R. Groen reported nothing of significance was found. Projection room cannot be used for storage of this time. R. Groen will have a proper cover put on openings so that we may use it in the future. D. Eastman reported that exit signs need to be inspected monthly—this will be done by S. Fogg. 2.3 Masons request for elevator—still no further information from this group. f 2.4 Masons invoice-outstanding invoice for tax of$6.50 on rental has still not been paid. A f third notice to be sent out. j 3. FINANCIAL REPORT r i` Moved by B. Carmichael, seconded by D. Eastman That the financial report is accepted as presented. "Carried" 4. INVOICES i' Moved by B. Carmichael,seconded by S. DeJong i j 8-1 That the following invoices be paid as presented:S. Rogers 75.00, Dehumifier 162.67,S. Fogg 375.00, and DKNS 293.80 "Carried" 5. CORRESPONDENCE 5.1 Donation of$100.00 has been received in celebration of the marriage of B. Carmichael and Pat Thexton. 5.2 Chamber of Commerce networking event on November 30 to be held at hall—C. Abraham will represent the board at event. 6. FUNDRAISING - Fall Festival was not successful. Report attached. - Jacqui Kent event was successful. - Bank balance is$24,250.00 - Discussed community promotion and total cost of project. 7. HEALTH &SAFETY - Received for information to be copied to Operations Dept. - Parking Lot has been repaired. 8. BUDGET Motion by B. Carmichael, seconded by D. Eastman That budget for 2016 is accepted as presented. "CARRIED" - 9. NEW BUSINESS 9.1 Newcastle's of the World S. Rogers will update board monthly on plans as the hall will be used the entire week of the visit. J. Barrett is the chair of committee. Will be approaching Municipality to cover them for insurance. 9.2 Xmas Lights—S. Rogers and D. Eastman will take care of outdoor Christmas lights and music. Motion by S. Rogers,seconded by S. DeJong That budget of$500.00 is allocated for lights. "Carried" 9.3 Auditorium door handle—has been replaced but seems very stiff. We will have this checked. 9.4 Power King Report—suppression system was cleaned on Oct 26 9.5 Snow Removal quotes received from Foss Property, Sunnyside Acres and Flint Property. Motion by S. Rogers, seconded by D. Eastman That quote received from Foss Property Maintenance is accepted for the Nov 2015 to March 2016 season. "Carried" 8-2 r L f t 9.6 Halloween dance hosted by NVMHA—discussed condition of hall and lack of control in keeping consumption of alcohol inside the auditorium. Police presence board was told would be there was not in evidence. Attendees were consuming their own alcohol on front steps and east side of building. Vomit in men's washroom was not cleaned up when requested. Earlier in the day during picture taking players were banging hockey j sticks on hardwood floors. It is agreed that damage deposit will not be refunded. Chair will arrange meeting with President and SOP signer to discuss issues. Increase damage deposit to$500.00 and hired police presence suggested for next year. Pay additional fee for 2 staff to monitor throughout evening. 9.7 Cenotaph flag secretary is still working on who is responsible for replacing this flag. Contact has been made with Municipal office as well as MP's office and Bowmanville Legion. At this time none of the mentioned offices take responsibility for it. 9.8 Alcohol meeting update—C. Abraham reported on Municipal meeting with AGCO representative. Director of Operations is creating document for all halls to follow. 9.9 Village Concerts file was received today—will be presented at January meeting. We rl need additional people on this committee. Attendance was very low this past season. 9.10 Secretary reported she met with 28 couples in July and August, 20 couples in September and 10 in October. If Motion by S. Rogers,seconded by D. Eastmen That meeting adjourn at 9:00 pm "Carried" { I' c G f P i` h i i' I I" 8-3 C r I CENTRAL LAKE ONTARIO CONSERVATION AUTHORITY MINUTES NO. 1 ANNUAL AUTHORITY MEETING Tuesday,January 19,2016-5:00 P.M. MEETING LOCATION: 100 WHITING AVENUE,OSHAWA AUTHORITY'S ADMINISTRATIVE OFFICE,BOARDROOM Present: Don Mitchell,Chair Bob Chapman,Vice Chair !` John Aker Shaun Collier Adrian Foster Ron Hooper Joe Neal John Neal Gerri Lynn O'Connor David Pickles Nester Pidwerbecki C.Darling,Chief Administrative Officer H.Brooks,Director,Watershed Planning&Natural Heritage k' R.Catulli,Director,Corporate Services G.Geissberger,Marketing&Communications Coordinator D.Hope,Land Management&Operations Supervisor C.Jones,Director,Planning&Regulations P.Lowe,Director,Community Engagement P.Sisson,Director,Engineering&Field Operations M.Stauffer,Administrative Assistant/Recording Secretary Excused: Lome Coe Tom Rowett Absent: Elizabeth Roy Joe Drumm I' The Chair called the meeting to order at 5:01 p.m. DECLARATIONS of interest by members on any matters herein contained-NONE ADOPTION OF MINUTES I; Res.41 Moved by J.Aker Seconded by R.Hooper i! THAT the Authority minutes of November 17,2015 be adopted as circulated CARRIED I' CHAIR'S REMARKS—D.Mitchell i I (1) 2015 Central Lake Ontario Conservation Accomplishments F, "It has been a pleasure to serve as Chair of Central Lake Ontario Conservation In 2015 and I would like to share with Board Members and staff,a number of this year's highlights. • We hosted a significant corporate milestone with the 40"i'anniversary Purple Woods Maple Syrup Festival with 10,454 visitors in attendance over 13 days and a record production of 1,150 litres of maple syrup. CLOCA had another productive year in delivering educational and outreach programs in part by engaging 10,370 students and 200 parents and children in hands-on experiential learning in our watershed communities and our Conservation Areas. cont'd h f i 8-4 M I N U T E S N O.1-AUTHORITY MEETING January 19,2016 Page 2 CHAIR'S REMARKS(continued) • Completion of the Montgomery Creek Restoration Plan which made recommendations for improving water and sediment quality,natural heritage conditions,monitoring activities and environmental awareness within this watershed community. • Thanks to partnerships with the National Wetland Conservation Plan and Recreational Fisheries Conservation Partnership Program,Ontario Parks,the Municipality of Clarington and St_Mary's,technical studies,continued monitoring and restoration projects proceeded in a number of our coastal wetlands. • CLOCA staff provided comments on the Provincial Discussion Paper on the 10 year review of the Greenbelt Plan,the Oak Ridges Moraine Conservation Plan and the Growth Plan for the Greater Golden Horseshoe. • CLOCA forwarded a comprehensive report to Conservation Ontario for inclusion in a collaborative submission to the Province that responded to the MNRF discussion paper on the Provincial Review of the Conservation Authorities Act. • With funding from the Greenbelt Foundation,CLOCA collaborated with 8 Conservation Authorities to produce a comprehensive Oak Ridges Moraine(ORM)Report Card assessing the health of the oak ridges moraine and to support the Provincial review of the ORM Conservation Plan and the Greenbelt Plan. • Completion of the Wildlife Corridor Protection and Enhancement Plan which examined wildlife habitat network to evaluate potential wildlife passage opportunities and identify restoration opportunities. • In 2015 with the assistance of funding partners we planted 46,910 trees for future forests,4.0 kilometres of new accessible trails and created an outdoor learning circle as part of our Home Improvements to Conservation Area public use infrastructure and natural heritage targets. • A CLOCA draft Strategic Plan was completed by Planning Solutions Inc.in consultation with the Board of Directors,staff, stakeholders and the general public. • Continued development and updating of the CLOCA Flood Forecast and Warning System to provide local agencies and the public with advance notice,forecasting and watershed conditions. • To assist with the review of development applications and proposals,we completed the updated 2015 Regulation Limit Mapping. It is important to remind ourselves again,that the accomplishments in this report would not be possible without the support of the Region of Durham,our member municipalities,project funders,community stakeholders and watershed businesses,institutions and community volunteers.Thank you to Board members and staff and I look forward to a productive and healthy 2016." ELECTION OF OFFICERS The 2015 elected officers vacated their positions and C.Darling,Chief Administrative Officer,officiated the 2016 election of Chair. Res.#2 Moved by J.Aker Seconded by B.Chapman THAT in the event of a vote by ballot,Patricia Lowe and Perry,Sisson be designated as scrutineers;and further that all election ballots be destroyed. CARRIED Authority Chair C.Darling made three calls for nominations,noting no seconder was required. Nominations: A.Foster nominated D.Mitchell Res.#3 Moved by J.Aker Seconded by D.Pickles THAT nominations for the position of Authority Chair be closed. CARRIED D.Mitchell"stands". D.Mitchell was declared Authority Chair for 2016 and conducted the remainder of the meeting. cont'd 8-5 MINUTES NO.1-AUTHORITY MEETING January 19,2016 Page 3 Authority Vice-Chair D.Mitchell made three calls for nominations. Nominations: J.Aker nominated B.Chapman Res.#4 Moved by R.Hooper Seconded by G.L.O'Connor THAT nominations for the position of Authority Vice-Chair be closed. CARRIED I B.Chapman"stands". B.Chapman was declared Authority Vice-Chair for 2016. . 1 SIGNING OFFICERS Res.#5 Moved by S. Collier I Seconded by A.Foster E' THAT the Signing Officers of the Authority be any two of the following. The Chair, Vice-Chair, Chief L' Administrative Officer/Secretary-Treasurer,and Director of Corporate Services. CARRIED SOLICITORS Res.#6 Moved by B.Chapman Seconded by A.Foster THAT the firms Boychyn & Boychyn, Oshawa, Gardiner, Roberts, Toronto; Beard, linter, Toronto; Hicks Morley, Toronto;and Borden Ladner Gervais, Toronto be appointed Solicitors for the Authority,as required F CARRIED is BORROWING BY-LAW r Res.#7 Moved by J.Aker Seconded by N.Pidwerbecki D. Pickles questioned the wording in the recommendation. Discussion ensured. Staff was directed to review the wording to clarify siding by staff and directors. . C THAT any two of the following: The Chair, Vice-Chair, Chief Administrative Officer/Secretary-fireasurer,.and Director of Corporate Services of the Central Lake Ontario Conservation Authority are hereby authorized to borrow from time to time, by way of promissory note,from the Toronto-Dominion Bank, 4 ging Street West, Oshawa, the sum or sums not exceeding $1,000,000 to meet immediate administrative and operational expenditures until the Province of Ontario grant and/or Regional levy have been received, and to give on behalf of the said Authority a promissory note or notes,sealed with the Corporate Seal and signed by the Chair or Vice- Chair and the Chief Administrative Officer/Secretary-Treasurer and/or the Director of Corporate Services for the monies so borrowed with interest which may be paid in advance or otherwise, at a rate not exceeding prime per annum. THAT all sums borrowed pursuant to the authority of this Resolution for the purpose mentioned herein shall, with interest thereon, be a charge upon the whole of the monies received or to be received,by the said Authority, as and when such monies are received. THAT the Chief Administrative Offrcer/Secretary-Treasurer and/or the Director of Corporate Services is hereby authorized and directed to apply in payment of all sums borrowed as aforesaid,together with the interest thereon, all of the monies hereinafter collected or received by the said Authority from the Province of Ontario byway of a Grant or from the Regional Levy to be made in accordance with provisions of The Conservation Authorities Act. CARRIED i cont'd I 8-6 r M I N U T E S N O.1-AUTHORITY MEETING January 19,2016 Page 4 CONSERVATION ONTARIO COUNCIL Res.#8 Moved by A.Foster Seconded by D.Pickles THAT the Chair be appointed as the Authority's representative on the Conservation Ontario Council. Alternative designates are the Vice-Chair and the ChiefAdministrative Officer. CARRIED ENFORCEMENT OFFICERS (i) Development,Interference with Wetlands and Alteration to Shorelines and Watercourses Regulation#42/06 Res.#9 Moved by B.Chapman Seconded by R.Hooper f THAT A Sisson, T. Aikins, S. Penney, J Hetherington, D. Hope, C. Jones, J. Burgess, W. Coulter and M Guindon be appointed Enforcement Officers under the Development,Interference with Wetlands and Alteration to Shorelines and Watercourses Regulation#42/06. CARRIED (ii) Conservation Areas Regulation#101/92 Res.#10 Moved by B.Chapman Seconded by R.Hooper THAT T.Backus,H.Hirschfeld,J.Maas,B.De Waal and D.Hope be appointed Enforcement Officers under the Conservation Areas Regulation#101/92.. CARRIED CORRESPONDENCE (1) Correspondence from Acme Crozier(Agenda pg. 1) Re: Jamie Davidson (2) Minutes from Conservation Ontario Council Meeting#4/15(Agenda pg.2) December 7,2015 (3) CONFIDENTIAL Correspondence—Legal Matter(Agenda pg.11 —Staff&Members only) Res.#11 Moved by S. Collier Seconded by G.L.O'Connor THAT the above correspondence items be received for information. CARRIED DEVELOPMENT REVIEW&REGULATION (1) Staff Report 95331-16(Agenda pg. 14) Re: Permits Issued for Development,Interference with Wetlands and Alteration to Shorelines and Watercourses-November 1 to December 31,2015 Res.#12 Moved by A.Foster Seconded by B.Chapman THAT Staff Report 5331-16 be received for information. CARRIED cont'd 8-7 MINUTES NO. 1-AUTHORITY MEETING January 19,2016 Page 5 (2) StaffReport#5333-16 (Agenda pg. 17) Re: Provincial Advisory Panel Report for Provincial Plans 2015 Coordinated Review Res.#13 Moved by A.Foster Seconded by B.Chapman THAT Staff Report 5333-16 be received for information. . CARRIED DIRECTOR,WATERSHED PLANNING&NATURAL HERITAGE (1) Staff Report#5327-16(Agenda pg.23) Re: Oak Ridges Moraine and Adjacent Greenbelt Lands—Creating an Action Plan for Ecological Enhancement in the Oak Ridges Moraine and Greenbelt Res.#14 Moved by A.Foster Seconded by B.Chapman THAT Staff Report#5327-16 be received for information. r CARRIED (2) Staff Report#5332-16(Agenda pg.2S) Re: Municipal Invasive Plant Management Strategy Workshop-Summary i A.Foster inquired about progress and successes in invasive plant management. P.Lowe gave the example of the biological control used for Purple Loosestrife. Discussion ensured_ Res.915 Moved by A.Foster Seconded by B. Chapman THAT Staff Report 5332-16 be received for information. CARRIED DIRECTOR,COMMUNITY ENGAGEMENT (1) Staff Report#5329-15(Agenda pg.29) Re: Update on Education Programs Res.416 Moved by B.Chapman I` Seconded by D.Pickles THAT Staff Report#5329-16 be received for information. CARRIED E r G DIRECTOR,CORPORATE SERVICES (1) Staff Report#5335-16(Agenda pg.31) Re: 2016 Proposed Fees for Authority Services and Programs A.Foster inquired about the Durham Children's Groundwater Festival Volunteer Fee. P.Lowe noted that the fee would help with the incurred cost of the bussing and rising rental costs of the venue. Discussion ensued. j I+ Res.917 Moved by G.L.O'Connor Seconded by N.Pidwerbeeki THAT Staff Report#5335-16 be received,and, THAT the 2016 Proposed Fees for Authority Services and Programs be adopted,effective February 1,2016. AMENDMENT Moved by Joe Neal Seconded by A.Foster THAT the Durham Children's Groundwater Festival Volunteer Fee be deleted. RES.#17 CARRIED,AS AMENDED cont'd 8-8 M I N U T E S N O. 1-AUTHORITY MEETING January 19,2016 Page 6 (2) Staff Report#5328-16(Agenda pg.34) Re: BDO Canada Audit of Financial Statements for the Year Ended December 31,2015 S.Collier inquired about the time frame that CLOCA has used BDO as its Auditors. R.Catulli noted that CLOCA is looking to tender these services in 2016. Joe Neal inquired about contaminated sites on CLOCA property. C.Darling and P.Sisson noted the site in question was the Administrative Office location. CLOCA has been working with the Ministry of the Environment for many years,monitoring the soil, groundwater and stream to determine risks. Heavy metals from the old Robson Lang Tannery contaminate the soil. Discussion ensued. Res.#18 Moved by B.Chapman Seconded by D.Pickles THAT'Staff Report#5328-16 be received for information; THAT the letter from Nigel A.C.Allen,BDO Dunwoody Canada LLP be received;and, THAT Nigel A.C.Allen be advised that the Board of Directors is not aware of any matters related to increased risk,fraud or errors on behalf of management processes. AMENDMENT Moved by J.Neal Seconded by S.Collier THAT the Board receive a detailed report on the contaminated site from Staff to include the history, management,risk and migration of contaminants. RES.#18 CARRIED,AS AMENDED CHIEF ADMINISTRATIVE OFFICER (1) Staff Report 95330-16 (Agenda pg.53) Re: Common Membership—Different Boards Res.#19 Moved by D.Pickles Seconded by Joe Neal THAT the Chair, Vice Chair and members of the Central Lake Ontario Conservation Authority for 2016 be the Chair, Vice Chair and members of the Central Lake Ontario Conservation Fund for 2016 and the Chair, Vice Chair and members of the Central Lake Ontario Source Protection Authority for 2016. CARRIED (2) Staff Report#5334-16(Agenda pg.54) Re: Approval of CLOCA Strategic Plan 2016-2020 B.Chapman suggested the following changes to the Drag Strategic Plan: • Under Joint Message: 3rd paragraph,2nd sentence—the word"see"is missing • Do not use the CAO abbreviation for the Chief Administrative Officer • Under Goals—Our Focus—do not use the italics font as it is hard to read C.Darling noted that after Board approval,the document will proceed for desktop publishing to ensure that the visuals are reflective and that presentation is in keeping with corporate guidelines,etc_ Several Members inquired about watershed partner collaboration,specific to top-of-mind issues such as large fill sites. Discussion ensued. C.Darling will revise the wording under strategic actions/strengthen existing partnerships and send to Directors for approval of the wording. Res.920 Moved by B_Chapman Seconded by A.Foster THAT Staff Report#5334-16 received for information; THAT the Board of Directors approves the CLOCA Strategic Plan as provided in Attachment 1;and, THAT staff be directed to formai andpublish a formal doeument for internal and external communication of the Strategic Plan. CARRIED cont'd 8-9 6 M I N U T E S N O. 1-AUTHORITY MEETING January 19,2016 Page 7 MUNICIPAL AND OTHER BUSINESS G.L.O'Connor inquired about a fill operation in Whitby,east of Lakeridge Road. C.Jones noted that it was his understanding that the recent fill was topsoil to finalize the site and that he would confirm and report back. i John Neal inquired about the route selection for the proposed TransCanada Eastern Mainline Pipeline. C.Darling noted that the route was revised so it no longer goes through Stephen's Gulch Conservation Area and that the National Energy Board(NEB)is reviewing CLOCA's Application to Participate as a Commenter. A Foster made enquiries regarding the Durham Region Conservation Authorities Land Acquisition Fund Program. D.Mitchell,B. Chapman,G.L.O'Connor and C.Darling met with Regional Finance Staff to discuss funding options for conservation authority land management costs. The Regional Finance Commissioner agreed to look at funding options for the five Durham Region Conservation r Authorities. 1' R.Hooper thanked Authority staff for their assistance with a fill operation in Clarington. i. ADJOURNMENT Res.#21 Moved by N.Pidwerbecki Seconded by S.Collier THAT the meeting adjourn. CARRIED The meeting adjourned at 5:52 p.m. - F t r I i h t r C is i r, I' 8-10 I GANARASKA REGION CONSERVATION AUTHORITY MINUTES OF THE FULL AUTHORITY i December 10, 2015 i FA 07/15 1. Welcome and Call to Order The Chair called the Full Authority meeting to order at 7:15 p.m. MEMBERS PRESENT: Forrest Rowden, Chair-Town of Cobourg Wendy Partner, Vice-Chair- Municipality of Clarington Raymond Benns - Township of Alnwick/Haldimand Mark Lovshin -Township of Hamilton John Fallis -Township of Cavan Monaghan Theresa Rickerby - Town of Cobourg I Louise Ferrie-Blecher- Municipality of Port Hope Jeff Lees - Municipality of Port Hope Heather Stauble - City of Kawartha Lakes ALSO PRESENT: Linda Laliberte, CAO/Secretary-Treasurer Mark.Peacock, Director, Watershed Services Greg Wells, Manager, Planning and Regulations Pam Lancaster, Stewardship Technician ABSENT WITH k' REGRETS: Willie Woo - Municipality of Clarington I ALSO ABSENT: 2. Disclosure of Pecuniary Interest None r 3. Minutes of Last Meeting FA 52115 MOVED BY: John Fallis SECONDED BY: Jeff Lees THAT the Full Authority approve the minutes of the October 15, 2015 meeting. CARRIED. i' 8-11 Minutes FA 07/15 Page 2 4. Adoption of the Agenda Additional items were added to the agenda. 1. Under Correspondence 8. FA 15. David Baxter, Director of Finance, Municipality of Port Hope, re. 2016 GRCA Budget 2. Under New Business 11. d) Urban Recreational Fisheries Strategy 11. e) Conservation Ontario update 11. f) 70th Anniversary of the GRCA 3. Under Other Business 12.a) Update on Wind Turbine Proposals FA 53/15 MOVED BY: Ray Benns SECONDED BY: Heather Stauble THAT the Full Authority adopt the agenda as amended. CARRIED. 5. Delegations None 6. Presentations None 7. Business Arising from Minutes a) 2016 Levy The CAO/Secretary-Treasurer explained the weighted vote procedure to the Board and answered any questions. FA 54/15 MOVED BY: Mark Lovshin SECONDED BY: John Fallis THAT the Full Authority approve the staff:report that includes the 2016 levy in the amount ,of$913,174.00 A recorded vote is required. Ray Benns - Township of Alnwick/Haldimand (0.9392%) Yes John Fallis -Township of Cavan-Monaghan ( }.1864%.) Yes Louise Ferrie Blecher- Municipality of Port Hope (8.9746%) Yes 8-12 i t: k Minutes FA 07/15 Page 3 Jeff Lees - Municipality of Port Hope (8.9746%) Yes ! Mark Lovshin - Township of Hamilton (11.3677%) Yes Wendy Partner- Municipality of Clarington (23.2981%) Yes Theresa Rickerby -Town of Cobourg (11.4342%) Yes Forrest Rowden -Town of Cobourg (11.4342%) 'Yes Heather Stauble - City of Kawartha Lakes (0.0929%) Yes The total percentage present to vote was 76.70%. To carry the motion 51% total of those present or 39.118% is required and cannot be from a single municipality. The vote was carried at 100%. CARRIED. .8. Correspondence FA 14. Mayor Adrian Foster, Municipality of Clarington, Letter to Honourable.Jim Carr, Minister of Natural Resources re: Request for Support of Proposal of Port Granby Nature Reserve FA 55/15 MOVED BY: Wendy Partner SECONDED BY: Heather Stauble r THAT the Full Authority receive the correspondence for information. CARRIED. t. FA 15. David Baxter, Director of Finance, Municipality of Port Hope, re. 2016 GRCA E Budget i' FA 56/15 MOVED BY: Wendy Partner SECONDED BY: John Fallis THAT the Full Authority receive the correspondence for information. CARRIED. 9. Applications under Ontario Regulation 168/06: Permits approved by Executive: k FA 57/15 r MOVED BY: Jeff Lees SECONDED BY: John Fallis ,THAT the Full Authority receive the permits for information. CARRIED. , 8-13 Minutes FA 07/15 Page 4 Permit Application require Full Authority discussion: None 10. Committee Reports: a) Ganaraska Forest Recreation Users Committee Minutes, November 5, 2015 The members asked questions regarding other users on the snowmobile trails. Heather Stauble asked regarding the City of Kawartha Lakes representative. FA 58115 MOVED BY: Teresa Rickerby SECONDED BY: Louise Ferrie-Blecher THAT the Full Authority receive the Ganaraska Forest Recreation Users Committee Minutes from November 5, 2015 for information. CARRIED. 11. New Business: a) Update of Pian Input and Review Fees The Board went through the chart of the review of municipal plan input & review fees and discussed the fact that the GRCA fees are below the average. The Board stated the fees have to be increased by more than what was being proposed. The Board made changes to the fee schedule as presented. FA 59/15 MOVED BY: Heather Stauble SECONDED BY: Louise Ferrie-Blecher THAT the Full Authority approve the amended updated fee schedule for review of Municipally circulated Planning Act Applications and review of applications made under Ontario Regulation 968/08 in accordance with the attached schedule and, FURTHER THAT the schedule be effective January 1, 2016. CARRIED. b) Draft Guidelines for Municipal Plan Input and Review. FA 60/15 MOVED BY: Ray Benns SECONDED BY: Jeff Lees THAT the Ganaraska Region Conservation Authority Full Authority direct staff to circulate the draft Guideline for Municipal Plan Input & Review to Municipal Planning Departments and to work with Municipal staff on its further development. CARRIED. 8-14 Minutes FA 07/15 Page 5- c) Appointment of Risk Management Officials/Inspector as-a Provincial Offences Officer FA 61115 MOVED BY: Wendy Partner SECONDED BY: John Fallis THAT the Staff report titled "Appointment of Risk Management Officials/Inspector as a Provincial Offences Officer" be received as information; FURTHER THAT Brian Morrison be appointed as a Provincial Offences Officer under the Provincial Offences Act for the purposes of enforcing Part IV of the Clean Water Act, 2006 while appointed as a risk management inspector for the Ganaraska Region Source Protection Authority, and a certificate be issued confirming this appointment. CARRIED. << f d) Urban Recreational Fisheries Strategy FA 62115 MOVED BY: John Fallis SECONDED BY: Teresa Riickerby E THAT the Full Authority receive the Urban Recreational Fisheries Strategy report for information. CARRIED. j r e) Conservation Ontario update Chair Forrest Rowden provided an update on the Conservation Ontario meeting held December 7, 2015. He stated all source water protection plans have been approved. He further stated to prevent legal action against authorities, it was suggested more signage should be placed in conservation areas where there is not enough. He also said the most F effective tool for addressing this concern is having signed waivers. f) 70th Anniversary of the GRCA Chair Forrest Rowden announced that the 70th Anniversary celebration for the Ganaraska Region Conservation Authority will be held at the Ganaraska Forest Centre on Thursday, [(` October 6, 2016. There was a discussion on the date however, due to weddings booked at the Centre the date will remain as scheduled. Further details will be announced closer to the date. I' 12. Other Business Heather updated the Board on the five proposed wind turbines stating that three may not be approved. The board discussed the January meeting and it was agreed that there will be no board meeting in January. The next board meeting will be the annual .meeting to be held on i 8-15 Minutes FA 07/15 Page 6 February 25, 2016 13. in Camera None 14. Adjourn The meeting adjourned at 9:00 p.m. on a motion by Mark Lovshin. CHAIR CAO/SECREZi 'Y-TREASURER r 8-16 i Tyrone Community Centre Wednesday, January 20, 2016 Roll Call Present: Chairman: Joy Vaneyk, Treasurer: Claude Godin, Secretary Cecile Bowers, Dave Taylor, Paul Rowan, Corinne VanDerGrootevheen, Larry Quinney, Walter Loveridge-Srs., p Alvina and Calvin Hare-interested. Excused: Laurie LaFrance. Minutes of November meeting: After reading M/S by Dave Taylor and Larry Quinney to ! accept minutes as read. CARRIED. Minutes of December meeting: M/S Dave Taylor and Corinne VanDerGrootevheen to accept minutes as read. CARRIED. Treasurer's Report: Not including Dec. 31, 2015. Claude noted balance: $18,489.79 in bank. Joy noted that Profit from December 31, 2015 was $2,023.70 given to Claude tonight for bank. All bills paid to date. M/S by Claude and Larry to accept Treas. Report. CARRIED. Re: Clarington Community Grant: M/S by Corinne and Dave that we fill out the application for this grant in the amount of$3,000.00. CARRIED. This amount would be for a floor scrubber/polisher. Maintenance Report: Larry noted that the dish-washing test strips have been purchased and are at the Kitchen sink. Also noted the West and North walls had been cleaned. After the meeting all members present will learn how to light the kitchen stove. Also the new Cleaning and Sanitizing Flowchart for Kitchen was given to Larry who will laminate it before placing on kitchen wall by sink Torn piece of carpet in entry has been replaced. It was mentioned that stove top needs really good cleaning and a treatment...Larry to see to it. Hall Booking Report: Joy noted that starting January 315t Sundays from 6:30 p.m. to 8:30 p.m booked by Church right through until end of March. r February 6 will be Monthly Over 30 Dance and February 27 will be rented by Tyrone United Church for their Annual Chicken Pot Pie Supper. Update from New Year's Eve Dance: All went well but only sold 77 tickets, lot of work for small remuneration. Old Business: Joy gave us an update on ProBus meeting she had attended January 13/16. Projects for 2016...Screen door for bar, flooring or scrubber; kitchen counter; split bar door? F I` Special Occasion Permit for 2016 Monthly dances is complete. I New Business: Preparation of Grant application to Municipality. Prepare for Annual General Membership meeting in February and Nomination of New Officers.. February 28 there will be a Sport and Leisure Fair at Rickard Centre....promote hall? M/S by Corinne and Dave to adjourn. CARRIED. I C I; i I h 8-17 DIS. TRIBUT RgVIEM . � Clarington Pofar Bears ■ M O Pile 3757 Courtice mad,C II(� DPo�RM ftoion 0 PD Direction (Phone. 905-436-2 o �° 4` !' t4+alion 9 PD information Copy1 ' O Mayor 0 Members of O Ward Councillors January 21, 2016 ` t1,r Council O CAO DClerks O Communications O Comm11Services Services pCorporate O Emergency ° T Corporation of the Municipality of Clarington ❑ g •�� g ' Finance q(,e a 40 Temperance Street, �$ g i Services Bowmanville, Ontario dpaarattons 13 Planning LIC 3A6 Services Attention: MayorAdrian Foster and Members of Municipal Council 00ther: Munkipai Clerks Fib Re: Clarington Polar Bear Swim I The Clarington Polar Bear Swim has been a successful local event since the initial inception by Willie Woo at the beginning of the new millennium in 2000. When Willie decided it would be a great fundraising event we were delighted he asked our family to partner with him and Donna. It has been a privilege to.carry on the dip over the past twelve years. The ongoing and increasing support of the local community has been an inspiration to us as it demonstrates the compassion people have for each other, especially as it relates to children. The event is relatively well j established and many members of our community look forward to it each New Year's Day. I can only conclude that some people are true Canadians, not wimps and just enjoy the cold! Throughout your years of support Clarington's Polar Bear Swim has touched the lives of people from California, New Hampshire, New York, Florida, Nunavut, New Brunswick, Nova Scotia, Scotland, England, Australia as well as many throughout the GTA, southern Ontario and of course our local towns and villages. I, The assistance of numerous volunteers, sponsors, pledge supporters and community officials has been absolutely great and allowed the swim to continue each year. On behalf of the McFarland family I would like to formally thank the Municipality of Clarington for their fantastic backing of this extremely successful fundraising event. Over the past twelve years we have provided donations of $11,500 to the Ontario Liver Foundation and $81,550 to the Sick Kids Foundation, all for research into pediatric liver disease. Please extend our thanks to the Operations Department and Emergency and Fire Services. The assistance these two departments made January 1st a much less confusing and safer day. The dedication of the fire fighters who take time from their families during the special holiday season was truly appreciated. The fun day at the cool Newcastle Waterfront has been memorable for our family and will undoubtedly continue with the on-going support of the local municipal employees whose efforts make it all possible. Once again the McFarland family thanks you for your supportive assistance and wishes each of you continued success in all future endeavours. Sincerely, E KZ RNIJ r. Jo-Anne McFarland JAN � �i Cc: Mr. Willie Woo, Regional Councillor r Ltii,uV ;TjN Mr. Gord Weir, Director Emergency and Fire Services i4IIAYORS oF1=~cz: 8-18 D STLegal&Legislativeislative ServicesRISION Stephen M.A. Hu cke REVIEWED Y 905-726-4771AUR,QRA Original To: ile shuycke@aurora.ca yowre,uv Cfooa:Cowpasty ❑Council Direction \❑GG Direction ❑PD Direction Town of Aurora a Council Information 36 GG Information t]PD Information 100 John West Way,Box 1000 Copy To: Aurora, ON L4G 6J1 ❑Mayor ❑Members of Q Ward Councillors February 2, 2016 Council L3 CAO ❑Clerks ❑Communications 0Community (]Corporate ❑Emergency D LIVERED BY E-MAIL TO: The Honourable Kathleen Wynn , P�'rev tier of(��i g io services kw nne.mpp.co@liberal.ola.org Legislative Building, Queen's Par 4n,i eering l]Finance Legal g g, services Services Toronto, ON M7A 1A1 00perations Planning Services I; Dear Premier. pother: Muni ipal clerk's file Re: Town of Aurora Council Re: Motion (a) Ontario Municipal Board Jurisdiction Please be advised that this matter was heard by Council at its Council meeting held on January 26, 2016, and in this regard Council adopted the following resolution: WHEREAS the Town of Aurora spends an incredible amount of resources and taxpayer money developing an Official Plan; and ,WHEREAS the Town's Official Plan is ultimately approved by the Province; and k WHEREAS it is within the legislative purview of Municipal Council to approve Official Plan amendments or Zoning By-law changes that better the j community or fit within the vision of the Town of Aurora Official Plan; and WHEREAS it is also within the legislative purview of Municipal Council to deny Official Plan amendments or Zoning By-law changes that do not better the community or do not fit within the vision of the Town of Aurora Official Plan; and WHEREAS planning decisions may be appealed to the Ontario Municipal Board ("OMB"), an unelected, appointed body that is not accountable to the residents of Aurora; and WHEREAS appeals of OMB decisions are limited to questions of law, not the findings of facts in a case; and WHEREAS all decisions—save planning decisions—made by Municipal Council are similarly only subject to appeal by judicial review and such appeals are,limited to questions of law; 1 f' 8-19 The Honourable Kathleen Wynne, Premier of Ontario Re: Town of Aurora Council Resolution of January 26, 2016 February 2, 2016 Page 2 of 2 NOW THEREFORE BE IT HEREBY RESOLVED THAT Aurora Town Council requests the Government of Ontario to limit the jurisdiction of the OMB to questions of law or process; and BE IT FURTHER RESOLVED THAT that the Government of Ontario be requested to require the OMB to uphold any planning decisions of Municipal Councils unless they are contrary to the processes and rules set out in legislation; and BE IT FURTHER RESOLVED THAT a copy of .this Motion be sent to The Honourable Kathleen Wynne, Premier of Ontario, The Honourable Ted McMeekin, Minister of Municipal Affairs and Housing, Mr. Patrick Brown, Leader of the Progressive Conservative Party, Ms. Andrea Horwath, Leader of the New Democratic Party, and all Members of Provincial Parliament (MPPs) in the Province of Ontario; and BE IT FURTHER RESOLVED THAT a copy of this Motion be sent to the Association of Municipalities of Ontario (AMO) and all Ontario municipalities for their consideration. The above is for your information and any attention deemed necessary. Yours truly, StephenA. Hu cke Town Clerk SMH/lb Copy: The Honourable Ted McMeekin, Minister of Municipal Affairs and Housing Mr. Patrick Brown, Leader of the Progressive Conservative Party Ms. Andrea Horwath, Leader of the New Democratic Party All Members of Provincial Parliament in Ontario Association of Municipalities of Ontario (AMO) All Ontario Municipalities 8-20 AutismONTARIO AGENDA see the potential voir le poien6el fanuary 22,2016 Dear The Corporation of the Municipality of Clarington, The Corporation of the Municipality of Clarington 0 - 2 ZQ 16 40 Temperance Street Bowmanville ON UC 3A6 ,10A -YORISUFF110E Re: Invitation to participate in Autism Ontario's "Raise the Flag" campaign on April 4nd2016 in celebration of World Autism Awareness Day. Dear Sir/Madam, April 2,2016,will mark a historic day in Canada for the autism community. For the fourth year, Canadians will officially recognize World Autism Awareness Day. To formally acknowledge the day,Autism Ontario is inviting all municipalities to proclaim April 2,2016 as World Autism Awareness Day and raise Autism Ontario's Flag on Monday, April 41h/2016 due to weekend office closures on the official day. By participating in our 2016 "Raise the Flag" campaign,you are increasing public awareness about Autism Spectrum Disorder(ASD), and the day-to-day issues faced by people with autism and their families. i. If your community is interested in supporting autism awareness by participating in Autism Ontario's "Raise the Flag" campaign on April 4,2016,please return the attached RSVP form by mail on or before March 11,2016. Last year we requested that municipalities keep the flag for futu-,-use.We baye. 4 llimift-d hill number of flags available for those who require one;please mak nOLSTIFUR gm all RSVP form if you require one. REVIEWED 8Y, Irl/ Original To Q FP The March 11,2016 registration deadline will allow us to mail out tag=�fil it)PD Direction and to advertise through our communication channels that your n X91*pw"wj(DlGblaformatlon 0 PD Information participating. We recognize municipalities have a formal approval f?bvclNs for recognizing t!mayQr rs-Qt. 13 WY Councillors charitable proclamations and flag raisings, and may not be able to cegister by Vv %e, this is the case we still invite you to proclaim the day and raise a �Atf.you huaw P Mmunications notify us of your participation by emailing rtf@autismontario.com a community (3corporate C1 Emergency Services Services Services Q Engineering Q Finance a Legal Services Services &Operations 0 Planning Services U Other: Y Z�o A gq M "S 12, R AutismONTARIO see the potential Voir le potentiel Please visit www raisetheflagforautism.com in the coming weeks to access new engaging resources and to share your stories of inclusion! For questions regarding participation,please contact the Raise the Flag committee at 416-246- 9592 or at rtfCcoautismontario.com. Sincerely, Autism Ontario's Raise the Flag Committee 1179 King Street west, Suite 004 Toronto, Ontario M6K 3C5 416-246-9592 rtf@)autismontario.com About Us Autism Ontario is the leading source of information on autism and one of the largest collective voices representing the autism community in Ontario. Today, 1 in 94 children are diagnosed with autism in Canada. Through improved public awareness,Autism Ontario strives to increase opportunities and acceptance for over 100,000 people living with Autism Spectrum Disorder in Ontario,ensuring that each person with ASD is provided the means to achieve quality of.life as a respected member of society. Learn more at www.autismontario.com Enclosure: • Proclamation • RSVP form Follow us on Twitter! @AutismONT and tweet your Raise the Flag photos with #RaisetheFlagforAutism �. x aIV�4-^ _ sem,..-f z ._ > ;MW r 7 Coutu, Linda From: Barbara(Bunny) Clark<durhamregionhd@gmail.com> Sent: January-28-16 4:24 PM To: Coutu, Linda Subject: 2016 Walk to Cure Huntington disease Attachments: Light-It-Up-4-HD-Contact-Letter 2016.doc r Good afternoon Linda The Durham Region Group for the Huntington Society will be holding our third Walk to Cure HD at Bow Memorial Park on Sun May 29 2016. As a part of the awareness campaign we would like to once again have a flag raising ceremony and have May proclaimed Huntington disease awareness month in Clarington. I am also attaching a document from the HSC regarding our#LightItUp4HD campaign which we would like to also make a possibility in May. r Thank you for your consideration Bunny Clark Durham Region Representative Huntington Society of Canada 905-723-5262 i 4 i; "Never doubt that a small group of thoughtful committed citizens can change the world; indeed, it's the only thing that ever has." i -Margaret Mead (1902-1978); r Cultural Anthropologist r_ i i is r i i i i 9-3 DIS'TRI `T' ` N REVIEWED BY AGENDA Original To: Huon ociety of Canada ❑Council Direction GO'D�ct Council information OGGloQp torm i —UNT NGTON � c4RPjnftp " ington du Canada Copy To: Jan 29 2016 E3 Mayor ❑Members of ❑Ward Councillors Council Linda Coutu ❑CAO 0 Clerks O Communications Administrative Assistant to the Ma or O Community Cl Corporate ❑Emergency y Services Services services Municipality of Clarington 0 Engineering D Finance ❑Legal 40 Temperance Street Services Services Bowmanville, ON L1C 3A6 WOperafions ❑Planning- Services Dear Linda Coutu o other: Municipal Clerk's Fite May 2016 will be recognized as Huntington Disease Awareness mo-FT57771itington disease (HD) affects one in every 5,500 people in Canada. Its impact is widespread, affecting generations of families. Huntington Disease Awareness Month aims to raise awareness to help slow and eventually stop this devastating disease. To help inform Canadians,volunteers nationwide would like to make a formal request for the Clarington City Hall to turn blue and purple on an available date in May 2016 for HD and Juvenile HD awareness. Huntington Disease Awareness Month is an opportunity to educate Canadians about Huntington disease. Huntington disease is a fatal genetic brain disorder that is like having the symptoms of ALS,Alzheimer's, Parkinson's and schizophrenia all in one disease. The Huntington Society of Canada(www.huntingtonsociev.ca) is a national network of volunteers and professionals, who, since 1973,have aspired to a world free from Huntington disease. The Society maximizes the quality of life of people living with HD by delivering services, enabling others to understand the disease and furthering research to slow and to prevent Huntington disease. Our charitable registration number is 11896 5516 RR0001. Please help draw attention to this devastating disease. Help us tell Canadians about the importance of increasing funding for research and services in our local area. Thank you for your consideration. If you have any questions you can reach me Bunny Clark at 90.r,-723- r contact the Huntington Society of Canada at 1-800-998-7398 or communications(@huntingtonsociety.ca. Respectfully Submitted Bunny Clark 1075 Townline Rd N, Oshawa L1H 8L7 9-4 DISTRIBUTION REVIEWED BY k f iOtfir ❑FileShl irection ❑Po.oirection Q Council Information a GG information o PD Information CopyT :1rr aur^cau�t i�f Q Members of Q Ward Councillors 'Your COUIICII o CAD Q Clerks Q Communications i' February 4th, 2016 13 Community QServicesVIA EfS AfLsse Q � o Engineering Q Rnance o Legal Honourable Kathleen Wynne services services Premier and Minister of Agriculture and Food t]Operations Planning 111 Wellesley Street West Room 281 services Toronto ON M7A 1A1 anther: Mui ' ai Clerk's RI RE: Resolution Requesting that Ontario Cancel RFP for Added Dear Premier Wynne, Please be advised that the Council for the Township of Wainfleet, at its meeting held on January 26th, 2016, passed the following resolution: i WHEREAS the Independent Electrical System Operator, under Ministerial Directive, issued an RFP for additional renewable energy generation including 300 MW of wind generation and is considering issuing further RFPs for 2016; r AND WHEREAS the December 2015 Auditor General's report confirmed that Ontario is generating surplus electricity with capacity increasing by 19% in the last 8 years while demand fell by 7.5% in the same period. Additional capacity is not required at this time; AND WHEREAS the Auditor General also reported that the existing Feed In Tariff (FIT) contracts mean that Ontario power consumers will pay a premium of $9.2 billion for renewable power with wind power pricing that is double the prices paid in other jurisdictions; AND WHEREAS the Ontario Chamber of Commerce reports that the escalating price of electricity is undermining their members' capacity to grow, hire new workers, and attract investment, and that Ontario's electricity costs are among the highest in North America, making i! the province uncompetitive for business growth; AND WHEREAS adding wind to Ontario's grid drives CO2 emissions higher. The Ontario Society of Professional Engineers estimated that wind with natural gas backup produces base- load electricity at about 200 grams of CO2. emissions/kWh compared with the current system average level of 40 grams CO2 emissions/kWh; AND WHEREAS Nature Canada reports that wind power facilities have a substantial negative impact on endangered species including migrating bats and birds as well as destroying habitat for species at risk; AND WHEREAS wind power is an intermittent source of electricity generation meaning that it cannot be used to replace dependable generating capacity without natural gas as a back-up; I 31940 Highway#3 • P.O. Box 40 • Wainfleet, ON • LOS 1 VO PHONE 905.899.3463 - FAX 905.899.2340 • www.wainfleet.ca 9-5 ' -~~---'--~-- tion Requesting that Ontario Cancel RFP for Added Wind Power Generation 20160203 Page NOW THEREF{]�Z.E.f3E IT RESOLVED THAT the Council of the Township of \A/oinfleot ' reqAe�D�� 1��hatthe Province ofOn�h n� its h� in ��S 4.13 (12) of� 'cancef the process at any stage and for any reason' and not issue new wind ' ' j 2*,"117hat th6'),Pfbvi�,nce of Ontario hold off any further renewable procurement process until capacity. is- actually required and focus on sources that will actually reduce carbon __T hat th61`E80:,review the outstanding FIT contracts that have not achieved 'Commercial Operation', and vigorously enforce the terms of 'the FIT contract with a view to ' --elim inating'fOrther expensive wind generation capacity being added to-the grid. `�uu//urnau-�quseu�o`unaz a copy of this resolution be forwarded to all 444 municipalities /n Ontario for their endorsement and support, as well as to local KjPP'a. the Progressive Co.eervat�e Party of Ontario and the Ontario NDP. 0Obehalf cf Council, thank you for your consideration ofthis request. 8innensly, � L� \ � ~ ��g�U�2 Acting Clerk mz Honourable Bob Chia[eU. Minister of Energy Patrick Brown, Leader ofthe Ontario Progressive Conservative Party Andrea Honwoth. Leader ofthe Ontario NDP Tim Hudak, MPP NiagonsVVeot— G|anbrook Cindy Forster, MPP Welland Ontario.Municipalities 31Q4OHighway#3 ^ P.O. BoX4O ^ VVanfk*et [)N , LOS 1VO 9_6 PHONE GO5.8SS.3463 ^ FAX 905.899.2340 - i Clarinsoton 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: February 16, 2016 Report Number: EGD-008-16 Resolution: File Number: By-law Number: Report Subject: Bond Head Park Expansion and Transportation Improvements Recommendations: 1. That Report EGD-008-16 be received; 2. That the park expansion plans be modelled after Concept Three, which includes a more natural presentation of greenspace with park shelter, paved walkways, benches, picnic tables, additional parking and shoreline erosion protection, and that these improvements be referred to the 2016 Capital Budget; 3. That the expansion of parking at Bond Head include spaces along the south side of Boulton Street, and additional spaces along the east edge of the existing parking area, and that these improvements be referred to the 2016 Capital Budget; 4. That a 1.5 metre wide sidewalk be constructed as part of Phase 1 of the transportation safety improvements, on the west side of Mill Street South, including localized curb and gutter, storm sewer and localized retaining walls, and that these improvements be referred to the 2016 Capital Budget; 5. That Mill Street South be widened by 2 metres on each side as part of Phase 2, to accommodate bike lanes, and that these improvements be referred to a future Capital Budget year; and r` i 6. That all interested parties listed in Report EGD-008-16 and any delegations be advised of Council's decision. i' 1 �-1 Municipality of Clarington Report EGD-008-16 Page 2 Report Overview Clarington's Official Plan identifies a District Park in the Bond Head area in Newcastle and in the last few years both staff and residents have been re-imagining the future use of this uniquely beautiful area as a premier recreational destination for both local area residents and the community as a whole. In November of 2014 and again in November of 2015 Clarington staff held Public Information Centers (PIC's) in the Bond Head area to promote broad and transparent civic engagement in the creation of a shared vision of how the waterfront will take shape over time, while ensuring enhanced multi-use access to the area that places public safety as our highest priority. This report summarizes our efforts thus far and makes recommendations for moving forward based on respectful recognition of all points of view but with a bias towards an achievable consensus. 1 . Background There are essentially three main areas of focus as we develop our vision of the future Bond Head area, one is of the expansion of the park, the second is for additional parking at the waterfront and the third is for improved connectivity and enhanced, safe multi-use public access. We present all three as distinctly separate areas of focus. 1.1. Bond Head Waterfront Park Expansion Features Clarington's Official Plan identifies a District Park in Bond Head on the east side of the Graham Creek were it meets Lake Ontario. The existing Bond Head Park was built in 1991 and contains a boat launch, small parking lot, shade structure and seating area. Since that time the municipality has acquired additional land on the east side of Bond Head Park to expand the park and provide greater public access to the waterfront. A conceptual master plan for the proposed park expansion was displayed at the original PIC in November 2014. Resident feedback on the park concept plan was mixed. Some residents liked the concept plan as presented, others suggested a water play area, and some suggested a preference for passive space for picnicking and quiet enjoyment of the waterfront. Based on the feedback at that PIC three new concepts were developed. Concept One (attachment 1) Playground equipment, swings, a park shelter, open lawn/picnic areas, a park path system, additional parking and shoreline protection. Concept Two (attachment 2) Splash pad, park shelter, open lawn/picnic areas, a park path system, additional parking and shoreline protection. 11-2 Municipality of Clarin ton ' Report EGD-008-16 Page 3 Concept Three (attachment 3) Includes a shelter surrounded by greenspace, paved walkways, benches, picnic tables, additional parking and shoreline erosion protection. This option was preferred by 15 of the 22 residents who submitted comments for the November, 2015 PIC. 1.2. Expansion of Parking � Expanding the park would also require additional parking since the park is intended for use by both local residents and residents from beyond Bond Head. At the original PIC four options for new parking were displayed. The preferred option was to provide parking directly along the south side of Boulton Street. The spaces proposed along the south side would minimize the impact on the new parkland and keep all of the park expansion on the south side of Boulton Street. There may also be an opportunity to expand the existing parking area along its east edge. The additional parking described above was shown on C all concepts displayed at the November 12, 2015 PIC. 1.3 Enhanced Multi-use Safe Connectivity Aware that "if you build it they will come", and recognizing the existing use by pedestrians and cyclists of Mill Street South, transportation improvements have been a major area of focus throughout the design and public consultation process. Together we have looked at how to facilitate multi-use connectivity as a way to encourage people to enjoy their waterfront, while at the same time ensuring public safety for those who come. It has been our intent to: • Provide safe multi-use connectivity to the waterfront park which includes the I% installation of a sidewalk ` • Protect the natural beauty of the area, in particular the unique tree canopy along Mill Street South existing vegetation and natural features • Impact the least number of homes on the street and where impact is necessary it should be minimized as much as is possible (eg. 10 properties versus 15 when comparing the West to the East side of Mill St. S.). At the first PIC in November 2014, Engineering presented 3 options intended to stimulate input and comments from the neighbourhood residents. All options included a 3 metre wide multi-use trail, with different routes: !' i Option 1 (attachment 4) - east side of Mill Street South Option 2 (attachment 5) - west side of Mill Street Option 3 attachment 6 - west side of Mill Street to Metcalf Street, east along Metcalf Street to George Manners Drive, south along George Manners Drive to Queen Victoria Street, continuing south to Lake Ontario along the unopened Right-of-Way of George Manners Drive. 11-3 Municipality of Clarington Report EGD-008-16 Page 4 There was a mixed response from the local residents with 12 out of the 22 providing comment sheets supporting the trail on the west side of Mill Street South, 4 residents supporting the trail on the east side of Mill Street South and 1 resident supporting the trail along George Manners Drive. Three residents asked for the "Do Nothing" option. Other comments included that the trail to be revised to a typical 1.5 metre wide sidewalk, that Mill Street be widened to accommodate pedestrians and cyclists and not provide a sidewalk at all. A strong response was that the tree canopy and the appearance of Mill Street South be unchanged as it is one of the reasons for Bond Head's unique beauty. The residents pointed out that the walkway on the west side of Mill Street South reduced the number of crossings of Mill Street South, provides direct access to the lake/waterfront park and connected to the existing sidewalk south of the Graham Creek bridge (also known as Hunter Bridge). The Preferred Option (attachment 7) - Based on the above mentioned information, evaluation of costs and the need to address pedestrian safety, Engineering developed a modified version of Option 2 that was presented at the PIC on November 12, 2015. We recommend that the preferred option be implemented in two phases. Phase 1 The improvements would include constructing a 1.5 metre wide sidewalk on the west side of Mill Street South, focusing on minimal impact to the existing vegetation/trees. The sidewalk would accommodate pedestrians only on the sidewalk and cyclists would still share the road with vehicles until Phase 2 is constructed. The design would include localized curb and gutter, retaining walls and storm sewer. The location of the sidewalk would be determined by the path of least impact on the existing vegetation. For the sake of ease and clarity the entire section of sidewalk recommended as part of Phase 1, has been broken down into four distinct attachments, each illustrating a section of approximately 250 m. They are as follows: • Attachment 8 Phase 1 (sidewalk installation), from the existing sidewalk to Metcalfe Street. • Attachment 9 Phase 1 (sidewalk installation), from Metcalfe to 590 Mill Street South • Attachment 10 Phase 1 (sidewalk installation), from 590 Mill Street South to 615 Mill Street South. • Attachment 11 Phase 1 (sidewalk installation), from 619 Mill Street South to Bond Head Park. 11-4 i i Municipality of Clarington Report EGD-008-16 Page 5 Phase 2 The improvements would include a road widening of Mill Street South by 2 metres on each side to accommodate bike lanes with sufficient width to ensure safe separation between cyclists and vehicles. Upon completion of Phase 1, staff would monitor the situation and when warranted/required, program the Phase 2 works into a future Capital Budget. i At the PIC on November 12, 2015, from the 26 comment sheets received, 14 residents were in support of a 1.5 metre wide sidewalk on the west side of Mill Street South. Residents acknowledge that a safe passage for pedestrians on Mill Street South is required. Residents continue to be concerned about speeding along Mill Street. Although studies conducted by staff and the DRPS, do not indicate a speeding problem, during the detailed design phase of the project, should it move forward, staff will look at opportunities to introduce measures that have proven to reduce speeds in other areas of Clarington. Another resident concern was the responsibility of maintaining the sidewalk during the winter months. At the PIC, information was made available to the residents about Clarington's snow removal (By-Law 93-144) that regulates the clearing of snow and ice from sidewalks. This By-Law requires adjacent land owners to clear snow from the sidewalk across the frontage of their property. In addition, information about the snow f clearing program provided by the Municipality was available at the PIC. The requirement to clear snow was a concern for many residents because of the large frontages along this section of Mill Street South. The residents also re-iterated that the feel and look of Mill Street South be maintained as much as possible stating that not removing the existing tree canopy was critical. Some other comments received included: I> • Sidewalk was too close to house • Sidewalk will be too narrow for both pedestrians and cyclists {{ • Provide a cross walk at Queen Victoria Street • Provide a stop sign at Boulton Street • Create a one-way road traffic system for the area • Construct a roundabout at the Queen Victoria Street and Mill Street intersection • Consider installing a permeable trail instead of a concrete sidewalk I' • Several residents asked that Option 3 — George Manners Route (attachment 6) from the first PIC be re-considered by the Engineering Department. 11-5 Municipality of Clarington Report EGD-008-16 Page 6 Estimated Cost of Preferred Option The estimated construction cost for the option on the West side of Mill Street is $430,000. The benefits of the Mill Street South, West side option are that it is more likely to be used because it is clearly visible which is of benefit to local users but perhaps even more so to non-local users who are not as familiar with the area. The sidewalk offers direct access to the waterfront park, has no road crossings for pedestrians and will offer a more secure environment in terms of personal safety. The George Manners option is not recommended simply because it appears likely that pedestrians will still walk along the edge of Mill Street South and as such will not result in the safety improvements we are attempting to achieve. 2.0 Speeding on Mill Street South In response to concerns raised by some residents in the Bond Head area, Engineering Services undertook a number of speed studies on Mill Street South. Specifically, staff have recorded speeds in the area eight times since 2006 (the last two studies occurred over a one week period). Additionally, the Durham Region Police Services (DRPS) Traffic Liaison Officer has recorded speeds on seven occasions since 2013, and has requested other DRPS officers to monitor the area. All Studies have shown relatively good compliance with the posted 50 km/hr speed limit. DRPS has reported that four tickets have been issued between January 2013 and January 2016. Staff's observation in all cases was not that there was a speeding problem, an opinion which is shared by DRPS and by the Municipality's Traffic Watch consultant, but that Mill Street South is not very conducive to shared use between people who drive their vehicles, ride their bikes or walk along this road section. As shown in Table 1 below there are a significant amount of non-vehicular users of Mill Street South and for this reason staff turned their efforts to investigating opportunities for improvements to the transportation network in the area that would improve safety for all road users. 11-6 Municipality of Clarington Report EGD-008-16 Page 7 Table 1: June 22, 2014 Miovision Traffic Count Mill Street South, North of Boulton Street Time Total (Both Directions) Car Motorcycle Cyclist Vehicles Pedestrian 7:00 16 0 2 18 3 8:00 38 1 4 43 4 9:00 51 5 14 70 5 I' 10:00 52 6 18 76 6 11:00 79 15 27 121 1 12:00 114 26 20 160 5 13:00 128 19 5 152 6 14:00 120 23 9 152 6 15:00 112 28 4 144 2 16:00 123 19 5 147 0 17:00 86 14 6 106 0 18:00 64 6 5 75 10 19:00 70 5 2 77 5 20:00 54 6 6 66 3 21:00 28 1 0 29 4 22:00 22 2 0 24 0 Totals 1157 176 127 1460 60 3.0 Recommendations 3.1 Bond Head Waterfront Park Expansion Based on resident feedback from comment sheets and conversations at the PIC it was clear that the majority of residents prefer to keep Bond Head Waterfront Park as a passive space for picnicking and quiet enjoyment of the waterfront. Staff therefore recommend Concept Three which protects the natural greenspace while providing walkways, benches, a park shelter, picnic tables, additional parking and shoreline erosion F protection. i 3.2. Expansion of Parking Ix The preferred option was to provide additional parking spaces directly along the south side of Boulton Street in conjunction with additional spaces along the east edge of the existing parking area. 3.3. Transportation Safety Improvements Staff recommend a modified version of Option 2, to be constructed in two phases with the first phase to include the construction of a 1:5 metre wide sidewalk on the west side of Mill Street South and the second phase to include a road widening of Mill Street South by 2 metres on each side to accommodate bike lanes. Engineering proposes Phase 1 of the transportation improvements be considered as part of the 2016 Capital Budget. 11-7 Municipality of Clarington Report EGD-008-16 Page 8 4.0 Concurrence Not Applicable 5.0 Conclusion The November 12, 2015 Public Information Centre was held to display refined options and obtain input from residents on proposed improvements to the local transportation network for drivers, cyclists and pedestrians, as well as a future expansion of Bond Head Waterfront Park. Those improvements are intended to benefit residents of Bond Head and the broader community. 6.0 Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan and Councils initiative to provide waterfront parks. Submitted by: Reviewed b L,f�GtiG � Y by L, Cannella Franklin Wu, Director of Engineering Services Chief Administrative Officer Staff Contacts: Peter Windolf, Karen Richardson Attachments: Attachment 1 — Park Concept 1 Attachment 2 — Park Concept 2 Attachment 3 — Park Concept 3 Attachment 4 — Option 1 as presented at the November, 2014 PIC Attachment 5 — Option 2 as presented at the November, 2014 PIC Attachment 6 — Option 3 as presented at the November, 2014 PIC_ Attachment 7 — The Preferred Option Attachment 8 - Phase 1 Sidewalk Section Existing Sidewalk to Metcalf Street Attachment 9 — Phase 1 Sidewalk Section from Metcalf Street to 590 Mill Street Attachment 10 - Phase 1 Sidewalk Section from 590 Mill Street to 615 Mill Street Attachment 11 - Phase 1 Sidewalk Section from 615 Mill Street to Bond Head Park List of interested parties to be notified of Council's decision is on file in the Engineering Services Department. 11-8 Bond dead Waterfront Park concept 1 • c-) . ENT RAN VROP06t0 PAPJ914G AREA • � 1 • .,. SWINGS ANO 1 - N SDRING RIUf RS, ACCESSISLE VARWING MAL" N I m - -a 0 D ;:i_ - m G) 0 5m !Om 20m 1p 3 O N O rt � rF ID 0 c C) Bond Head Waterfront Park concept 2 0 PROPOSED PARkING AREA • � I i1OPEN SPACE t SNARE E4 TE R I �•-, .milli ,�' .'r.ISTIN6"5'1l H C CD 0 D _ m v G7 0- o3 o m 0 5m 10m 20m O � N � rt 07 0 Bored Head Waterfront Park conte t 3 0 a PROPOSW PARKING AREA 0 1;. V. AtCk551k11E �'R �+ `.'�•1�� PARKING CAL 1AOU5 •� X111 �.. N CDC O m � i� G m 0 5m 10m 20m p � W O') O J I N OPTION 1 EAST SIDE OF MILL STREET SC&LE,:!co v Y` y� use `C .msro 1 O MIM SEET SOUTH O msas � H m m M� aL rsrr mi7r ? M d,•� F57a s .. -1 + 1.63 •ms•a raxr / -`'�c . rmae muo �,� .�I''� E 1 MILL;IrT.EE sos B W I N O Ga mea+ 6627 mala rr+ a ■sra m a mr °m ° mr _ 4 4 8607 m60 ZOL °t � p' N dlL k. rso+ CD DESIGN CONSIDERArONS: .0 0- PROPERTY REOUIREMENIS • LOCALIZED STORY SEWER TO MAINTAIN DITCH DRAINAGE m n • HYDRO PCLE RELOCATIONS =Y' • Y:ti:UUY 2.0 METRE RIDE CLEAR ZONE FOR PEDESTRIAN SAFETY • HYDRAN7 RELOCATIONS 3 O O C:) Cb � full 1 I CA 0 OPTION 2 WEST SIDE OF MILL STREET SCALE _500 �. t 8599 4 r a O w590 —,, VIM MI STREET SOUTH D , _� CQ O .s90 u N 3 �" �' �w •+ � .9�. m a u m A } rs>a m D .- 3 r, j i i 6563 m ' a R� y z ' ..,929 -rsx9. " t rue _4t r•',q ssuJ41ILSTRE, E Sb H 's9s >L N W Q. e 4 ,� !7 D rs9a , �t• .40 r2 ;'r r9a� # .., rsxv ij sexa 8619 rats m A �• o m - 71 M V .low •( reo� rao m CEStRa CCNSCERATtWi` • PROPERTY REOCMEYEUTS • LOCALIZED,STORM SERER TO MA:NTNN DITCH DRAINAGE • HYDRO POLE RELOCATIONS • MINIMUM 20 WTRRE WC£GEM ZONE FOR PEDESTRM SAFETY • LOCAUZED ROAD RE-ALWALIENT TO ALLCW FOR TRAL _0 O D � rt m � G � o � o � CD rt 0) O � r ..L ._L W OPTION 3 METCALF STREET TO GEORGE MANNERS STREET TO BOULTON STREET v SCALE 7:500 O SU O m c► . m is 1� r1 5797 84611 tome mml-yi .,e , 026 I 4 ? GEORGE �MANNERSSTREET H3 � �L .4m ma a I w -1 P- � I.r CD o D u,m m m mq Ole 03 " 0 ® DESIGN CONUDERAT"S: .--t 1 PROPERTY REOMAEMENTS .1 L , - LOCALIZED STORU SEVER TO YAN7A:N CITOH D"WACE �1 ., i► HYDRO POLE RTION ELOCAS 0') 0 WNWIM 2.0 6IETRE'VICE CLEAR 2014C KOii VflES7RIAN G .MANNERS-STREET (UN-OPENED RIGHT OF WAY) ASErY C. Chrington MILL STREET SOUTH - TRAFFIC IMPROVEMENTS v PREFERRED OPTION 0 Phase 1 - Construct sidewalk on west side of Mill Street South Phase 2 - Widen Mill Street by 2.0 metres on both sides 0 L5m PBDE BIKE LANE 1.5m WIDE BIKE LANE 0.5m PAVED SHOULDER 0.5m PAVED SHOULDER _ 3.Om WIDE '.0m 46 IDF I 4- VEHIC'tt. LANE VEHICLE LANE PAVEMENT WIDENING-----O� --' PAVEMENT WIDENING -------�- --- t1� _ y PROPOSED SIDEWALK I i I ;L7 Ultimate Mill Street South 0 0 D Right of Way Typical .Section m (from existing sidewalk on west side of Mill Street South to Boulton Street) o 3 00 O m w 0 I rn 0 MILL STREET SOUTH - TRAFFIC IMPROVEMENTS CI�1 v PHASE 1 - SIDEWALK ON WEST SIDE 0 EXISTING SIDEWALK TO METCALF STREET n } i o D mQ3 G) zr 03 00 C:) Z cp cc) rn 0 MILL STREET SOUTH - TRAFFIC IMPROVEMENTS PHASE 1 - SIDEWALK ON WEST SIDE METCALF STREET TO 590 MILL STREET SOUTH 1 �tiflri� ,Cl o y m � 03 00 h m 0 I c c MILL STREET SOUTH - TRAFFIC IMPROVEMENTS CIaC r!" PHASE 1 - SIDEWALK ON WEST SIDE' 590 MILL STREET SOUTH TO 615 MILL STREET SOUTH ° 1 i�, lw - r � y � j Aft < I rn --� -a D o .. � sv rn Z oCD Z) o O0 0 r. rn 0 Attachment 11 to Municipality of Clarington Report EGD-008-16 • ji, F.� z �} W Z> W y . W C ) 1 o �1y .. LL O m 3 i � 1 } f r I— C_ F- h Yj K LU - O i U) r � W � _LLIrn 7 I BOL TON STREET 11 -19 on Clarh 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: February 16, 2016 Report Number: EGD-010-16 r File Number: B.02.09.002 By-law Number: E: Report Subject: Northeast Bowmanville Subdivision Phases 1C, 2B and 6, Bowmanville, Plans 1OM-840 (part of), 40M-1670 (part of) and 40M- 2389 `Certificate of Acceptance' and `Assumption By-law', Roads and Aboveground Services Recommendations: 1. That Report EGD-010-16 be received; 2. That the Director of Engineering Services be authorized to issue a 'Certificate of Acceptance' for the Roads and Aboveground Services, which includes final stage roads r, and other related Works, constructed within Plans 1OM-840 (part of), 40M-1670 (part of) and 40M-2389; 3. That Council approve the by-law attached to Report EGD-010-16, assuming certain streets within Plans 10M-840 (part of), 40M-1670 (part of) and 40M-2389 as public highways; and i 4. That all interested parties listed in Report EGD-010-16 be advised of Council's decision. I° i i I;N j 11-20 Municipality of Clarington Report EGD-010-16 Page 2 Report Overview This report requests Council's permission to issue the required Certificate of Acceptance for the Roads and Aboveground Services, as well as approve a by-law to assume certain streets within Plans 10M-840 (part of), 40M-1670 (part of) and 40M-2389 as public highways. 1. Background 1.1. The Subdivision Agreement The former Corporation of the Town of Newcastle, now the Corporation of the Municipality of Clarington, entered into a Subdivision Agreement, registered April 18, 1991, with Eiram Development Corporation to develop lands by plan of subdivision, located in Bowmanville and described as Plans 10M-840, 40M-1670 and 40M-2389 (Attachment 1). The agreement required the developer to construct all roadworks, including hot-mix paving, sidewalks, curb and gutter, street trees, a storm drainage system and streetlights, hereinafter referred to as the `Works'. 1.2 The Subdivision Agreement provides for the separation of the Works into three (3) stages: a) Storm Sewer Works including Storm Sewer Work on Mearns Avenue b) Tributary Stormwater Management Works Exclusive of Soper Creek Erosion Works and; c) Roads and Aboveground Services 1.3 The Storm Sewer Works including Storm Sewer Work on Mearns Avenue were issued a `Certificate of Completion' and subsequent `Certificate of Acceptance' by the Director of Engineering Services. 1.4 The Tributary Stormwater Management Works Exclusive of Soper Creek Erosion Works were issued a `Certificate of Completion' and subsequent `Certificate of Acceptance' by the Director of Engineering Services. 1.5 The Roads and Aboveground Services for plans 10M-840 (part of), 40M-1670 (part of) and 40M-2389 were issued a `Certificate of Completion' dated June 3, 2013. This initiated a two (2) year maintenance period, which expired on June 3, 2015. The Works were re-inspected at that time, and all deficiencies have now been rectified to the satisfaction of the Director of Engineering Services, 1.6 It is now appropriate to issue a `Certificate of Acceptance' for the Roads and Aboveground Services. The Subdivision Agreement requires Council approval prior to the issuance of the `Certificate of Acceptance' for the Roads and Aboveground Services. 11-21 j Municipality of Clarington Report EGD-010-16 Page 3 1.7 Further to the issuance of a 'Certificate of Acceptance', a by-law is required to permit the Municipality to assume certain streets within Plans 10M-840 (part of), 40M-1670 (part of) and 40M-2389 as public highways (Attachment 2). 2. Concurrence r Not Applicable 3. Conclusion It is respectfully recommended that the Director of Engineering Services be authorized to issue a 'Certificate of Acceptance' for the Roads and Aboveground Services, which includes final stage roads and other related Works constructed within Plans 10M-840 (part of), 40M-1670 (part of) and 40M-2389, and that Council approve the by-law attached to Report EGD-010-16, assuming certain streets within Plans 10M-840 (part of), I 40M-1670 (part of) and 40M-2389 as public highways. 4. Strategic Plan Application Not applicable. i 0Submitted by: Reviewed by. Anthony S. Cannella, C.E.T. Franklin Wu, Director of Engineering Services Chief Administrative Officer F i C Staff Contact: T. Ricciardi, Manager of Construction, Engineering Services, 905-623-3379 ext. 2322 or tricciardi@clarington.net Attachments: i Attachment 1 - Key Map Attachment 2 - Proposed By-law The following is a list of the interested parties to be notified of Council's decision: P. Cortellucci, Eiram Development Corporation i i i ASC/TR/AC/jb/mb 11-22 C ~ w DRIVE F- '� o O O w O w AELFORDDR N� JENNINGS �� CHAMPINE cD zz Northeast Bowmanville Subdivision w Ifi JENNINGS DRIVE FENWICK Phase 213 o FREELAND 111-1 Part of , o Plan 40M-1670 0 FREELAND H v i- z w m W w = O w o IT W ~ w zw MAXWELL CT w w O Q Northeast Bowmanville Northeast m LAPRADE Q Subdivision Phase IC Bowmanville Part of Subdivision SQUARE Plan 10M-840 Phase 6 Plan 40M-2389 LONGWORTH AVEN LONGWORTH AVENUE Conc. Rd. W Freeland Ave. E Bons Ave. s a DRAWN BY: s� ° E.L. S0 --� goo �o<�r Pie. DATE. 'a February 2, 2016 Vorg c u3i REPORT EGD- 010-16 ATTACHMENT No. 1 J I FILE NAME: �`J BOWMANVILLE KEY MAP 40M-2389.mxd i r Municipality of Clarington Attachment 2 to Report EGD-010-16 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2016- Being a By-law to assume certain streets within the Municipality of Clarington as public highways in the Municipality of Clarington. The Council of The Corporation of the Municipality of Clarington hereby enacts as follows: i 1. That the streets shown on Plans 10M-840, 40M-1670 and 40M-2389, and listed i below in this section, being in the Municipality of Clarington, in the Regional Municipality of Durham, are hereby accepted by The Corporation of the Municipality of Clarington as public highways, and assumed by the said Corporation for public use: i Plan 10M-840: r Swindells Street Plan 40M-1670: Lobb Court (formerly Pettit Court) Plan 40M-2389: Lobb Court BY-LAW passed in open session this t" day of 2016. Adrian .Foster, Mayor C. Anne Greentree, Municipal Clerk 4. I` 11-24 chwington 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: February 16, 2016 Report Number: EGD-011-16 File Number: C.BF.30.007 By-law Number: Report Subject: Port of Newcastle Subdivision Phase 2 West Stage 2, Newcastle, Plan 40M-2327 `Certificate of Acceptance' and `Assumption By-law', Final Works Including Roads and Other Related Works i Recommendations: 1. That Report EGD-011-16 be received; 2. That the Director of Engineering Services be authorized to issue a `Certificate of Acceptance' for the Final Works, which includes final stage roads and other related Works, constructed within Plan 40M-2327; 3. That Council approve the by-law attached to Report EGD-011-16, assuming certain streets within Plan 40M-2327 as public highways; and 4. That all interested parties listed in Report EGD-011-16 be advised of Council's decision. ! l i r 11-25 Municipality of Clarington Report EGD-011-16 Page 2 Report Overview This report requests Council's permission to issue the required Certificate of Acceptance for the Final Works, as well as approve a by-law to assume certain streets within Plan 40M-2327 as public highways. 1 . Background 1.1. The Subdivision Agreement The Corporation of the Municipality of Clarington entered into a Subdivision Agreement, registered December 17, 1999, with 1138337 Ontario Limited (now CCCC Durham West Ltd.) to develop lands by plan of subdivision, located in Newcastle and described as Plan 40M-2327 (Attachment 1). The agreement required the developer to construct all roadworks, including hot-mix paving, sidewalks, curb and gutter, street trees, a storm drainage system and streetlights, hereinafter referred to as the `Works'. 1.2 The Subdivision Agreement provides for the separation of the Works into four (4) stages: a) Initial Works b) Final Works c) Street Lighting System; and d) Stormwater Management System (not applicable) 1.3 The Initial Works and Street Lighting System were issued 'Certificates of Completion' and subsequent 'Certificates of Acceptance' by the Director of Engineering Services. 1.4 The Final Works were issued a 'Certificate of Completion' dated November 1, 2014. This initiated a one (1) year maintenance period, which expired on November 1, 2015. The Works were re-inspected at that time, and all deficiencies have now been rectified to the satisfaction of the Director of Engineering Services. 1.5 It is now appropriate to issue a 'Certificate of Acceptance' for the Final Works. The Subdivision Agreement requires Council approval prior to the issuance of the 'Certificate of Acceptance' for the Final Works. 1.6 Further to the issuance of a 'Certificate of Acceptance', a by-law is required to permit the Municipality to assume certain streets within Plan 40M-2327 as public highways (Attachment 2). 2. Concurrence Not Applicable 11-26 Municipality of Clarington Report EGD-011-16 Page 3 3. Conclusion It is respectfully recommended that the Director of Engineering Services be authorized to issue a 'Certificate of Acceptance' for the Final Works, which includes final stage roads and other related Works constructed within Plan 40M-2327, and that Council approve the by-law attached to Report EGD-011-16, assuming certain streets within Plan 40M-2327 as public highways. 4. Strategic Plan Application Not applicable. rr I' Submitted by: Reviewed by:� Anthony S. Cannella, C.E.T. Franklin Wu, Director of Engineering Services Chief Administrative Officer E Staff Contact: Tony Ricciardi, Manager of Construction, Engineering Services, 905-623-3379 ext. 2322 or tricciardi@clarington.net Attachments: i Attachment 1 - Key Map Attachment 2 - Proposed By-law The following is a list of the interested parties to be notified of Council's decision: Kelvin Whalen — CCCC Durham West Ltd. I` i i° ASC/TR/AC/jb/mb h i i I 4" C i; • 11-27 [LUTI I I flTL. MILLIGAN STREET 0 D z U KEATING Q U HODNETT CR Port of Newcastle LAN Subdivision Phase 2 West Stage 2 o� F Plan 40M-2327 v o=�v 44/ CO o � 0 coz CPo= CO Q� S o _ Al OOH �Q. v Q NEWCASTLE v; N w � 0 L s ~ Milligan St. Metcalf St. DRAWN BY: E.L. c DATE: February 2, 2016_ <a REPORT EGD-011-16 kebree2epr ATTACHMENT No. 1 FILE NAME: 11 -28 KEY MAP 40M-2327.mxd Municipality of Clarington Attachment 2 to Report EGD-011-16 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2016- Being a By-law to establish, lay out and dedicate certain lands as public highways in the Municipality of Clarington, and to assume certain streets within the Municipality of Clarington as public highways in the Municipality of Clarington. i The Council of The Corporation of the Municipality of Clarington hereby enacts as follows: 1. That the blocks shown on Plan 40M-2327, and listed below in this section, being in the Municipality of Clarington, in the Regional Municipality of Durham, are hereby established, laid out, and dedicated by The Corporation of the Municipality of Clarington as public highways: Block 60 (0.3 metre reserve) Block 61 (0.3 metre reserve) Block 62 (0.3 metre reserve) 2. That the streets and blocks shown on Plan 40M-2327, and listed below in this section, being in the Municipality of Clarington, in the Regional Municipality of j Durham, are hereby accepted by The Corporation of the Municipality of Clarington as public highways, and assumed by the said Corporation for public use: I Shipway Avenue Milligan Street Belsey Lane {! Block 60 (0.3 metre reserve) I Block 61 (0.3 metre reserve) E' Block 62 (0.3 metre reserve BY-LAW passed in open session this t" day of 2016. i Adrian Foster, Mayor C. Anne Greentree, Municipal Clerk j i i% (i 11-29 i r it Clarbgton 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 p � Date of Meeting: February 16, 2016 i Report Number: EGD-012-16 File Number: C.BF.30.001 By-law Number: Report Subject: Port of Newcastle Subdivision Phase 1 Stage 6, Newcastle, Plan 40M-2226 `Certificate of Acceptance' and `Assumption By-law', Final Works Including Roads and Other Related Works h Recommendations: r 1. That Report EGD-012-16 be received; 2. That the Director of Engineering Services be authorized to issue a 'Certificate of Acceptance' for the Final Works, which includes final stage roads and other related Works, constructed within Plan 40M-2226; is 3. That Council approve the by-law attached to Report EGD-012-16, assuming certain streets within Plan 40M-2226 as public highways; and 4. That all interested parties listed in Report EGD-012-16 be advised of Council's decision. C j I' 11-30 Municipality of Clarington Report EGD-012-16 Page 2 Report Overview This report requests Council's permission to issue the required Certificate of Acceptance for the Final Works, as well as approve a by-law to assume certain streets within Plan 40M-2226 as public highways. 1 . Background 1.1. The Subdivision Agreement The Corporation of the Municipality of Clarington entered into a Subdivision Agreement, registered December 17, 1999, with 1138337 Ontario Limited (now CCCC Durham West Ltd.) to develop lands by plan of subdivision, located in Newcastle and described as Plan 40M-2226 (Attachment 1). The agreement required the developer to construct all roadworks, including hot-mix paving, sidewalks, curb and gutter, street trees, a storm drainage system and streetlights, hereinafter referred to as the `Works'. 1.2 The Subdivision Agreement provides for the separation of the Works into four (4) stages: a) Initial Works b) Final Works c) Street Lighting System; and d) Stormwater Management System (not applicable) 1.3 The Initial Works and Street Lighting System were issued `Certificates of Completion' and subsequent `Certificates of Acceptance' by the Director of Engineering Services. 1.4 The Final Works were issued a `Certificate of Completion' dated October 1, 2014. This initiated a one (1) year maintenance period, which expired on October 1, 2015. The Works were re-inspected at that time, and all deficiencies have now been rectified to the satisfaction of the Director of Engineering Services. 1.5 It is now appropriate to issue a `Certificate of Acceptance' for the Final Works. The Subdivision Agreement requires Council approval prior to the issuance of the `Certificate of Acceptance' for the Final Works. 1.6 Further to the issuance of a `Certificate of Acceptance', a by-law is required to permit the Municipality to assume certain streets within Plan 40M-2226 as public highways (Attachment 2). 2. Concurrence Not Applicable 11-31 Municipality of Clarington Report EGD-012-16 Page 3 3. Conclusion j It is respectfully recommended that the Director of Engineering Services be authorized to i issue a `Certificate of Acceptance' for the Final Works, which includes final stage roads and other related Works constructed within Plan 40M-2226, and that Council approve the by-law attached to Report EGD-012-16, assuming certain streets within Plan 40M-2226 as public highways. 1 4. Strategic Plan Application Not applicable. j k= .001 • is 9 Submitted by: v Reviewed b �--_ k Anthony S. Cannella, C.E.T. Franklin Wu, Director of Engineering Services Chief Administrative Officer i' k Staff Contact: Tony Ricciardi, Manager of Construction, Engineering Services, 905-623-3379 ext. 2322 or tricciardi@clarington.net I' Attachments: Attachment 1 - Key Map Attachment 2 - Proposed By-law The following is a list of the interested parties to be notified of Council's decision: Kelvin Whalen — CCCC Durham West Ltd. i f ASC/TR/AC/jb/mb f"- i, 11-32 . Q Port of Newcastle Subdivision Phase 1 Stage 6 Plan 40M-2226 MILLIGAN STREET CALDWELL o � Z W W U U) Q U HODNETT CRES CRES LANE ROSEMEADOW n X m co w CARVETH CRES v �v CO �441 O� BEACHAM CRES NEWCASTLE .j N ' 4 E 0 L o S ~ Metcalf St. Milligan St. DRAWN BY: Li E.L. C0 U) DATE: February 2, 2016 4Q, REPORT EGD-012-16 ee2e pr ATTACHMENT No. 1 FILE NAME: 11-33 KEY MAP 40M-2226.mxd Municipality of Clarington Attachment 2 to Report EGD-012-16 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2016- Being a By-law to establish, lay out and dedicate certain lands as public highways in the Municipality of Clarington, and to assume certain streets within the Municipality of Clarington as public highways in the Municipality of Clarington. The Council of The Corporation of the Municipality of Clarington hereby enacts as follows: 1. That the block shown on Plan 40M-2226, and listed below in this section, being in r the Municipality of Clarington, in the Regional Municipality of Durham, is hereby established, laid out, and dedicated by The Corporation of the Municipality of Clarington as public highway: Block 20 (0.3 metre reserve) 2. That the streets and block shown on Plan 40M-2226, and listed below in this section, being in the Municipality of Clarington, in the Regional Municipality of Durham, are hereby accepted by The Corporation of the Municipality of Clarington as public highways, and assumed by the said Corporation for public use: f Milligan Street Hodnett Crescent Block 20 (0.3 metre reserve) 't E BY-LAW passed in open session this t" day of 2016. I I. Adrian Foster, Mayor C. Anne Greentree, Municipal Clerk r 11-34 r` F 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: February 16, 2016 Report Number: EGD-013-16 File Number: D.02.33.008 By-law Number: i Report Subject: Huntington Subdivision Phases 2A and 2B, Courtice, Plans 40R- 20915 and 40M-2148 `Certificate of Acceptance' and `Assumption By-law', Final Works Including Roads and Other Related Works i Recommendations: 1. That Report EGD-013-16 be received; 2. That the Director of Engineering Services be authorized to issue a `Certificate of Acceptance' for the Final Works, which includes final stage roads and other related Works, constructed within Plans 40R-20915 and 40M-2148; 3. That Council approve the by-law attached to Report EGD-013-16, assuming certain streets within Plans 40R-20915 and 40M-2148 as public highways; and 4. That all interested parties listed in Report EGD-013-16 be advised of Council's decision. r i i r 11-35 Municipality of Clarington Report EGD-013-16 Page 2 Report Overview This report requests Council's permission to issue the required Certificate of Acceptance for the Final Works, as well as approve a by-law to assume certain streets within Plans 40R- 20915 and 40M-2148 as public highways. 1 . Background 1.1. The Subdivision Agreement The Corporation of the Municipality of Clarington entered into Subdivision Agreements with Prestonvale Heights Limited to develop lands by plan of subdivision, located in Courtice.and described as Plans 40R-20915 and 40M-2148 (Attachment 1). The agreements required the developer to construct all roadworks, including hot-mix paving, sidewalks, curb and gutter, street trees, a storm drainage system and streetlights, hereinafter referred to as the `Works'. 1.2 The Subdivision Agreements provide for the separation of the Works into four (4) stages: a) Initial Works b) Final Works c) Street Lighting System; and d) Stormwater Management System (not applicable) 1.3 The Initial Works and Street Lighting System were issued `Certificates of Completion' and subsequent 'Certificates of Acceptance' by the Director of Engineering Services. 1.4 The Final Works were issued a 'Certificate of Completion' dated October 1, 2014. This initiated a one (1) year maintenance period, which expired on October 1, 2015. The Works were re-inspected at that time, and all deficiencies have now been rectified to the satisfaction of the Director of Engineering Services. 1.5 It is now appropriate to issue a `Certificate of Acceptance' for the Final Works. The Subdivision Agreement requires Council approval prior to the issuance of the 'Certificate of Acceptance' for the Final Works. 1.6 Further to the issuance of a `Certificate of Acceptance', a by-law is required to permit the Municipality to assume certain streets within Plans 40R-20915 and 40M-2148 as public highways (Attachment 2). 2. Concurrence Not Applicable 11-36 C Municipality of Clarington Report EGD-013-16 Page 3 3. Conclusion It is respectfully recommended that the Director of Engineering Services be authorized to issue a `Certificate of Acceptance' for the Final Works, which includes final stage roads and other related Works constructed within Plans 40R-20915 and 40M-2148, and that Council approve the by-law attached to Report EGD-013-16, assuming certain streets within Plans 40R-20915 and 40M-2148 as public highways. 4. Strategic Plan Application Not applicable. r I i i Submitted by: Reviewed by: Anthony S. Cannella, C.E.T. Franklin Wu, Director of Engineering Services Chief Administrative Officer i' Staff Contact: Tony Ricciardi, Manager of Construction, Engineering Services, 905-623-3379 r ext. 2322 or tricciardi@clarington.net Attachments: Attachment 1 - Key Map Attachment 2 - Proposed By-law The following is a list of the interested parties to be notified of Council's decision: Eddie Goldstein, Prestonvale Heights Limited r r ASC/TR/AC/jb/mb is i G G 11-37 1 e SUN UUMNI-1 IN AIIIY�I 11IN111111111111 HEiw�n u ■ uunim DRAWN BY: January 26, 2016 REPORT EGD-013-16 ATTACHMENT No. I FILE NAME: f Municipality of Clarington Attachment 2 to Report EGD-013-16 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2016- Being a By-law to establish certain lands as public highways in the Municipality of Clarington, to assume certain streets within the Municipality of Clarington as public highways in the Municipality of Clarington, and to name them. j The Council of The Corporation of the Municipality of Clarington hereby enacts as follows: 1. That the streets shown on Plan 40M-2148, and listed below in this section, being in the Municipality of Clarington, in the Regional Municipality of Durham, are hereby accepted by The Corporation of the Municipality of Clarington as public highways, and assumed by the said Corporation for public use: Glen Eagles Drive Eastfield Crescent Pears Court Rosswell Drive Meadowglade Road Beckett Crescent Huntington Crescent Partner Drive. Shuttleworth Drive I' Robert Adams Drive 2. That the following lands are hereby established as public highway, assumed by the Corporation for public use and assigned the names set out below: f C I' Land Established as Public Highway Name Part of lots 33 and 34, Concession 2, Prestonvale Road Designated as Part 1 on Plan 40R-20915 Part of lots 33 and 34, Concession 2, Meadowglade Road Designated as Parts 2, 5, 7, 9 and 11 On Plan 40R-20915 i I'. BY-LAW passed in open session this th day of 2016. t Adrian Foster, Mayor i' C. Anne Greentree, Municipal Clerk 11-39 ��3 ` _ Operations Department Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: February 16, 2016 Report Number: OPD-003-16 Resolution: File Number: By-law Number: Report Subject: Pitch In Week Recommendations: 1. That Report OPD-003-16 be received for information. 12-1 Munr copaflty of Clarington Report OPD-003-16 PR(SPON Oveir'AmAd PITCH-IN CANADA works with all Canadians interested in maintaining a clean, green and beautiful country. Pitch In Canada involves millions of volunteers in various programs from cleaning up and beautifying streams, wilderness, and urban areas to initiating recycling and composting programs. Pitch In Week activities in Clarington for 2016 are detailed in this report. 1e Background 2016 marks the 49th annual Pitch In Canada Week. Pitch In Canada is a national non- profit organization founded in 1967 by several volunteers concerned about the proliferation of packaging and its effects on the land and marine environment. They recognized that personal action with assistance from but not dependent on governments and other stakeholders is needed to conserve, enhance and protect the environment and to reduce and reuse waste. From its modest beginnings, PITCH-IN CANADA is now leading a multi-faceted approach to "litter" and overall proper waste management practices. "PITCH-IN CANADA falls outside of the science, business and research criteria, but represents hard working Canadian volunteers and consumers who care about making environmental change in their area and improving communities nation-wide for future generations". In total more than 725,000 Canadians participate in the program each year in communities throughout Canada. N PITCH—IN I-, Ao.1 Amb..d.. Avrarde RegWl r C.Mut CANADA J/ dMA PITCH I PITCH-IN WEEK T '''LL .. APRIL 17-23,2016 /Lfst79�7Ntl 2015 Pitch In Week in Clarington resulted in 3.93 tonnes of waste was collected by the over 500 participants from several local schools, service clubs, area businesses and individual residents. 12-2 Municipality of Clarington Report OPD-003-16 Page 3 2. 2016 Pitch In Week This year Pitch In Week will run April 17th to April 23. The following events are currently planned within Clarington. 2.1 Pitch In Week: The objectives of the Pitch-In campaign include: • Involving residents, young and old in local projects which clean-up, restore and/or preserve the environment, promoting environmental sustainability and involving residents in local partnerships which benefit and enhance their communities • Cleaning up, restoring and beautifying the environment by cleaning up litter and other garbage from.urban and rural areas promoting respect for Canada's natural and urban environments • Encouraging civic pride and develop long-term working relationships for the future leaving lasting benefits. Individuals and groups wishing to participate in Pitch In Week are encouraged to register their activities by contacting the Operations Department. They will be asked when and where they plan to take action or staff can provide suggestions for locations that require clean up. Registered participants will receive a participation certificate once their event is completed. The Municipality will supply gloves, garbage and recycle bags for any event registered with staff. Staff will work closely with representatives to ensure that safety is a priority for all clean up events and locations Since 2012 the Operations Department has partnered with the Rotary Club of Bowmanville to facilitate Earth Day Clean Up activities. The Rotary Club of Bowmanville and Rotary Club of Courtice worked together to create "Earth Day Super Clean Up". Working with local schools the event fostered environmental responsibility and civic pride in area youth. The Rotary Club has declined to participate for 2016 and therefore the program with the schools has been suspended. Locations for clean up are determined from several sources. Staff report areas that contain large amounts of litter. Volunteer groups without a particular preference area are given these identified areas to clean up. Schools usually clean up areas in and around their home school. Lastly through advertising and inquiries other groups or individuals come forward and let us know which area requires cleaning and volunteer to do these identified areas. 12-3 Municipality of Cla0ngWn Report OPD-003-16 Page 4 2.2 Compost Day Saturday, April 23rd Operations Depot 42 will be the site of the Durham Region's annual Free Compost 4' Giveaway Event from 8 am to noon. A local food bank will be on site and residents are encouraged to "trade" a non-perishable donation for free compost. In 2015, 650 vehicles attended the compost event. This event will take place at the Operations Depot 42, 178 Darlington/Clarke Townline Road in Bowmanville. Those wishing to participate should bring containers about the size of a blue box - maximum 3 - and a - shovel. Participants will be required to fill their own r containers with the fresh compost. Durham Region "I '" staff will be on hand to facilitate the exchange of damaged blue boxes and green bins for a new one. 2.3 Battery Recycling Program Durham's household battery collection program is - provided twice annually; once in the spring and once in the fall coinciding with Earth Week celebrations and the I d e a d P autumn Fire Department's promotion to change smoke Recycle Instead! alarm and carbon monoxide detector batteries. Durham's next curbside battery collection program is !W�h scheduled for the week of April 18-22, 2016 on your .a �y regular Blue Box collection day. To date, Durham dUMMU.ca/ballftV 4f m[ormafion is required" residents have diverted 112 metric tonnes (112,000 ""Neformal,please e. kilograms) of spent household batteries from the waste stream. For more information, visit www.durham.ca/battery #DurhamBattery 2.4 Municipal Hazardous or Special Waste (MHSW) and Electrical and Electronic Equipment Waste (WEEE) Event On Saturday, September 24 from 8 am to noon, Clarington will again play host to Durham Region as they sponsor a joint MHSW and WEEE event at Operations Depot 42. Residents will be invited to drop off their hazardous and E-Waste free of charge. The waste collected at this event will be recycled or disposed of in an environmentally safe and responsible way. All unwanted electronic equipment is classified as electronic waste (e-waste). Many electronic products contain materials such as lead, mercury and other hazardous materials that pose environmental impacts when disposed of improperly. 12-4 Ifflun opalKy of COarinvon Report OPD-003-16 page 5 Clarington has been participating in the waste events for a number of years with good response from our residents. The chart below provides results from these events for the last six years. cri, 1-11ag IGe ft- Annual Event Review Event Type 2010 2011 2012 2013 2014 2015 2016 Totals WEEE Collection Collected(MT) 16.83 10.61 9.95 4.09 2.23 3.17 46.88 Participants 351 179 204 111 130 210 1,185 Event Date Oct-30 Oct-29 Oct-27 Oct-05 Oct-04 Oct-03 Sep-24 - MHSW Collection Collected(MT) 5.83 6.56 10.94 2.68 4.88 6.74 37.63 Participants 139 180 312 67 130 210 1,038 Event Date Oct-02 Oct-01 Oct-27 Oct-26 Oct-04 Oct-03 Sep-24 - Compost Give-Atvays #Trailer Loads 3 3 3 4 5 3 21 Participants 500 241 500 371 500 650 2,762 Event Date Apr-23 Apr-30 Apr-21 Apr-20 Apr-26 Apr-18 Apr-23 - I Comments Pitch In Week is a great way to promote to the residents of Clarington the importance of reducing, re-using, recycling and properly disposing of waste. From recycling and composting programs to cleaning and enhancing shorelines, streams, urban and wilderness areas protecting our environment is everyone's responsibility. 4. Concurrence Not Applicable So C®ndusJ ®n Pitch-In Week is a chance for whole communities to work towards a common goal to help beautify and sustain our environment. Participation in Pitch-In Week events is open, and encouraged, for everyone. If we want to improve our neighbourhoods, community and natural environment we have to start by showing that we care and are willing to get our hands dirty to prove it. 12-5 Municipality of Clarington Report OPD-003-16 Page 6 6e Strategic Plan Application This initiative in in conformity with our Strategic Plan. The annual Pitch In campaign allows resident to become engaged in our community as well as enhancing access to our unique natural environment. t Submitted by: � Reviewed by: ��r Frede ic ,J. Horvath Franklin Wu, Directorof Operations Chief Administrative Officer F 5 Staff Contact: Susan Hajnik, 905-263-2291 ext. 527 or shajnik@clarington.net There are no interested parties to be notified of Council's decision. FJ H/sh 12-6 P ClarbgIon 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 I Date of Meeting: February 16, 2016 Report Number: EGD-014-16 Resolution: File Number: By-law Number: Report Subject: Appointment of Inspector Recommendations: 1. That Report EGD-014-16 be received; 2. That Jennifer Delaney be appointed as Building Inspector for the Municipality of Clarington, effective immediately and that her name be added to Schedule `A', Table 'C' of By-law 2011-036; and 3. That the appropriate by-law be forwarded to Council. h, i Fi i is is i> i 11-40 Municipality of Clarington Report EGD-014-16 Page 2 Report Overview Clarington is appointing, Jennifer Delaney as an Inspector to carry out plans review and inspections. By way of this report we are adding Jennifer Delaney's name to the Building by- law 2011-036. 1 . Review and Comment 1.1 Jennifer Delaney is currently employed as a Fire Prevention Inspector. Jennifer has passed the Ministry of Municipal Affairs and Housing building code General Legal and Fire Protection examinations. The Building Code requires that the inspectors pass the Ministry of Municipal Affairs and Housing examinations or are registered in the Internship program through the Ministry Of Housing and the OBOA before the inspector can be appointed in the building by-law. 2. Concurrence Not Applicable 3. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Reviewed by. Anthony Cannella Franklin Wu, Director of Engineering Services Chief Administrative Officer Staff Contacts: Anthony S. Cannella, C.E.T. Director of Engineering Services Attachments: Attachment 1 — Proposed by-law amendment BMR 11-41 Attachment 1 to Report EGD-014-16 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2016-XXX being a By-law to amend By-law 2011-036, a by-law respecting the appointment of a Chief Building Official, Building Inspectors, Plumbing Inspectors and Fire Safety Inspectors. WHEREAS the Council of the Corporation of the Municipality of Clarington has approved the recommendations'contained in Report EDG-014-16. NOW THEREFORE the Council of the.Corporation of the Municipality of Clarington hereby enacts as follows: r 1. Schedule "A", Table "C" to By-law 2011-036 is herby amended by adding the following there to: F Column 1 `Inspector" Column 2 "Jennifer Delaney" Column 3 "Fire Prevention Inspector" Column 4 "44856" i r This By-law shall come into effect on the date of passing hereof. I 4 BY-LAW passed in open session this xx day of xx, 2016. r Adrian Foster, Mayor !' r C. Anne Greentree, Municipal Clerk i. 11-42 I Clarington i Emergency Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Government Committee Date of Meeting: February 16, 2016 Report Number: ESD-001-16 Resolution: File Number: N/A By-law Number: Report Subject: Automatic Aid Agreement - Oshawa Fire Services f Recommendations: 1. That Report ESD-001-16 be received; and 2. That the Mayor and Clerk be authorized to execute the Automatic Aid Agreement with the Oshawa Fire Services (Attachment 1 to Report ESD-001-16). I F i E r I f I 4i Ii IfC I' I 13-1 Municipality of Clarington Report ESD-001-16 Page 2 Report Overview Clarington Emergency and Fire Services is looking to enter into an Automatic Aid Agreement with Oshawa Fire Services for specialty rescue services as some of our disciplines are only at the Awareness Level. Oshawa Fire Services offers these services to the other fire services in Durham Region for a specific set fee per hour. 1 . Background In June 2002, an Automatic Aid Agreement was approved between the City of Oshawa and the Municipality of Clarington. The agreement dealt'with east and westbound movement on Highway 401 between Harmony Road and Courtice Road. Our municipal boundary is approximately 2 km. east of Harmony Road and access to the highway for Clarington Emergency and Fire Services to respond to calls east of Harmony Road in the eastbound lanes is delayed. The same can be said for the westbound lanes of the 401 to Courtice Road for Oshawa Fire Services. Therefore the agreement was put in place to allow Oshawa Fire to respond east to Courtice Road and Clarington Emergency and Fire Services to respond west to Harmony Road until the host department arrives on scene. This ensures the most efficient response to this specific area of the highway. 2. Discussion In 2015, Oshawa Fire Services advised all fire departments in Durham Region that, should they require assistance with regards to a specialized rescue response, there would be a charge for the service. These specialized services include hazardous materials responses, high angle rope rescue responses, trench and confined space rescue responses. Clarington Emergency and Fire Services has limited training in these areas. As calls for these types of emergencies are very low and costs to provide the training and equipment are costly, assistance with these specialized, technical services has been added to the Automatic Aid Agreement. 3. Conclusion Staff recommends entering into the Automatic Aid Agreement (Attachment 1), which includes special rescue services, with the City of Oshawa. Calls for service pertaining to specialized rescue will be monitored. Should it become apparent Clarington and Emergency and Fire Services should address this specialized training, Council will be advised and funds may be sought after for the training and equipment. 4. Concurrence This report has been reviewed by Nancy Taylor, Director of Finance who concurs with the recommendation. 13-2 Municipality of Clarington Report ESD-001-16 Page 3 5. Strategic Plan Application i is Not applicable t ed b : �i�- ��" Reviewed b { Submitted y Y )— '� Gord Weir, Franklin Wu, Director of Emergency Services Chief Administrative Officer Staff Contact: Gord Weir, Fire Chief, 905-623-3379 ext. 2802 or gweir@clarington.net Attachments: Attachment 1 —Automatic Aid Agreement There are no interested parties to be notified of Council's decision. I GW/mb f j 13-3 Attachment 1 to Report ESD-001-16 This AGREEMENT made this day of February, 2016 BETWEEN: THE CORPORATION OF THE CITY OF OSHAWA ("OSHAWA") -and- The Municipality of Clarington ("Clarington") RECITALS 1. Subsection 2(5) of the Fire Protection and Prevention Act, 1997 provides that a municipality may, under such conditions as may be specified in the agreement, enter into an agreement to provide such fire protection services as may be specified in the agreement to lands or premises that are situated outside the territorial limits of the municipality and (b) receive such fire protection services as may be specified in the agreement from a fire department situated outside the territorial limits of the municipality. 2. Subsection 1(4) of the Fire Protection and Prevention Act, 1997 provides that for the purposes of that Act, an automatic aid agreement means any agreement under which, (a) a municipality agrees to ensure the provision of an initial response to fires, rescues and emergencies that may occur in a part of another municipality where a fire department in the municipality is capable of responding more quickly than any fire department situated in the other municipality; or (b) a municipality agrees to ensure the provision of a supplemental response to fires, rescues and emergencies that may occur in a part of another municipality where a fire department situated in the municipality is capable of providing the quickest supplemental response to fires, rescues and emergencies occurring in the part of the other municipality. IN CONSIDERATION OF the mutual covenants, provisions and conditions contained herein, and for other good and valuable consideration, Oshawa and Clarington agree as follows: 1.0 INTERPRETATION 1.01 Definitions: Wherever a term set out below appears in the text of this AGREEMENT in capital letters, the term shall have the meaning set out for it in this Section 1.01. Wherever a term below appears in the text of this 1 13-4 I f. F; AGREEMENT in regular case, it shall be deemed to have the meaning ordinarily attributed to it in the English language. (a) AGREEMENT means this agreement including the recitals and any schedules which form an integral part of it, as amended from time to time. (b) AUTOMATIC AID AREA means any or all of The Municipality of Clarington. (c) AUTOMATIC AID RESPONSE means the delivery of SPECIALIZED RESCUE SERVICES by OSHAWA. (d) HOME FIRE CHIEF means the fire chief of the HOME MUNICIPALITY. i (e) HOME FIRE SERVICES means the fire service within the HOME MUNICIPALITY that, but for the provisions of this AGREEMENT, would be responsible for f providing INITIAL RESPONSE SERVICES. (f) HOME MUNICIPALITY means the municipality which is provided with an AUTOMATIC AID RESPONSE. f' (g) INCIDENT means specialized rescue incidents that occur in an AUTOMATIC AID AREA. I (h) INITIAL RESPONSE SERVICES for the purpose of this AGREEMENT means the provision of an initial response designed to address the adverse effects of an INCIDENT. (i) OSHAWA means The Corporation of the City of Oshawa including its successors j and assigns, and, where the context allows, its employees, servants and agents. r OSHAWA is the municipality that provides an AUTOMATIC AID RESPONSE. (j) OSHAWA FIRE SERVICES is the fire services department with responsibility for providing an AUTOMATIC AID RESPONSE. (k) SPECIALIZED RESCUE SERVICES means the provision of high/low angle rescue, confined space rescue, trench rescue, land based water/ice rescue and hazardous materials response. 1.02 Gender, Plural: All words in this AGREEMENT shall be deemed to include any number or gender as the context requires. f 1.03 Proper Law: This AGREEMENT shall be interpreted according to the laws of the Province of Ontario. j 2 13-5 1.04 Headings: Article, section, clause and/or paragraph headings are for reference purposes only and shall not in any way modify or limit the statements contained in the following text. 1.05 Legislation: Reference to federal or provincial statutes or regulations or municipal by-laws are deemed to refer to the relevant legislation as amended, including successor legislation. 2.0 TERM 2.01 Term: The term of this AGREEMENT shall be indefinite and will be reviewed yearly by the participating fire chiefs. 2.02 Termination: This AGREEMENT may be terminated by either party on sixty (60) days written notice to the other party. 3.0 AUTOMATIC AID RESPONSE 3.01 AUTOMATIC AID RESPONSE: Upon the occurrence of an INCIDENT, an AUTOMATIC AID RESPONSE shall be provided by OSHAWA FIRE SERVICES unless OSHAWA FIRE SERVICES is unable to respond to the INCIDENT due to equipment failure or malfunction or attendance at another INCIDENT. 3.02 Response: Upon the occurrence of an INCIDENT, the HOME FIRE SERVICES shall respond. 3.03 Command: When a HOME FIRE SERVICE and OSHAWA FIRE SERVICES respond to an INCIDENT, the incident commander of the HOME FIRE SERVICES shall assume responsibility for the overall command of the INCIDENT. OSHAWA FIRE SERVICES shall assume responsibility for the command of the coordination of the specialized rescue operation component of the INCIDENT. 3.04 Incident Management: The incident management system of the HOME FIRE SERVICES shall be utilized. 4.0 COST 4.01 The cost to the HOME-MUNICIPALITY for the provision of an AUTOMATIC AID RESPONSE will be based on current Ministry of Transportation rates for all vehicles responding, replacement of consumable materials and overtime costs incurred by OSHAWA FIRE SERVICES for backfilling staff. 5.0 RELEASE AND INDEMNITY 5.01 No Claims: Neither party shall have any claim or demand against the other for detriment, damage, accident or injury of any nature whatsoever or howsoever caused to any person or property, including any buildings, structures, erections, 3 13-6 f r i I i i f equipment, material, supplies, motor or other vehicles, fixtures and articles, effects and things in any manner based upon, occasioned by or attributable to the execution of the AGREEMENT, or the exercise in any manner of rights j arising under the AGREEMENT. 5.02 Agreement Indemnification: Each party covenants and agrees that it shall at all times indemnify and save harmless the other from and against all actions, charges, claims, costs, damages, demands, liabilities, losses, proceedings, suits, and expenses (including legal fees) by whomsoever made, brought or prosecuted, in any manner based upon, occasioned by or attributable to the execution of the AGREEMENT or any action taken or things done or maintained by virtue of the AGREEMENT, or the exercise in any manner of rights arising under the AGREEMENT, except claims for damage resulting from the negligence of the other party. 5.03 HOME FIRE SERVICES Indemnification: HOME FIRE SERVICES covenants and agrees that it shall at all times indemnify and save harmless OSHAWA FIRE SERVICES from and against all actions, charges, claims, costs, damages, demands, liabilities, losses, proceedings, suits, and expenses (including legal fees) which may be brought against, made upon on incurred by OSHAWA FIRE SERVICES resulting from or arising out of or in any way related to the INITIAL RESPONSE SERVICES and/or operations of the HOME FIRE SERVICES. I 5.04 OSHAWA FIRE SERVICES Indemnification: OSHAWA FIRE SERVICES covenants and agrees that it shall at all times indemnify and save harmless HOME FIRE SERVICES from and against all actions, charges, claims, costs, damages, demands, liabilities, losses, proceedings, suits, and expenses (including legal fees) which may be brought against, made upon on incurred.by HOME FIRE SERVICES resulting from or arising out of or in any way related to the SPECIALIZED RESCUE SERVICES and/or operations of the OSHAWA FIRE SERVICES. 5.05 For the duration of this AGREEMENT, each party shall procure and maintain a Commercial General Liability (CGL) insurance policy written on an occurrence basis with a liability limit of not less than fifteen million dollars ($15,000,000) in respect of any one accident or occurrence with the other party named on the policy as Additional Insured. Policy coverage shall include, but is not limited to, third party bodily injury including death, property damage, personal injury, products and completed operations. Each party shall verify that valid insurance coverage as set out in this AGREEMENT is in place by submitting an Insurance Certificate to the other party that must be acceptable in all respects to the other party. I' I' I 4 13-7 6.0 MISCELLANEOUS 6.01 Notice: Notice or communication to be given pursuant to this AGREEMENT shall be in writing, and delivered either personally; by prepaid courier or by facsimile, to the following address, or to such other address as may be designated by such party by notice given to the other party in accordance with this section: In the case of Oshawa, to: Oshawa Fire Services Facsimile: 905-433-0276 Attn.: Oshawa Fire Chief 199 Adelaide Avenue West Oshawa ON L1 J 7131 In the case of Clarington, to: Clarington Emergency and Fire Services Facsimile: 905-623-3073 Attn.: Clarington Fire Chief Email: gweir@clarington.net 2430 Highway 2 Clarington, On L1 C 31<7 Receipt of notice shall be deemed on the date of delivery, or five (5) days following the date of mailing of the notice, whichever is applicable. Either party may change its address for notice by giving notice of change of address pursuant to this section. 6.02 Force Maieure: Notwithstanding anything in this AGREEMENT, neither party shall be in default with respect to the performance of any of the terms of this AGREEMENT if any non-performance is due to any force majeure, strike, lock- out, labour dispute, civil commotion, war or similar event, invasion, the exercise of military power, act of God, government regulations or controls, inability to obtain material or service, or any cause beyond the reasonable control of the party (unless such lack of control results from a deficiency in financial resources). Otherwise, time shall be of the essence of this AGREEMENT and all the obligations contained herein. 6.03 Arbitration: All matters.of differences arising between OSHAWA and CLARINGTON in any matter connected with or arising out of this AGREEMENT shall be referred to a single arbitrator, if the parties agree upon the arbitrator's identity. Should the parties be unable to agree upon the identity of an arbitrator, then the matter shall be referred to a single arbitrator, to be appointed by a Justice of the Superior Court of Justice. The arbitrator shall conduct the arbitration pursuant to the Arbitration Act, 1991, S.O. 1991, c. 17 and every award or determination shall be final and binding on the parties and their successors and assigns, and shall not be subject to appeal. The arbitrator shall 5 13-8 be allowed unfettered and unlimited discretion to determine in each and every case the solution which best balances the competing interest of the parties to the arbitration in accordance with this AGREEMENT, and she or he shall not be bound by the provisions of the Arbitration Act, 1991, S.O. 1991, c. 17 in respect of his or her fees. The arbitrator shall be entitled to award all or part of her or his fees against any party in accordance with the principles which govern an award of costs against a non-successful party in a contested matter before the Superior Court of Justice. In the absence of such an award by the arbitrator, the arbitrator's costs shall be borne equally by both parties, without regard to their involvement in the arbitration. 6.04 No Assignment: This AGREEMENT can only be assigned to another party on the written consent of both parties. i 6.05 Successors: This AGREEMENT shall ensure to the benefit of and be binding upon the parties and their respective successors and permitted assigns. 6.06 Entire Agreement: This AGREEMENT contains the entire agreement between the parties relating to AUTOMATIC AID RESPONSE and it is agreed that there is no covenant, promise, agreement, condition precedent or subsequent, warranty or representation or understanding, whether oral or written, other than as set forth in this AGREEMENT and this AGREEMENT fully replaces and supersedes F any letter, letter of intent, or other contractual arrangement between the parties related to AUTOMATIC AID RESPONSE in existence at the time of execution and delivery of this AGREEMENT. This AGREEMENT is not part of the Durham Region Emergency Fire Services Plan (Mutual Aid). 6.07 Partial Invalidity: If any article, section, subsection, paragraph, clause or subclause or any of the words contained in this AGREEMENT shall be held wholly or partially illegal or unenforceable by any court of competent jurisdiction, OSHAWA and CLARINGTON agree that the remainder of this AGREEMENT shall not be affected by the judicial holding, but shall remain in full force and effect. The provisions of this AGREEMENT shall have effect, notwithstanding any statute to the contrary. 6.08 Waiver: No supplement, amendment or waiver of or under this AGREEMENT (excepting notice of change of address as contemplated in section 6.01 shall be binding unless executed in writing by the party or parties to be bound thereby and no waiver by a party of any provision of this AGREEMENT shall be deemed or shall constitute a waiver of any other provision or a continuing waiver unless otherwise expressly provided. i° i le 6 13-9 6.09 This AGREEMENT shall be disclosed in response to a request for records pursuant to the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, Chapter M.56, as amended from time to time. IN WITNESS WHEREOF each of the parties hereto has affixed its corporate seal by the hands of its proper officers on the date inscribed on the first page of this Agreement. SIGNED, SEALED AND DELIVERED ) THE CORPORATION OF THE CITY OF OSHAWA Jag Sharma, City Manager 1 have authority to bind the Municipality Pursuant to section 63 of the By-law 29- 2009, as amended. ) The Municipality of Clarington Adrian Foster, Mayor C. Anne Greentree, Clerk 7 13-10 I! HUL fl Community Services ` Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee 4' i Date of Meeting: February 16, 2016 Report Number: CSD-003-16 Resolution: File Number: N/A By-law Number: Report Subject: Community Services — 2015 Year End Review Recommendations: 1. That Report CSD-003-15 be received for information. i r E' i i 14-1 r Municipality of Clarington Report CSD-003-15 Page 2 Report Overview The Community Services Department is responsible for planning, implementing and evaluating municipal recreation, leisure programs and facilities. This report provides Council with an overview of the activities associated with the Department's Recreation Services and Facilities Divisions during 2015. 1 . Recreation Services Division 1.1 There are many opportunities to participate in recreation activities in Clarington through a wide range of programs and services offered directly by the Municipality for residents of all ages. In addition, the number of volunteer and not-for-profit community organizations that provided valued and needed programming, activities and events continued to expand in 2015. 1.2 This section provides a snapshot of the activities offered throughout the year directly by the Recreation Services Division as well as provide an update on Community Development activities. 2. Aquatic Section 2.1 The Municipality operates three indoor aquatic facilities (Alan Strike Aquatic and Squash Centre, Courtice Community Complex and Newcastle & District Recreation Complex.) These facilities operate seven days a week and offer a wide variety of both recreational swimming and aquatic instructional programs for the community. In addition, during the summer months there is also a seasonal outdoor pool (Orono Park Pool) which operates daily for recreational swimming. 2.2 After a 14 month renovation, the newly named Alan Strike Aquatic and Squash Centre (ASC) re-opened its doors on August 31, 2015. 2.3 As a result of the re-opening of the Alan Strike Aquatic and Squash Centre and our continuing expansion of programs, 41 new aquatic staff were hired between August and December 2015. 2.4 In addition to their numerous qualifications, new hires undergo extensive training (approximately 25 hours) at all indoor facilities prior to working their first shift. Staff are required to attend on-going training every three months. Pre-summer training includes an annual Lifeguard Competition, where staff are placed in teams and compete through various events, giving them an opportunity to showcase their lifeguarding and first aid skills. This past summer, Clarington hosted a Durham Invitational Lifeguard Competition, with participation from City of Oshawa, and the Cobourg YMCA. 2.5 While only part-time, these positions offer students valuable experience in areas of customer service, working with the public, and dealing with difficult situations, including first aid and aquatic emergencies. 14-2 C F Municipality of Clarington Report CSD-003-15 Page 3 i 2.6 Instructional Aquatic Programs C Community Services currently offers 74.5 hours of aquatic instructional programming each week between our three indoor pools, as well as end of f session leadership programs (25-40 hours). The Department offers a large variety of programming, including preschool/youth/adult swimming lessons, private and semi-private swimming lessons, lifesaving, leadership, first aid and aquafit. In 2015, 7,953 individuals participated in aquatic instructional programs. i i With the re-opening of the Alan Strike Aquatic and Squash Centre, I enhancements included the addition of Thursday evening lessons, and a full spectrum of aquatic programs which are showing an increase in registrations. I, Aquatic Program Participant Statistics I I Pool 2013 2014 2015 F Alan Strike Aquatic and217 314 672 Closed in June Re-opened for Squash Centre 2014 p fall session only Courtice Community Complex 3,125 3,087 3,296 Newcastle & District 3,599 4,027 4,343 Recreation Complex - Total Number of Users 7,396 7,331 7,953 2.7 Recreational Swimming The Department offers a wide variety of recreational swims at its indoor facilities, including Adult, Lane, Adult/Lane, Public, and Public/Lane. Combined at all three indoor facilities, the Municipality offers an average of 109 hours of swims per week. r" With the re-opening of the Alan Strike Aquatic and Squash Centre, staff enhanced and expanded programming, based on feedback received from user groups, individuals and surveys. This included the addition of weekend morning adult/lane swims on Saturday and Sunday, the addition of a Sunday morning public swim, an earlier Saturday public swim, and revised Sunday scheduling to permit leadership courses and swim meets. The new schedule has been very well-received, and facility users have commented numerous times that they are pleased with recent changes and additional swims. 14-3 Municipality of Clarington Report CSD-003-15 Page 4 Recreational swimming remains a popular activity for all ages. In 2015, over 95,000 people visited a pool in Clarington for recreational swimming. White usage fluctuates year to year, and pool to pool, 2015 shows an increase in visits. During the same time period that Alan Strike Aquatic and Squash Centre was under renovations, so too was the Jack Burger Sports Complex pool (Port Hope). Clarington, in particular Newcastle & District Recreation Complex, did see an increase in Port Hope residents swimming and using other amenities. Recreational Swimming Participant Statistics Pool 2013 2014 2015 Alan Strike Aquatic and 6,363 4,964 Squash Centre 12,891 Closed in June Re-opened 2014 August 31, 2015 Courtice Community 33,580 32,593 31,845 Complex Newcastle & District 45,547 49,623 53,719 Recreation Complex Orono Park Pool 4,481 3,683 4,509 Total Number of Users 96,499 92,262 95,037 2.8 School Board Swimming Lessons Since September 1997, the Community Services Department has offered a customized program for the Boards of Education within Clarington. The Municipality reserves one-hour time periods from mid-September to mid- June for school use. These time periods are programmed during the slower daytime hours, primarily afternoons. Participating schools designate swimming for certain grades, typically grades 3 and 4. The 2014-2015 school year saw four local schools participate, serving a total of 283 children. This was a decrease in participation compared to 2014, which was a reflection of the closure of the Alan Strike Aquatic and Squash Centre for renovations. Many schools that booked lessons at that facility opted to defer until the re-opening of the pool. This was due to some schools being within walking distance (which reduces their cost per child), not being able to access morning times that traditionally are available at that facility, and increased driving distance which effected dismissal times in the afternoons. Staff anticipate with the re-opening of the facility, schools who previously booked, will return. Partnerships such as this target residents who may not normally be reached through municipal swimming,lQ.ssons due to shift work, irregular schedules or 14-4 Municipality of Clarington Report CSD-003-15 Page 5 i i financial limitations not allowing families to attend evening and weekend classes. This program increases children's exposure to water safety education and lifesaving skills. 3. Fitness Section i r 3.1 The Community Services Department is pleased to offer fitness programs and j activities at various municipal recreation facilities. The main fitness facility in Clarington is located within the Courtice Community Complex. The Courtice Fitness Training Facility is a fully functional fitness and training facility. Satellite programs are also offered at the Newcastle & District Recreation Complex, Alan Strike Aquatic and Squash Centre, South Courtice Arena, Garnet B. Rickard Recreation Complex and Bowmanville Indoor Soccer facility. These fitness F programs and activities are conducted by 12 certified Fitness Trainers and 20 certified Fitness Instructors. 3.2 Courtice Fitness Training Facility This facility is open weekdays, 6:00 AM-10:00 PM and weekends 8:00 AM-9:00 I C PM. The Courtice Fitness Training Facility has a large fitness training floor with a variety of cardio and strength equipment as well as a separate group fitness studio where we offer programs such as Spinning, Yoga and Zumba, among others. We offer one-on-one and small group personal training with certified personal trainers. 3.3 Newcastle & District Recreation Complex h Group fitness classes are offered at the Newcastle & District Recreation Complex most weekday mornings, some evenings and Saturdays throughout the year. The group fitness program is available to members, registered participants and drop-ins. We are pleased to offer a range of programming to suit a variety of i fitness needs, The fitness division continues to see an increased demand for additional class time and variety of class types from the surrounding neighborhoods. 3.4 Active Living Memberships The Fitness Membership model that we introduced in September 2014 continues to provide various membership types and terms so that all Clarington residents can have access to suitable Active Living membership options. The re- introduction of the Squash membership (due to the re-opening of the Alan Strike i` Aquatic and Squash Centre) was well received with over 93 squash players signing up for the fall 2015 session. 2015 also saw the introduction of a new membership option. The Run Club Membership gives patrons access to all of the Fitness Training Centre amenities as well as access to all of the Municipality of Clarington's Run Club Programs throughout the patron's membership term. 14-5 Municipality of Clarington Report CSD-003-15 Page 6 3.5 Group Fitness Programs In fall 2015 with the re-opening of the Alan Strike Aquatic and Squash Centre the fitness division added approximately 10 hours of active living classes per week. The classes were targeted to teachers and individuals who spend their days living and working in Bowmanville. As a result of construction activities, the fitness division relocated approximately 85% of our current Courtice Community Complex group fitness classes to the Courtice Library Branch (Great Room) and the South Courtice Arena (Upper Viewing Gallery). The patrons are currently attending classes at the satellite locations in anticipation of the completed renovations in the spring of 2016. 3.6 Membership Retention and Incentives Membership retention is tracked through our recreation software and hourly head counts that are invaluable to managing our peak times and equipment usage records. The Fitness Division offers programs throughout the year to keep members accountable for their own fitness and encourage membership retention. "Club 150" is a tracking program that monitors how often a member utilizes the Fitness Centre or attends one of the fitness classes at each facility. 2015 had over 150 people participate, our highest enrollment since the program's inception five years ago. Current Fitness Centre members receive a reminder letter a month prior to their membership expiration date. This letter serves as a reminder to renew and offers a one month extension on the purchase of a Fitness (Plus) Annual membership. 3.7 Grade 5 Action Pass The Municipality of Clarington has been a partner in the Durham Region Grade 5 Action Pass program, which was introduced in 2008 to all grade 5 students in Durham Region. The pass provides free drop-in access to students for public swimming, skating and drop-in basketball, and runs October 1St of the year the student is in grade 5 until August 31St of the following year. This pass was introduced to address the growing concern over the number of sedentary, obese children in our society. We continue to see a consistent uptake of this opportunity. Number of Grade 5 Action Passes Activated 2011/2012 2012/2013 2013/2014 2014/2015 2015/2016 415 400 306 303 442 14-6 Municipality of Clarington Report CSD-003-15 Page 7 4. Recreation Programming Section 4.1 The Community Services Department offers recreation programs and camps at various municipal recreation facilities, local schools and park locations throughout Clarington. The recreation programs service all age groups. Residents have options for registered programs, weekly drop-ins, pay-as-you-play and free programs. 4.2 The recreation section employs 98 part-time recreation staff annually. The staff team is primarily made up of high school, college and university students. All recreation staff take part in seasonal training, including health and safety, WHMIS, customer service, leadership development, program planning, accessibility and many other topics. 4.3 Many of the employees within the recreation section are first time job seekers. i The Municipality has the opportunity to assist these young adults in gaining and developing life skills that will benefit them for years to come. 4.4 Summer Camps k For a number of years, the Community Services Department has offered summer camp programs to our residents. These camps serve a wide range of children and youth from 4 - 16 years of age. In 2015, there were a variety of camp opportunities including; Leadership Camp, Counsellor in Training, Trip Camp, Sports Camp, Road Hockey Camp, Kinder Camp, Arts Camp, Eco Camp, Junior Chef Camp, French Camp, Dodgeball Camp, Soccer Camp, Lacrosse Camp, Hockey Camp and Outdoor Adventure Camp. Total Camp Registrations (including extended care registrations) 2012 j 2013 — c 201~1 i' 015 0 0010001 7500 2000 2500 3000 14-7 i Municipality of Clarington Report CSD-003-15 Page 8 Camp programs continue to accommodate as many individuals in the Municipality as possible and the Department continues to revise and improve the camp program each year, achieving the underlying goal of providing quality programs at a reasonable fee. In the summer of 2015, Community Services employed a total of 38 students as camp supervisors and counsellors. They brought a wide range of knowledge, experience, leadership and enthusiasm to the team. All staff received over 40 hours of pre-camp training in areas such as leadership development, team building, recognizing child abuse, customer service, program planning, behaviour management, conflict resolution, risk management and administrative responsibilities. They were also required to be certified in the High 5 Principles of Healthy Child Development, Standard First Aid and CPR "C" as well as providing an acceptable Criminal Background Check. Community Services partnered with the YMCA Early Years staff to continue in delivering a comprehensive Mobile Playground program to the community each week of the summer. YMCA Early Years and Community Services each committed one van and two staff. The Community Services staff delivered playground programs for children 6 to 12 years of age. The YMCA staff provided games and activities for children 0 to 6 years of age. The drop-in style programs offered a less structured option to our day camps for participants and caregivers. The two "Funmobiles" each visited different locations every day and delivered games, activities and crafts appropriate to the participants. No pre-registration is required and often parents/caregivers would come to the park and socialize as their children participated. The Mobile Playgrounds rotated through many different parks weekly during the summer which included: Tyrone Park, Orono Park, Pearce Farm Park, Rosswell Park, Ina Brown Parkette, Solina Park, Haydon Hall, Harry Gay Park, Bons Park, Port Darlington East Beach Park, Avondale Park, Argent Park, Wallbridge Park, Westside Park and Memorial Park. Attendance at most Mobile Playground locations was very positive, with over 2,000 people visiting the playgrounds throughout the summer. 4.5 Public Skating In 2015, Community Services had over 12,000 participants attend our public skating programs throughout the Municipality. Public Skating Numbers by Year and Facility Facility 2013 2014 2015 South Courtice Arena 6,500 6,737 6,752 Garnet B. Rickard Complex 3,244 4,131 3,460 Darlington Sports Centre 1,475 1,793 1,886 Total 11,219 12,661 12 098 14-8 Municipality of Clarington Report CSD-003-15 Page 9 4.6 Summer Job Subsidy Program The Summer Jobs Service is a student job subsidy program created by the Province of Ontario and is facilitated in Durham Region through the John Howard Society. This is the tenth year that the Community Services Department has facilitated the program on behalf of the Municipality. The program provides up to a $2.00 per hour wage subsidy to employers who employ students for the summer. This program is designed to help eligible youth prepare for employment, gain employment experience and stay in school. The Summer Jobs Service program is targeted to students aged 15 to 24 years (up to 29 for a person with a disability) who are currently attending school and plan to return to school in the fall. It should be noted that eligibility does not guarantee the employer will receive $2.00 per hour per student as the total funds are distributed by formula to the participating employers. I` The 2015 subsidy that the Municipality received was $14,103.16. Municipal departments do not budget for this revenue as the program is not guaranteed from year to year. The funds are recognized in a miscellaneous revenue account i? specific to each department. j 4.7 Financial Assistance Program i The Community Services Department is committed to increasing access and participation in recreation activities among Clarington residents. The Canadian Tire Jumpstart program was created by Canadian Tire Foundations for Families, and works in partnership with the Community Services Department. The program's goal is to provide financially disadvantaged children 4 to 18 years of age with the opportunity to participate in sports and recreation activities. 2015 saw a continued increase in the number of applicants and the amount of funding distributed to the residents of Clarington. Canadian Tire Jumpstart Statistics E Year Number of Children Funding Distributed Assisted 2013 46 $7,129 2014 61 $9,588 2015 95 $16,172 In addition, the Municipality of Clarington directly offers two financial assistance programs: Financial Assistance Program (FAP) - Individuals or families currently receiving Ontario Works or Ontario Disability Support Program Income Support can apply 14-9 Municipality of Clarington Report CSD-003-15 Page 10 for financial assistance of up to a maximum of 50% of the program/membership registration fee. The chart below identifies the number of families and individuals who received financial assistance with registration fees over the past three years. Financial Assistance Program Statistics Year Number of Families Number of Individuals 2013 21 44 2014 20 48 2015 25 54 Membership Access Program (MAP) - The Membership Access Program strives to increase recreation opportunities for individuals with a permanent disability. Clarington residents who meet the age criteria for facility memberships and who have a permanent disability are eligible for the Membership Access Program which provides a reduced fee for facility memberships. As this program relates to a permanent disability, once an individual is confirmed eligible this program remains available to them indefinitely, there is no re-application process. Membership Access Program Statistics Year Number of Individuals 2013 9 2014 5 2015 13 5. Community Development Section Community Development seeks to empower individuals and groups of people by providing them with the skills they need to effect change in their own communities. Everyone can take part in the issues that affect their lives. It starts from the principle that within any community there is a wealth of knowledge and experience which, if used in creative ways, can be channeled into collective action to achieve the communities' desired goals. Volunteers have a real impact in our community. They lead local boards, sports organizations and plan events. Volunteers are often the glue that holds a community together and make our community a better place. Local activities bring people together to build a stronger community. They allow everyone to have a say in shaping the community. Through volunteering, everyone has a voice. 14-10 Municipality of Clarington Report CSD-003-15 Page 11 Staff are committed to enhancing the relationship with community partners by creating an environment of encouragement, facilitation and learning which would help to ensure that the volunteer experience is fulfilling and productive. 5.1 Connecting with our Community Training and Development: Through Community Development, we work alongside people in our community, . build relationships with organizations and identify common concerns. We attempt to create opportunities for the community to learn new skills and, by enabling people to act together, help to foster social inclusion and equality. Based on feedback from our community partners, staff worked with local trainers to develop a series of community development events which would address some training needs and also provide a forum for networking and support among the volunteer community. The following workshops were offered to the volunteer sector in 2015: Smart Serve Certification workshops ® Accounting 101 for Not-for-Profits �. Best Practices for Successful Volunteer Engagement We are currently planning future community board development sessions which will cover topics such as board leadership and strategic planning. Increased communication: From funding opportunities to new legislation, a lot of information becomes available from many different sources that is applicable to the community organizations who offer programs and services in our community. i The Community Services Department continues to share information through Clarington Community Connections, an electronic newsletter, a tool that serves to streamline the sharing of information and helps us to better connect with our community organizations. This e-newsletter provides an opportunity for information and resources to be shared with community organizations in a timely j manner through one convenient document. The newsletter is sent out quarterly by email to community organizations that have an email address on file with the Department. In addition to better connection, this newsletter also allows the Municipality to get news out quickly and better engage our volunteer community. There are currently close to 200 recipients of the electronic newsletter each quarter, with more added at every opportunity. 1 5.2 Special Events I`. 14-11 Municipality of Clarington Report CSD-003-15 Page 12 In 2015, corporate and special events became a function of the Community Services Department. In addition to existing events already implemented through. our department, we have added several other corporate and community events to our lineup. On February 7, 2015, Clarington hosted the V annual For the Love of Art Mayor's Gala at the Clarington Public Library, Bowmanville Branch. The event is an illustrious evening complete with musical entertainment, a silent auction, mystery gift boxes and delicious snacks. In 2015, the proceeds of the Gala were $30,000.00 and each beneficiary, the Visual Arts Centre of Clarington and A Gift of Art Gallery received $15,000.00. The Clarington Sport & Leisure Fair is an annual event, with a host of community displays offered free of charge to local community groups and sport and leisure providers. The 2015 Clarington Sport & Leisure Fair was held on Sunday, March 1, 2015. The event coincided with an existing public skate which was offered at no charge for this day. We saw over 500 people visit close to 40 community displays throughout the afternoon. We are hoping to build on this success in 2016, with the Clarington Sport & Leisure Fair on Sunday, February 28, 2016, from 1:00 PM to 4:00 PM at the Garnet B. Rickard Recreation Complex. The Municipality of Clarington welcomed the TO2015 Pan Am Games Torch Relay on Friday, June 5, 2015. The Torch entered Clarington at the Bowmanville Zoo, then headed west, primarily along King Street/ Highway 2, with celebration stops at the Bowmanville High School, CIBC Bowmanville and Loblaws. Our community celebrated the Torch's arrival at two larger events held at the Garnet B. Rickard Recreation Complex and the Courtice Community Complex. These events were made possible with funding from the Municipality of Clarington and a grant of $10,000.00 from Heritage Canada. Over 50 Torch Bearers proudly carried the Flame through our community and the day helped ignite the spirit in Clarington for the Pan Am Games. Since 2011, the Municipality of Clarington has joined communities across Ontario to celebrate Recreation and Parks Month. It is an opportunity to increase public awareness of the value and benefits of recreation by offering low or no cost activities to our residents. The Community Services Department celebrated by visiting local parks through the Neighbourhood Family Fitness Tour, and offering other activities such as Race Across Canada, Toonie Tuesdays, Free Fitness Fridays and a Colouring Contest. Over the past five years, close to 2,000 people have participated in June is Recreation and Parks month in Clarington. The 10t" Annual Mayor's Golf Classic was held on Thursday, July 9, 2015 at the Newcastle Golf and Country Club with a dinner following golf at the Garnet B. Rickard Recreation Complex. The event was another huge success, selling out quickly with over 150 golfers, most from our generous local business community. The 2015 beneficiary, Big Brothers Big Sisters of Clarington, received the net proceeds which totaled over $33,000.00. 14-12 Municipality of Clarington Report CSD-003-15 Page 13 The Clarington Blooms program recognizes the residents, businesses, churches and schools in Clarington who put time and effort into making Clarington beautiful. 2015 was the 17th year for Clarington Blooms, returning after a one year hiatus, and each year the program is organized in cooperation with the Bowmanville, Newcastle and Orono Horticultural Societies. In 2015, 260 front gardens visible from the roadside / curb were nominated and over 100 people attended the recognition ceremony this past October. The Clarington Sports Hall of Fame has welcomed over 70 distinguished athletes, teams and builders since its inception in 2003. In 2015, we proudly welcomed five more inductees. However, the Hall had outgrown the space at the Garnet B. Rickard Recreation Complex and in order to revitalize and make room to display all of our Inductees, a renovation project was completed in 2015. The Clarington Sports Hall of Fame is now brighter, modernized and displays with great pride the achievements of our local sports community. The Community Services Department is planning to bring the Sports Hall of Fame out into the community, into various recreation facilities, with a phased in approach over the next few years. RBC Sports Day in Canada, presented by ParticipACTION, CBC and True Sport, was celebrated in 2015 from November 14 to 28, in communities from coast to coast to coast. This national celebration of sport, from grassroots to high- performance, is an opportunity for all Canadians to celebrate the power of sport, build community and national spirit and facilitate healthy, active living. The Community Services Department, along with various community partners, celebrated Sports Day in Canada with a fun community event. The event was held at the Newcastle & District Recreation Complex on Saturday, November 14 from 1:00 — 5:00 PM with over 200 in attendance. We had a variety of free activities for all ages including basketball, pickleball, fitness activities, a water polo demonstration and martial arts. Through funding received from ParticipACTION, the Community Services Department was able to provide most r participants with sports equipment (basketballs, soccer balls, volleyballs, baseballs and gloves) they could take home with them to continue to play in`their neighbourhood. The CP Holiday Train chugged through Clarington on Monday, November 30, 2015. Through this fun, holiday themed event, our three local food banks: St. Vincent de Paul, Clarington East Food Bank and the Salvation Army received j $2,500.00 each from CP Rail along with truckloads of non-perishable food donations brought by the show's spectators. Clarington rang in the New Year at the Garnet B. Rickard Recreation Complex during the 2nd annual New Year's Eve Family Celebration. Over 800 people took part in the event which included public skating, inflatable obstacle course, face painting, balloon art, carnival games, crafts and much more. We also welcomed Zoo to You shows by the Bowmanville Zoo. A balloon drop at 9:00 PM closed f 14-13 Municipality of Clarington Report CSD-003-15 Page 14 out the festivities. A nominal fee was charged for public skating, but all other activities were offered to the community at no charge. 5.3 Community Grant Program The Community Grant Program was established many years ago with the intent to provide Council with a vehicle to acknowledge and support the efforts of our local volunteer community and not-for-profit agencies that provide services, events or projects which benefit the community. A maximum amount of $60,000.00 was available for the 2015 Community Grant Program. Each year, staff invite organizations to a community meeting to introduce the upcoming program and to brief applicants on any changes or revisions to the grant program while walking them through the application process. This meeting also provides an opportunity for staff to address any specific questions or concerns applicants may have with their specific application. The 2015 Community Grant meeting was held on January 14, 2015, and was attended by 29 individuals representing 24 community organizations. Community Grant Application Summary Community 2012 2013 2014 2015 Grants Number of Applications 42 41 34 35 Received Dollar Amount Requested $132,406 $122,497 $102,200 $115,781 Dollar Amount Awarded $60,000 $54,600 $56,000 $55,500 The 2016 Community Grant Program was introduced to community groups on January 13, 2016. The application form is available online as well as hard copy. Applications will be accepted until February 26, 2016. 5.4 Community Sponsorship Program The Community Sponsorship Program was developed in 2002 and had been administered until 2014 through the Corporate Services Department. In 2015, the Community Services Department began accepting sponsorship requests from the community. A maximum of$40,000.00 was available for the 2015 Community Sponsorship Program. Without formal program criteria in place, the Community Services Department took this past year to observe and collect information about the types and 14-14 Municipality of Clarington Report CSD-003-15 Page 15 sources of requests, how the requests are submitted and how the program differs from the Community Grant Program in order to determine how to best move forward. In 2016, a formal process will be introduced to Council for their review and approval. Under the direction of Council, the Sponsorship Program supported 29 events in our community for a total of $34,791.86. 6. Older Adult Section In March 2015 work on the Older Adult Strategy was completed and presented to Council. In June 2015 Council received report CSD-008-15 and subsequently the mandate of the Community Services Department was expanded to include responsibility for community programming for adults aged 55 years and older living in Clarington, effective January 1, 2016. In the summer and fall of 2015 an Older Adult Co-ordinator and Programmer were hired to begin the planning and required preparations for a January 1St line up of programs and services. During this time staff held many public information sessions in the community to begin to market this new service area as well as to solicit feedback on the programs and services individuals were interested in. Staff were also busy planning program development meetings with community partners, as well as recruiting, selecting and training program instructors. In December, marketing and promotion of planned programs was an area of j focus with the printing and circulation of a four page glossy flyer, in addition to radio commercials and strategically located road signs to kick off registration in the New Year. i Construction on the Courtice Community Complex renovation was also undertaken in 2015 and will be discussed further in the Facilities Section of this report. Program planning for this new Older Adult Centre is currently complete I with materials having gone to print at the end of January. 7. Facilities Division 7.1 The Facilities Division is responsible for the operations and maintenance of recreation facilities managed by the Community Services Department. This includes permitting of arenas, swimming pools, indoor soccer facility and multi- purpose rooms. The Division is also responsible for concessions, pro shops, vending operations, as well as managing Clarington facility construction projects. This overview is intended to provide Council with an update on the activities and highlights of the Facilities Division for 2015. 7.2 Supporting the Facilities Manager, the Division is staffed by four Facilities i Supervisors. The Supervisors share the management of our seven indoor facilities including concession and vending functions in all facilities. Along with C 14-15 Municipality of Clarington Report CSD-003-15 Page 16 the 24 full time unionized staff, the Division requires approximately 80 part-time staff to help operate the facilities. 8. Facilities Permitting 8.1 Our facilities booking office is responsible for the facility permits issued by the Department on an annual basis. These permits include all rentals for our major sport users in the arena, pool and indoor field facilities, and the annual facility rental contracts for all major ice, indoor field and pool users. The majority of facility usage is permitted to Clarington based minor sport users. 8.2 2015 hourly ice and floor rental statistics are as follows: Category 2013(hours) 2014(hours) 2015(hours) Minor Hockey— Boys 5,706 5,708 5,759 Minor Hockey— Girls 2,131 2,165 2,123 Figure Skating 623 646 596 Speed Skating 265 217 155 Adult Hockey 1,124 1,143 1,129 School Boards 206 229 218 Other 853 1,392 772 Lacrosse/Ball Hockey 1,315 1,190 1,143 Total 12,223 12,690 11,895 Due to a decline in registrations for Clarington Speed Skating as well as the Clarington Minor Lacrosse Association the number of hours required by both these organizations decreased from 2014. 8.3 2015 hourly swimming pool rental statistics are as follows: Category 2013(hours) 2014(hours) 2015(hours) Swim Clubs 578 511 535 School Boards 128 106 92 Other 90 106 86 Total 796 723 713 14-16 Municipality of Clarington Report CSD-003-15 Page 17 Renovations at the Alan Strike Aquatic and Squash Centre reduced numbers slightly for School Board and Private rentals. 8.4 2015 hourly indoor soccer/outdoor lacrosse rental statistics are as follows: Category 2013(hours) 2014(hours) 2015(hours) Youth Soccer 1,133 1,207 889 Adult Soccer 153 141 138 Other (Private/School Bd) Field 99 163 102 Youth and Adult Lacrosse Bowl 174 244 153 Total 11559 1,755 1,282 A decrease in Private and School Board bookings on the Indoor Field for 2015 as well as a decrease in Darlington Soccer Club registrations resulted in the Club being forced to.hand back field time to the Municipality. 8.5 Pay-as-You-Go and Complimentary Programming In addition to private and community group rentals, the Department provides a variety of public programs to residents in our facilities. This includes pay-as-you- go and complimentary programs. 2015 attendance statistics are as follows: i' Category 2014 Attendance 2015 Attendance Shinny Hockey 2,099 2,862 Shinn 55+ 3,123 3,194 � r Youth Shinny 415 240 Ticket Ice 250 191 Skate 55+ (complimentary) 5,323 5,425 Parent & Tot Skate 6,546 6,845 (complimentary) Indoor Soccer Walking Program 7,044 6,646 (complimentary) Indoor Soccer Drop-in Soccer 250 72 Total 25,050 25,475 i Ticket ice hours have been reduced due to decreasing demand. All additional ice is being booked through the Bowmanville Figure Skating Club as needed. Drop- in Soccer at the Bowmanville Indoor Soccer & Lacrosse Bowl has decreased from five days per week to just two due to lack of attendance. The introduction of r 14-17 Municipality of Clarington Report CSD-003-15 Page 18 a weekend Parent & Tot session at South Courtice Arena has been well attended and will impact attendance moving forward. 9. Community Partnerships 9.1 In May 2015 the staff of the Garnet B. Rickard Recreation Complex were nominated by Community Care Durham (CCD) - Clarington for their annual Community Service Recognition Award. "This annual award is to recognize an exemplary not-for-profit organization that has provided to CCD either a financial contribution, and/or a donation of time by its members, or has otherwise distinguished itself in support of CCD service to clients." Since CCD - Clarington relocated to the facility, the cooperation between the two staff teams has been excellent and was shown with this nomination. Although we did not win the award the nomination speaks to the success of working together with community groups. 9.2 In 2015, staff met regularly with Veridian Connections and Solera Sustainable Energies to discuss the potential for roof-top solar installations at municipal recreation facilities. Following negotiation of roof lease agreements, Veridian Connections submitted three applications for solar rooftop system projects to the Independent Electricity System Operator (IESO) for installations at Newcastle & District Recreation Complex, Bowmanville Indoor Soccer and South Courtice Arena. The specific timelines for application announcements are not known at this time but we expect to hear back by the spring of 2016. 10. Construction Project Management 10.1 With the responsibility for municipal facility construction, the Department continues to manage both new build and renovation projects on behalf of the Municipality. Staff assumed the project management of the Courtice Branch Library expansion in 2015. Working with the Library Director and her staff from the design phase and through construction, the library was re-opened to the public in August. Staff continued to work with the architect and contractor to fully complete outstanding deficiencies and address warranty items. 10.2 In 2015, the Department continued with the renovation at the Clarington Fitness Centre. The facility was re-opened to the public in August and on September 19th a rededication was held and the facility officially became the Alan Strike Aquatic and Squash Centre. Since the re-opening we have received positive feedback about the improvements to the facility. The Department has recently submitted this project for consideration to Parks and Recreation Ontario in their Excellence in Design Award category. The results of this nomination will be announced at their annual educational forum in April. 10.3 The renovation of the former banquet hall and lease space at Courtice Community Complex began in November 2015 and is expected to be complete in late March 2016. This will provide dedicated older adult programming in the 14-18 Municipality of Clarington Report CSD-003-15 Page 19 banquet hall space and increased fitness and recreation programming in the former leased space. In addition, the main entrance doors are being replaced in February with motion activated sliding doors. This will greatly improve accessibility into and out of this very busy facility for all patrons. 10.4 In the summer of 2015, the federal government announced the approval of a 50% grant, worth $455,000.00 for the renovation of the banquet hall and kitchen facilities at the Garnet B. Rickard Recreation Complex. This funding was provided through the Canada 150 Community Infrastructure Program (CIP 150). Once a contribution agreement is executed by the Municipality in March, architectural services submissions will be received and the renovation design will commence. Construction is tentatively scheduled to start in October 2016 and will be completed in the spring of 2017. We are looking forward to the upgrading of these facilities and see this as a great benefit to our community. i' 11 . Energy Conservation 11.1 The Department continues to support the energy conservation efforts of the Municipality with three staff members serving on the Energy Management Committee. Staff awareness and engagement will again be a focus for 2016. j 11.2 In 2015 we continued to work with Veridian Connections and Hydro.-One on incentives for energy efficiency through the saveONenergy program. We are awaiting approval on a number of applications, with the largest being the rebate for mechanical and electrical upgrades in the renovation at the Alan Strike facility. 12. Health and Safety 12.1 Workplace health and safety continued to be a high priority in 2015. In addition to the monthly workplace inspections completed by the Joint Health and Safety Committee, Department staff continued to perform monthly supervisory _ inspections at our recreation facilities. In addition, the divisional managers inspect the workplaces semi-annually with the Director performing annual inspections. i 12.2 The division continues to work closely with the Health & Safety Coordinator on our workplace safety training programs. Currently, our full time facilities staff attend two one-day training sessions in November and April each year. These sessions provide an opportunity to update staff on operating procedures, emergency responses and other current industry information. We have recently brought in the Public Sector Health and Safety Association (PSHSA) to provide staff training and certification in various areas of workplace health and safety. 12.3 Workplace health and safety has become ingrained in our day to day operations and remains a topic for discussion on meeting agendas at all levels within the department. 14-19 Municipality of Clarington Report CSD-003-15 Page 20 13. Facilities Development Strategy 13.1 This strategy will provide a framework for the development of new indoor recreation facilities, as well as the expansion of existing facilities, to meet the growing and changing needs of our community. 13.2 As part of the community engagement phase of the study, the project team held a number of Public Information Centres throughout the Municipality. In addition, interviews were conducted with members of Council and workshops were held with staff and major stakeholders. 13.3 We anticipate this project coming to a conclusion with a presentation and report to Council this spring. 14. Concurrence Not Applicable 15. Conclusion 15.1 The Community Services Department is very proud of our accomplishments over the past year. Our state of the art recreation facilities offer a safe and attractive environment for all our residents to enjoy. 15.2 Our youth and adult recreation programming continues to provide Clarington residents with a variety of opportunities that encourage a healthy lifestyle. 15.3 In 2016, the Department will continue to identify areas of potential development and growth, ensuring quality recreational opportunities for our growing and diverse population. 16. Strategic Plan Application The recom.me ns contained in this report conform to the Strategic Plan. Submitted by: , Reviewed by:�l; ��t�r Jos 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(a)clarin ton.net and George Acorn, Facilities Manager, 905-623-3379 ext. 2503 or gacorn(a)clarington.net There are no interested parties to be notified of Council's decision. J PC/SM/GA 14-20 i' !1}j fis i T Community Services Report If this information is required in an alternate accessible format, please contact the Municipal j Clerk at 905-623-3379 ext. 2102. I Report To: General Government Committee i Date of Meeting: February 16, 2016 4 Report Number: CSD-004-16 Resolution: i' File Number: N/A By-law Number: f Report Subject: Canada 150 Fund Program Application Recommendations: 1. That Report CSD-004-16 be received; 2. That staff be authorized to complete an application to the Canada 150 Fund Program for programs and initiatives in Clarington to recognize and celebrate Canada's 150th anniversary of Confederation; and 3. That staff be authorized to apply as a partner with community organizations that may be interested in applying for funding through the Canada 150 Fund for separate initiatives where services can be provided in kind at no direct cost to the Municipality. I i r+ I' i 14-21 Municipality of Clarington Report CSD-004-16 Page 2 Report Overview Canada's 150th anniversary of Confederation is a milestone for our country. The Department of Canadian Heritage has created the Canada 150 Fund; a funding initiative that aims to promote Canadian values, culture and history, generate national pride and bring Canadians together to celebrate. The goal of the Canada 150 Fund is to create opportunities for Canadians to participate in activities that contribute to building a sense of pride and attachment to Canada. 1 . Background Canada's 150th anniversary of Confederation in 2017 is a pivotal milestone for our country that allows us to connect with our past, celebrate who we are, honour our exceptional achievements and build a legacy for tomorrow. The Government of Canada is inviting Canadians to celebrate historic nation-building programs and events as we lead up to and recognize Canada's 150th in 2017 through the Canada 150 Fund. The Canada 150 Fund will support activities that: • Encourage participants to give back to Canada through gifts of time and energy, in ways that leave a legacy for the future; • Provide Canadians with opportunities to actively participate and / or celebrate together, promoting and building a deeper understanding of Canada, its people and what it means to be Canadian; and • Recognize and promote exceptional Canadian people, places, achievements and events that continue to shape our country. Upon reviewing the program guidelines, Community Services Department staff discussed programming options and brainstormed ideas that could be offered in our community to recognize and celebrate this significant anniversary. This discussion resulted in the programs proposed within this report. Staff further consulted representatives at Canadian Heritage to assess the strength of the programming concepts and have tailored the proposed programs based on the feedback received. While this funding program will support existing community events and celebrations, the Canada 150 Fund is looking specifically for new events to support Canada's 150th, and applications for funding for existing events are not considered strong applications by the Fund. Programs and events that build in a legacy component are strongly favoured, according to the Canadian Heritage consultant. 14-22 i Municipality of Clarington Report CSD-004-16 Page 3 i For these reasons, the Community Services Department is proposing some unique opportunities for Clarington to commemorate this milestone that offer a legacy and would otherwise not be offered in our community. I Historically, the larger community celebrations that occur on Canada Day in Clarington have been coordinated by various community organizations in many of our local urban centres. Staff have shared the Canada 150 Fund program information with these community organizations for their consideration as they plan their activities. i The Community Services Department is seeking approval to apply for funding for programs and activities that will build community pride and commemorate Canada's 150th anniversary of Confederation by providing opportunities for our community to celebrate together. While the options presented through this report have been discussed and reviewed by staff and potential partners in consultation with Canadian Heritage staff, events and activities can still be added or modified, if Council chooses. I The Canada 150 Fund is currently accepting applications and the intake is ongoing until j the fund is spent. The approval process is currently approximately 30 weeks. 2. Project Proposals 1 2.1. Paint the Town Red E In partnership with Clarington's local horticultural societies, we would encourage Clarington residents, businesses and property owners to plant and display red front gardens. If funding is approved, red tulip bulbs would be handed out to Clarington residents to help get their gardens started. The cost to purchase tulip bulbs will be part of the application for funding. Other red flower bulbs, annuals and bushes would also be encouraged to be planted to further "Paint the Town Red." j Property owners would be encouraged to submit photos of their red front gardens in bloom for a collage and a celebration event will be held in the community to wrap up the program. f Images submitted of these red front gardens would be created into framed collages to be displayed in municipal facilities, recognizing and commemorating Canada's 150th 2.2. Canada 150th Programming Drum Circle Program The Community Services Department is proposing to offer a ten week aboriginal drumming program to celebrate and learn about our indigenous culture. The program i' f 14-23 Municipality of Clarington Report CSD-004-16 Page 4 would be offered separately, but simultaneously, to both children (ages 8-15) and older adults (ages 55 and up.) Offering this in a ten week format allows the participants the opportunity to competently learn two to three traditional drum beats / songs, and expose participants to First Nations culture and traditions. The program will wrap-up with a community celebration event showcasing a sharing of the drum beats / songs learned by participants and a show by an aboriginal drum group and First Nations dancers. Canada's 150th Workshop Series In partnership with Clarington Museums and Archives and Clarington Public Library, a series of speakers and workshops incorporating Canadian crafts, art, music, literature and language will be offered to Older Adults (ages 55 and up) coordinated through the Community Services Department. Preliminary discussions have taken place with staff of Clarington Museums and Archives and Clarington Public Library who feel their organizations would be on board for such an endeavour. 2.3. Partnership Opportunities The Canada 150 Fund is open and flexible and could accommodate a wide variety of initiatives within our community. Given the continuous intake of applications, there may be opportunity for the Municipality of Clarington to partner with our local community organizations on projects and events as the date draws nearer. Staff will assess and consider such partnership opportunities and will partner on an application with a local community organization should the initiative be deemed appropriate. 3. Financial Considerations Through the Canada 150 Fund, all eligible project expenses could be funded 100%. Staff have reviewed the application and will include in-kind contributions that can be provided through existing budgets and at no additional direct cost to the Municipality. There will be no additional funding requested through the municipal budget process to implement these programs, if approved for funding through the Canada 150 Fund. There will be an impact through the use of existing staff resources, equipment and facilities to operate the proposed programs and events, but no direct financial impact. These programs will not be implemented unless funding is received through the Canada 150 Fund. 14-24 Municipality of Clarington Report CSD-004-16 Page 5 4. Concurrence Not Applicable 5. Conclusion Staff have prepared this report in order to provide Council with some preliminary information about potential plans as we seek approval to apply for funding through the Canada 150 Fund. Once funding is confirmed, staff will be able to develop the details of the individual programs and events and these details will be shared with Council. i It is respectfully recommended that staff be authorized to complete and submit an application for programs and initiatives on behalf of the Municipality of Clarington through the Canada 150 Fund and that staff be further authorized to partner on any future applicable applications made by local community organizations through the Canada 150 Fund. k As a partner, the Municipality of Clarington would not be committed financially, however, would offer moral support and offer in-kind support as staff facilitate the delivery of the program by the local organization. 6. Strategic Plan Application j Not applicable. I � , j Submitted by: Reviewed by: �- 'V-6",� '• �`/ L C o ph P. Caruana, Franklin Wu, erector of Community Services Chief Administrative Officer Staff Contact: Sharon Meredith, Manager of Recreation, 905-623-3379 ext. 2504 or smeredith@clarington.net i There are no interested parties to be notified of Council's decision. JPC/SM i` 14-25 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: February 16, 2016 Report Number: CSD-005-16 Resolution: File Number: N/A By-law Number: i Report Subject: Sponsorship Requests from Bethesda House, Bowmanville Hospital j Foundation and Clarington Green Gaels Junior B Lacrosse Club I` Recommendations: 1. That Report CSD-005-16 be received; 2. That Council consider the sponsorship requests submitted by Bethesda House, Bowmanville Hospital Foundation and Clarington Green Gaels Junior B Lacrosse Club; and 3. That all interested parties listed in Report CSD-005-16 and any delegations be advised of Council's decision. I 14-26 Municipality of Clarington Report CSD-005-16 Page 2 Report Overview The Municipality of Clarington supports a variety of local events and activities through the sponsorship program. Sponsorship requests have been received by Bethesda House, Bowmanville Hospital Foundation and Clarington Green Gaels Junior B Lacrosse Club. 1 . Background The Municipality of Clarington has sponsored a variety of events and activities in the community through the sponsorship program. Previously, sponsorship requests were received and processed with limited involvement by Council. A formalized sponsorship program is being drafted by staff and a report is anticipated at a General Government Committee meeting this spring. Until such time as a formal procedure is in place, sponsorship requests are received by staff. As they are received, sponsorship requests are summarized in a report to Council for their consideration. At the General Government Committee meeting of January 25, 2016, Council considered requests from three organizations and awarded a total of$5,000.00 to those groups. As the 2016 budget is not yet approved the funds available for 2016 are unknown at this time. Typically an annual sponsorship amount of$40,000 is available for sponsorship requests. 2. Proposal 2.1. Bethesda House The Annual Clarington Community Christmas Party is a collaborative effort of various community agencies: Bethesda House, Firehouse Youth Centre, Bowmanville Lion's Club, Clarington Museums and Archives, Bowmanville Older Adult Association, Visual Arts Centre of Clarington, Big Brothers Big Sisters of Clarington and the Bowmanville Rotary Club. The Municipality of Clarington is represented at the event through the Community Services Department. The event is an indoor, free, multi-generational event which brings together citizens of Clarington to enjoy a non-sectarian celebration of the holiday season. Participating host agencies and organizations plan and implement the event providing games, crafts, story- telling, caroling, cookie decorating, refreshments, photos with Santa and more. The event has been successful over the past two years with increasing attendance and positive feedback. 14-27 Municipality of Clarington Report CSD-005-16 Page 3 Bethesda House is requesting, on behalf of its partners, a sponsorship for the V Annual Clarington Community Christmas Party which is being held Sunday, November 27, 2016 at the Clarington Beech Centre. The sponsorship request (Attachment 1) of $500.00 would assist in covering the $300.00 venue clean-up fee and $200.00 for food and supplies. The Municipality of Clarington supported this organization and event in 2015 with a sponsorship of $500,00. 2.2. Bowmanville Hospital Foundation The Bowmanville Hospital Foundation's "Back the Cat" Campaign is a community inclusive project that is looking to raise funds to cover the cost of the new CT Scanner that arrived at Lakeridge Health Bowmanville in 2015. In 2016, the Bowmanville Hospital Foundation is offering four signature fundraising events: "Movie, Martini & Massage" (Cineplex Oshawa, April 6, 2016), "Tee Off Fore r Health" (Black Diamond Golf Club, June 22, 2016), "1St Annual Bowmanville Hospital Foundation Fashion Show" (Canadian Tire Motorsport Park, Bowmanville, September 17, 2016) and the "Harvest Ball" (Ajax Convention Centre, Ajax, October 21, 2016.) The Bowmanville Hospital Foundation has submitted a sponsorship package (Attachment 2) which identifies opportunities in the range of $200.00 to $25,000.00 in support of these events. The Municipality of Clarington supported this organization in 2014 with a $3,600.00 sponsorship and again in 2015 in the amount of $3,500.00 which was divided up between two of the signature events. 1 2.3. Clarington Green Gaels Junior B Lacrosse Club The Clarington Green Gaels Junior B Lacrosse Club is active in the community, I; supporting minor lacrosse players and parents through mentoring, coaching, clinics, referees and assistance with various championship weekends. i With four national championships and four provincial championships in the last fifteen years, the tradition of winning continues for the Clarington Green Gaels franchise. The 0 Clarington Green Gaels Junior B Club were inducted into the Clarington 1998 and 200 ton g g Sports Hall of Fame in 2012 and 2015 respectively. A sponsorship request (Attachment 3) was submitted for consideration with opportunities ranging from $250.00 to $5,000.00 to sponsor the 2016 lacrosse season. The Clarington Green Gaels Junior B Lacrosse Club did not apply for funding through the I? Community Grant Program or Sponsorship Program in 2014 or 2015. i 14-28 Municipality of Clarington Report CSD-005-16 Page 4 3. Concurrence Not Applicable 4. Conclusion It is respectfully recommended that the sponsorship requests received from Bethesda House, Bowmanville Hospital Foundation and Clarington Green Gaels Junior B Lacrosse Club be considered by Council. 5. Strategic Plan Application Not applicable. 1 Submitted by: Reviewed b o 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 Attachments: Attachment 1 — Bethesda House Sponsorship Request Attachment 2 — Bowmanville Hospital Foundation Sponsorship Request Attachment 3 — Clarington Green Gaels Junior B Lacrosse Club Sponsorship Request The following is a list of the interested parties to be notified of Council's decision: Jaki MacKinnon, Executive Director, Bethesda House Andrea Russell, Chief Development Officer, Bowmanville Hospital Foundation Doug Luey, President, Green Gaels Jr. B Lacrosse Club JPC/SM 14-29 Attachment 1 to CSD-005-16 . P.O. BOX 82, BOWM.ANVILLE, ONTARIO L1C 3K.8 G i' Administration: 905-623=6045 E-mail: be hesdahousel a�roger i—.. gjn BETHESDA Haus �`- - — r 1 January 13, 2016 I � I' Erica Mittag Community Development Coordinator Community Services Department Municipality of Clarington 4.0 Temperance Street, Bowmanville ON LIC 3A6 Hello Erica. On behalf of the agencies and organizations involved in the"Annual Clarington Community Christmas Party", Bethesda House is once again requesting financial support forthe party through the Municipality of Ciarington's Sponsorship Program. As you know,the"Annual Clarington Community Christmas Party" is a free, multi-generational event held to bring together citizens of Clarington to enjoy a non-sectarian celebration of the holiday season. Participating host.agencies and organizations organize and hold the event, providing games,crafts, story=telling,caroling,cookie decorating,refreshments; photos with Santa and more. i I is The event has been incredibly successful the past 2 years with increasing attendance and positive feedback..In 2016 we would like to hold the 3`d Annual Clarington Community Christmas Party.As in previous years,the organizing groups will.provide in-kind donations of staff time;supplies and over-sight of the event. However we are asking for financial support.to cover the cost of the professional clean-up of the venue after the party(an onerous task given-the number of people who attend and the activities involved)and a small amount for food and additional supplies: Our request is,$300(venue clean-up), plus$200(food and supplies),for a total.of$500. ( I If there is other information required in order to consider our request, please feel free to give me a call r at 905-623-604 ext.203. t Thank yo i Jaki MacKinnon,Executive.Director, Bethesda House On Behalf of the Clarington Community Christmas Party. Group. The Firehouse Youth Centre, Bowmanville Lion's Club,The Clarington Museum,the Clarington Older Adult Association,The Visual Arts Centre of Clarington, Big Brothers, Big Sisters, Bowmanville Rotary Club r Bethesda House Mission Statement: j. In partnership with our community, Bethesda House provides secure Shelter,.woman-centered advocacy, Outreach I and otherservicesto women,youth and children supporting them to live freefrom domestic abuse. C i' 14-30 Attachment 2 to CSD-005-16 , I "rBowmanvi ° Foundation --- __ HOSPITAL 1=OUNDATION b Hospital Spon,5©r an Event Dear Partner, The Bowmanville Hospital Foundation's "Back The Cat" Campaign is a community inclusive project that would not be possible without the generous support of the business community. This Campaign provides an excellent opportunity to begin and/or strengthen partners with the Bowmanville Hospital Foundation, Lakeridge Health and the Clarington community. Sponsorship is more than logo placement; it demonstrates corporate citizenship, strengthens relationships, embraces and encourages.positive changes and its.impact on healthcare at Lakeridge Health Bowmanville and for the community. Together, we can continue to create a thriving, inclusive, and diverse healthcare system in Bowmanville that is unparalleled and is equipped to meet the demands of our growing community. With four well attended events, there are many opportunities for your business/organization to support the "Back The Cat" Campaign and gain exposure. From having your logo and business displayed on print materials to having your business gain exposure through our website and social media channels,there is something for everyone. Our 2016 Sponsorship Package outlines all of our events and the.many ways in which.to support Lakeridge.Health.Bowmanville and the Bowmanville Hospital Foundation, When allocating your charitable dollars this year, please include the Bowmanville Hospital. Foundation as one.of your charities of choice. This package highlights each event.and their many related benefits. There is even a special Leadership Sponsor level which offers our partners the. opportunity to support one or more of our events. Join the Knights of Columbus St. Joseph's Bowmanville and lames Insurance Broker Limited at the Leadership level and enjoy all the great i benefits that come with it.. Please see page 6 of the Sponsorship Package for all the details. As a follow-up, Andrea Russell, our Chief Development Officer, will be in touch in February. In the meanwhile, she can be reached at (905) 623-3331 ext. 1884 or anrussellPlakeridgehealth.on.ca for j more information. Thank you for your consideration. Respectfully, moi,; .;�,.-Z:;; -- ,0 11 1 } Darlene Bastianelli Executive Director _ 71,iriY t,.'tl=l1t_3� zl-�i-ICE i I 14-31 Bco- wrna tild Ilia octan ; . IATOON n It HOSPITAL FOUNG _ } j 4 wi AMA _ �x C Nw- i � 2 7, low PON i?OAKS ?-`'., ANYt � i -- �-c MEN `t - � y 5` �T 71 P l oil F�undabon HOSPITAL FOUNDATION � �ospita Big News! It's Here... r�. The new CT Scanner arrived kit _ at Lakeridge Health - - =- Bowmanville on Wednesday, _ - October 14th; 2015. It took f i ' , f , t the rest of that weekto �l install the new scanner and the following week to calibrate and test it to ensure it was functioning properly. Lakeridge Health had-spent the seven weeks prior to.delivery; preparing the space; putting in all the mechanical _ X and electrical tasupport this new, more powerful scanner. The Diagnostic Imaging team received training on the new GT Scanner - - and, on Thursday, October 29`h at 7:00 a.m., the first patient was scanned. Although the new scanner is here, the Bowmanville Hospital Foundation will continue to raise funds to cover the$2 mlllion�dollar price-tag that comes with this vital diagnostic tool. We are more than half way there and, for the next fourteen (14) months, we. will continue to focus on raising the balance. With this lir mind, we are asking you to partner with as once: again. Your support is essential and very important! We are pleased to present our 201:6 Sponsorship Package. This package outlines-our Signature Events and the many opportunities and benefits available through sponsorship. Please take. a moment to browse through the pages.and choose the event(s) and level of spanso.rship that's a good fit for youand your company/organization. Thank you for your interest, for investing in the Bowmanville Hospital Foundation and for contributing to the great work that is done on behalf of patientsand families throughout Clarington and beyond. With gratitude, d\\\\arlene Bastianelli Executive Director Page 2 14-33 ' s d E. 1' i On Friday,November 13,2015, Lakeridge Health announced the operation of the Bowmanville site's new CT Scanner. This new scanner significantly increases the scanning capacity by 22%at Lakeridge Health M r Bowmanville,rendering images of the body like never before. It is so technologically advanced;it can take Images of a heart in just two beats. The CT also helps the 1 healthcare team at Lakeridge Health Bowmanville detect and treat illness much earlier. This remarkable piece of equipment can give a patient a t I full body scan in less than 60 seconds—and better still, it 1 exposes patients to 80% less radiation. — -- The$2-million CT „ . machine can capture body images in the minutest of detail and has a lot of new applications that weren't available on the previous scanner. - 1 j The-new CT will be is paid for by funds : u s raised through the Bowmanville'Hospital Fbundation's"Back The Cat" Campaign which receives support from sponsors and donors just like you. For the next 14 months,the team at the Bowmanville (` v_ Hospital Foundation will continue to raise funds to cover ' the cost of the new CT throughfour(4)signature events. ' We encourage you to take a look at our line-up of events and support the one(s)that makes the most sense to you. Whether it's our Movie, Martini& Massage; "Tee Off Fare Health”Golf Tournament;The Bowmanville Hospital Foundation's 1st Annual Fashion Show or our fabulous Harvest Ba/l;.there are rriahy opportunities and waysin which you can get involved. is 3 Bowmanville 0 ' Foundation L FOUNDATION l Hospital h —__..._ Page 3 - —- -- - 14-34 I SPONSORSHIP MEANS MORE THAN LOGO PLACEMENT..,. The Bowmanville Hospital Foundation offers. exceptional exposure while. making. the most of your charitable dollars; don't. miss out on the opportunity to. impact healthcare for the more than 100,000 residents-of Clarington and the surrounding communities. Choose from our dynamic sponsorship opportunities and select the level and event that best:suits your brand - 2016 Signature Events — Movie, Martini & Massage, Tee Off Fore Health Wolf Tournament, Harvest Baff and new this year, our l"Annual Fashion Show. This year, funds raised through these events will be used to help ��v . cis Of the new,CT Scanner. THINKING ABOUT BEGONiiNG A 2016 EVENT SPONSOR? Ask F: W; CONTACT: Andrea Russell Chief Development Officer anrussell@lakeridgehealth.on.ca 47 Liberty Street South I Bowmanville, ON L1C 2N4 (905)623-3331 x 1884 1 r Bowmanville , ' Foundation HOSPITAL FOUNDATION M Hospital ---— Page 4 — 14-35 I i BOWMANVILLE HOSPITAL FOUNDATION Our 2016 Line-up Of Events i MGM, MARTINI A14D Martini & Pjla<> , A } le+,1naysday, April 6, 20.1,6 deon Cinemas, "Tee Off Fore Health" Golf Tournament � Wednesday, June 22, 2016. Mack Diamond Golf Club, Pontypool, ON v JJ i' I' fashion • t. } \ is Harvest Ball Friday, October 21, 2016 - Ajax Convention Centre, Ajax, ON i' Page 5 - —- - 14-36 rshgp " I i l - #�. [ p' tin, r._ ` ,1. , o il �,� '! =:iii+1 'I'i d}'}-�,�i7I.� �'f�.f Please contactthe I Lakeridge Health Bowmanville and our communities depend on those valuable I Baviim riv Ne } sponsorship dollars which are essential to th.e delivery of the. best healthcare Hapitalaundation ! possible. Sponsorship is a hands-on commitment.to invest, enhance and create and as(How you can ! opportunities to promote and support excellence in healthcare for patents and hecoaTfe a leadership families across the Cla°ringfion area and beyond. Sponsorship does matter! _ SPIPrasar, )L7((f` L'tldtr�if7111'•la7t?tlTti,-,tfllttiI d'£1!1 /I'll/)" become a pace-.d`el`l r by fal' n f}ic' Andrea Russel( G(jrefi5avelgpntent0(t+ter lead p0lislied II7 one of more q Uric' &,ve7et,*,' I'(p!j- will ,t"?ab,vutnfiwll3% make a (1t1)_1'F_•'ljce f_fl .i�t)tii�'i`ffl�f' �3Ndd/;(r `s�Tt+r9idllii't`l��t f P .{905 �SZ3 3 31 x 1884 Il f177(�, L7C' /F1L� 11rC){�1'� f�tf-it C?9tcojjrtt,,q S' O/1'1.9_'i'., 1{t (t .Sf1 i)2#'f'. / 7117777 t�fllfli'ir� { 7arcisseit@Iakeild�chcalkd:onra �zE'tE�t`l1t.'(�i`L'fi) F),'rl' collintril7ifies. .. m r It .._; When you sponsor at least 2(two) events at$5,000 per evens:or at a higher level N75Eirpi FOUNDAT70N ;'€ or sponsor an event at$5,000 each year for (three) years, you are also entitled s to additional benefits! EPri ante' ow-t_�t mp. ,,f11'l'�lYJtt!/.'bl,becoming tl �.t?Ctt%i'?:ti;1; !,�'7niT.4f?i'' Thank YoU Tc,.Q�r / ; l aderst{p pbn_. s _l { '`Kn�gWts pf GiatumtSus Leadership Sponsor Benefits-$5,000 each (2 Events Per Yeaq 5t.JosepW 5 Bc')wrnanvtlie. } * Company logo displayed on signage at all events indicating Leadership Sponsorship i Use of the Bowmanville Hospital Foundation's logo(based on prior approval) .aF f Company logo displayed for 6 months in the.main lobby of Lakeridge Health Bowmanville ( = Company logo on Sponsorship Packages Leadership Sponsor Benefits--$5,000 (ane Event Each Year for 3 Years) .lames insurance Srok@rL�mt#ad_ Benefits include all the above plus: Company name/logo displayed for one year in the elevator at Lakeridge Health �alll�S Iillsll11I1C� j Bowmanville i ��ntaetrvucrs .}� We are happy to.work.with you to customize your sponsorship and benefits, The support of our events by your company is essential and allows e ' Hos ita ! _ �:� � i_alcer'sdye Health Bowmanville to provide excellence in healthcare,. - .. . every moment,every day. LJI Page 6 - 14-37 1 MOVIE, MARTINI AND oftk �- LOC>�,�'iNz fcleor C ia3rma:; Gr aiid3lleti1}t I:r''-et 1'.it}t 1 1 c til m itvi(e RZE EAST' 1 IO �: i�:00 1-1,N1. to ffn�au hoxi� a I `J*OS . d) it1'j 1,:3 Pelson �. 7:T be;3 par..t.Of otlr `.ydi& NigI Z LJ tt=. .mss �. rent Features: Hors D Oeuvres event. 10 Minute !-land, Arm or Shoulder Massage I Martini i. Andrea RUSSCII . Wine Tasting Chief GevElopi-:e_nt Wbar Chocolate Fountain s Door Prizes 1` (908)623-383 f t 1884 , 'f Raffle anrussellalaketidgehealth.ons Fun "Chick Flick" I BOW011`1411fL 1 Your sponsorship of the Movie; Martini & Massage Ladies' Night.. HoseiTA+ FouNOATanr+. will help to cover the cost of the new CT Scanner at _ Lakeridge Health Bowmanvillo— '4110- 4a „e 1��lea s of age or olde;rVit, at'tencl. Of a ' Hsptta is I Page 7 14-38 V MOVIE, MARTINI AND 1, ?>TltettaztrtrzetrPS rr�isc3r Thank Yotj ro (Sponsor the rental/buyout at CipA2 on Cinemas) R. £`rtnringSponsor anfles.Ins 11rcance (Tent cards on food tables) 0 C fn hti U nnl rit Company name/Logo on back of Event Program Sponsor Certificate of Appreciation - Company name/logo displayed.on Video Presentation during the event Company name/logo in Thank You Ad published in local newspaper R!SING STA 50 ..d. Harlin;Bar B. Advertising Company name/logo listed on back of the Event Program Company name/logo displayed on Video Presentation during the event Company name/logo.in Thank You:Ad published in local newspaper STAR ;` 250 'rote Ba,;Sponsor Company name/logo on the back of tote bag Company name listed on back of the Event Program Company name displayed on Video Presentation during.the event. Company name/Logo in Thank You Ad published in local newspaper Gift.-In-Kind./Tote Bag Sponsors Gift-in-land/Tote Bag sponsors will be recognized as the sponsor of the particular gift-in-kind/tote bag.items donated Company name/logo displayed on Video Presentation during the event Acknowledgement in Thank You Ad published in local newspaper If fou=ire ratable to attend-our events but would'like to make a donatlatr, please seed your, rrlr E. tate Bowmanville Hospital Foundation. You willreceive a charitable tax receipt as per CRA Guidelines for the full amount of your gift. -- Page 8 - 14-39 t- 4: MOVIE, MARTINI AND f i Company Name: Contact Person: Address: City: Prov: PC: 1 Phone: Email: I° s. r �..t: ra >_,3 .##_. t,.+i'.,�)et.. i' 'l.z—' �.1'il-lti# .3:''—'.�i t 141?.4c. }1�< l.i CD Shooting Star $1,000 D Eiirig Star $500 ❑ Erltertainmerit Sponsor .SC?LD � 1Vlartini i3ar G ❑_Catering Sponsor AdverCising E ❑ Star Sponsor(Tote Bags)_$250 ❑ Gift-ltt-Kind_Spohsor r O.1?lease.reser ve. tickets) at$60.each=$ DONATIOft3: I am unable-to attend butwould like to supportthe Movie,Mlartini; Massage eventwith a donation of$ 1 understand that a charitable tax receipt will be issued in accordance with Canada Revenue Agency guidelines. PAYi/lIN'rfills 1H0D: ❑ ChegUe:(please make cheque payable to Bowmanville Hospital Foundation—mailing address below) ❑ Credit Card ❑ VISA ❑ Master Card ❑ American Express Card Number Exp.Date Amt.Authorized$ Print Name on Card DONATING AN AUCTION ITINI(S)OR SERVICF: Donor's name as it should appear for recognition Description of donated items) I; Retail Value of item $ i RETURN COtIPUTED REGISTi;ATiocq FoRivi To:�R`� . � i Bowmanville Hospital Foundation 47 Liberty Street Sbuth,.BOwmanville,ON L1C 2N4 Bus:(905)62373331 ext,1884 Fax:(90S)623-4001 Emall:ahrussell@a lakeridgehealth.on.ca �— Page 9 14-40 WN Ma 0 AI � ""M.. L C i�a�adi Pi s Cif 1i '=i ' SoNjA.mianville Hospital Foundati.i. s . 19" Annual "Tee Off Fore Heafth" GoK To a._in,-)an,Ier) MATE. Wednesday, June 22, 2 s� LOCATION: t3lack Diamond Golf Club 705 Po-ntypool f-;c a;1 l is `e rat�tac she : Pon-typool, 01\1 LO A '1 i'y.t? ':Cic��.r-i:er,ul(Iry;.Has�aii;al = F.aui�d n ar+d'asit at v�t REGISTRATION: 10:30 A.M. the luays fn_Whjl h you can ' sj�an:5or the Tei Oti•F re TEE-OFF: 12:30 P.M. Health Calf Tournament and help to cvuErthe:cost FORMAT: Scramble Formal; c� .tite new CT scantzei;; All merbers of a foursol-ne play fror tlle best shot, this inclueles pints. Andrea Russell Chief:�eveloFrnent C7ffirer TEAMS: 4 Players per team P; .(905);623-3331'(18841, 3 .(earns in total {'IG!. Car�l;era) atarussell( iakerldAehealFh.an.ea COST, $250 Pej, Persta3� EVENT FEATURES: aeslri%� cuad�rt� i Registration Putting and Chipping Contests Golf De nonstration B(3O Lunch f ( Shot Gin Start Longest Drive Contests = Closest-to-the-Pin Contests Hole-in-Ocie Contests Reception x Auction o Raffle Prizes Dinner and Awards 3 Your sponsorship of the Tee Off Fore Health Golf Tournament will help to cover the cast of the new GT Scanner at Lakeridge Health Sowmanville. — Page to - 14-41 j ' i r I. { r �w� � -�-��v,� �_.'.,� �--c. 'a i Diamond Club -$7,500—Exclusive Two(2)Foursome with golf carts. U Company logo prominently displayed on Golf Shirts 0 Lunch,Reception&Dinner Opportunity to insert promotional item(s)in the Golfer's Registration Kit (144 golfers& 16 volunteers) 3 Company namellogo displayed.on Video Presentation during the event Right of refusal as next year's Diamond Sponsor Company logo included in Thank You Ad published in local newspaper Special Award presentation during evening program Platinum Club-$5,100 A Dinner Sponsor(Company Logo on all Tables).Exclusive B Shirt Sponsor(Company Logo on Golf Shirts)Th:ae.(3) portuz�nitle —One(1)SOLD—"Two(2)Available=* Foursome with golf carts 9 Lunch, Reception&Dinner a Opportunity to Insert promo' )in the Golfer's Registration Kit (144 golfers&16 volunt Y Company name/logo to be ispiayed on Video Presentation during the event �'.. Company name included in Thank You.Ad published in local newspaper I. Titanium Club-$3,600 A"Cart.Sponsoe(Sen,sany-kegs en_W1-GsIt Ga4s)ExGlusr;,,_SOLD B Course Sponsor(Signage at Entrance)Exclusive ; Foursome with golf carts Lunch,Reception&Dinner Company name/logo to be displa �R Presentation during the event o . Company namellogo included in Thank You.Ad published in local newspaper k i *Sponsorship is limited and available on a first come first.serve basis* c: j ��$�1jlw" of y01�, 'tid �� , The You TO MMMT Tiff 6P ffi l4l�7TJ1LTlra�Li�47YI�t�TdHt 16 T'vini.tm club 2016 PIZItiflLtM Cklki t t'i I toi3S(5t' Shirt Sponsor Page ii. 14-42 � l µ Gold:Club-$2,100 (Hole-in-Ohe Sponsors)*Sponsor is responsible for insurance A Car Sponsor(signage and recognition)* S Cash Sponsor(signage at hole)* G Weekend Getaway Sponsor(signage at hole) 0 Foursome with golf carts 6 Lunch,:Reception&Dinner Company name/logo displayed on Video Presentation during the event c Company name included in Thank You Ad published in local newspaper ' t Sillier Club -..$1,500 Hole Sponsor(signage at hole—48 Available)(17 Remaining) T hanR You To Foursome with golf carts Lunch, Reception&Din G Company name displays on Video Presentation during the event Company name included in Thank You Ad published in.local newspaper , Bronze Club ..$800 d Prize Sponsor(signage at prize.table) * Twosome with golf cart 207.6 Silver Club * Lunch,Reception&Dinner Sponsor Company name to be displayed on Video Presentation during the event Company name included in Thank You Ad published in local newspaper Mayer Club -$250 Individual-golfer, ihcludbs-golf cart o Lunch, Reception and Dinner 1 *Sponsorship is Timited and available on a first came 'first serve basis* i If you are unable to attend our events but would like to make a donation,.please send your gift to the B wmanville Hospital Foundation. You will receive a charitable tax receipt as per CRA Guidelines for j the Full amourit of ,our gift. { r I t 1 i i I I Ct I — Page 12 — 14-43 i .{ 1Ii { si;l ai=r i31 -t 11Jij. jJ1 r � J,I ��-�s �`'�� 5�"31'r . ONES i Sponsorship Registration FlarrN) Company Name: Contact Person: Address: City: Prov: PC: i Phone: Email- h �t�lL"', i;1s' "a)E- 1Dl_I-c)l;1i mf3 SI'C�I''.sol:} -ss!,Ai,' I ❑ Diamond Club -$7,500 ❑ Silver Club-$1,500 ❑ Platinum Club _$5,100 ❑ Bronze:Club-$800 ❑ Titanium Club -$3,600 ❑ Mayer Club -$250 ! ❑ Gold Club-$2,100 ❑ Please reserve ticket(s).at$ 250 each- DONATION: ach DONATION: I am unable to attend but would Ill support the Golf Tournament with a donation of$. /understand that a charitable tax receipt will be issued in accordance with Canada Revenue Ardency guidelines. h PAYMENT METHOD: i ❑ Cheque(Please make cheque payable to'Bowmanville Hospital Foundation—mailing address below) ❑ Credit Card ❑ VISA ❑ Master Card ❑ American Express Card Number i; Exp, Date Amt.Authorized$ Print Name on Card I` DONATING AN AUCTION ITEM(S).OR SERVICE: Donor'sname as it should appear for recognition r Description of donated herr( Retail Value of Item$ RF*ll d,t7MPLETEL)REG1siRATION FORM t0.. i Bowmanville Hospital Foundation 'T hoylk You Fev, Your suppai d 47 Liberty Street South,Bowmanville,ON i 2N4 Bus:(905)623-3331 ext.1884 Fax:(905)623-4001 Email;anrussell@lakeridRehealth.on.ca —— - Page 13 14-44 -Wpital f 1XM1'J;73-bon'5 rmil--mville n5 n j.-i " A a! a5k'on kc,)AA/ a;i, e p te,rf i I el r 17, 2016 C 3233 Gonces:3iori 'Road 10 Bolmmanville, M1 Please contact-t,he 5:30 P.H1. Bowman.Ville - Hospital Foundation to find out howyou $60 Per Person can be:a=part of our MeW5 Night Out Poker Event. Hot D'Oemvres Retail Shopping Andrea Russell Chief Deve1ppment Officer h ow is the first of its Idnd for the Bowmamf Me The HF F S P' (90 623-3331x 1884- FI 0,-,P ita I F'Ounda-don Elild 1S UnIlRe any other guests will -i- expet ancc W. Bowmamidle HOSP111 OU VA710N Must be 19 years of age or o/cl-,;-to attend fIshlon Foundation. Hos'pitat n - n Bowmanv''ll e bo ' Ford it,a HOSPITAL FOUNDATION Page 14 14-45 3 j On Saturday,.September 17,.2016, the Bowmanville Hospital Foundation is hosting its 1S`Annual ;t k;,:;: j at Canadian Motorsport Park. There are many ways you can support our Fashion Show. The following Sponsorship Opportunities are available. j • Two(2)tickets j • Company name displayed on Video Presentation during the event • Acknowledgement in Thank You.Ad published in local newspaper g il ' a1 Full business receipt as per CRA Guidelines l $ds f` i `_-?;r 4i- +vah,-;-;s1(5 Remaining) Ten(10)tickets James ISSUrance 9 Company name/logo displayed on des' d table Company name displayed on Vi tion during.the event Acknowledgement in Thank You blished in local newspaper 2,016 T,lble. portsn` e Full business.receipt as per CRA Guidelines E Two(2)tickets - Company name displayed on Video:Presentation during the.event Acknowledgement in Thank You Ad published in local newspaper Full business receipt as per CRA Guidelines One(1)ticket Promotelsell your product/service.at the event a Hand out business cards/brochures/promotional materials or flyers Opportunity to put your company name in front of 200 -event attendeesQ>Si1�t)i] C Company name displayed on Video Presentation during the event Acknowledgement in Thank You Ad published in local:newspaper =- Full business receipt as.per CRA Guidelines Gift-in-Kind donors will be recognized as the sponsor of the particular gift-in-kind(Le, door prize,auction item)and:your company name on the respective bid sheet(s).Acknowledgement in Thank You Ad published in local newspaper, #i`'yocr r#rs rfrr7r,ii?'do ;ze(iz3 out' :tirr,t,i.;"i�tti.i<�u1il itT, ZcD rtialu,_ it doliyrruili: 1, ern# j0ur'gift iu ri=< Bowmanvillt-iluspHaf l=oundatiort. You will nor,7eive a charitable las r ceipt as per CAIA Guidelines for ilia full 01170e01t of your dirt. t I? --- Page 15 -- _ 14-46 Company Name: Contact Person.- Address: erson.Address City: Prov PC: Phone.: Email: i I (it tr ,.t?r�ii gtr_if`iE§i�Ll.. !fl{rigl s s3 i,fel atilk f#. E 3R LrMTf2s. ❑ Venue Sponsor - $11,500 ❑ Rekail Sponnor...7:7 5 ❑ Table Sponsor- $1,000 ❑ Gift-ln-Kind Sponsor ❑ Shopping Bag Sponsor -_200 ❑ : l¢r E'1'n t'!''�,f( {1t>i<'):{') t, _`, tai :01r 'j ,.. DONATION: 1 am unable to attend but would like to support the BHF Fashion show Event with a donation of$ funderstand that a charitable tax-receipt will be issued in accordance with Canada Revenue Agency guidelines. PAYMENT METHOD: ❑ Cheque(please make cheque.payable to Bbwmanville Hospital Foundation—mailing address below) ❑ Credit Card ❑ VISA ❑ Master Card ❑ American Express Card Number i Exp.Date Amt.Authorized$ I Print Name on Card DONATING AN AUCTION ITEM(5)OR SERVICE: Donor's name as it should appear for recognition Description of donated item(s) Retail Value of Item$ RUM* COMP UU)RFE-05T CATION FORM Tr), &iwmanville Hospital Foundation S 47 Liberty Street South.HowmanviIle,ON L1C 21\14 Susi:(905)623-3331 ext.1884 Fax (905)623-4001 Email:anrussell@lakeridgehealth:on ca: J — Page i6 -- 14-47 1 Please cr�ntcf the < I'fieouv,r a, ville I lospita! o+.indcaEit�i�'s Bwmariville thD i � sl 'v..� � Has italFoundation jet ) and aslt.aboutthe ways.in uvhleh.y_ou' )'i3`: lHay'est i ,.i)1 is oui `'!grva Lire 1-7verit. This b ickc ie eve it tan.spon50irth+e rifincls %t��1P'01't' UlSif)OGS and COffl ffflnitj leaders for an eveninc HarvestBall.and nsl; tionship building, Iive .and silent amcclo :.', rie cliriin!-,J and helptacoverthe clancing, all 'l:rje while dernonsifatiricl a public ShIOW Of Support fo}• cast o#the.r�ew--rrT Ule c3�,��oanville I Aospi1al Foundation and L akeridge- Haa1•tt`i 5canner`'ata�;vrri�ir villc . i Lakeridge Health Bowmanville.. PATE: F:dday, Oc:tol ar 21, `013 Andma Russell LOCATION: \ia;c Gonven1_-on Centre Chief Development Officer 560 Beck Crescent P; (905)623-3331.x 1884 r' anrussell-lakerideehea IUr.on.ta COCKTAILS: 6:00 ;'AW, DINNER: 7;30 P.M. Flow 3anvilie. NoSPITAL.FOUFiDATiON Per ,- TICKETS: $200 l-er• Person i Join us for a wonderful evening of fundraising which includes: ' G.hampagne Reception Gourmet Dinner Live 8: Silent Auction ' Special Entertainment Awards Presentation Dancing After Dinner Your sponsorship of the Harvest Rall will help to cover the cost of '< the new CT Scanner at Lakeridge Health Bowmanville, --..._.. Page 17 -- 14-48 Sponsorship,Opportunities Title Sponsor— $25,000 - Exclusive - I As exclusive sponsor for the Bowmanville Hospital Foundation's 29th Annual Harvest Ball your brand will I be the only commercial partner linked to all.aspects of the event including: pre and post event marketing and all branding at the event. Benefits of your sponsorship are detailed below; Naming opportunity—Patient Room at Lakeridge Health Bowmanville I Donor Wall recognition at the corresponding level (Main Lobby of Lakeridge Health Bowmanville) Company name/logo to be the sole logo printed on all publicity materials including marketing brochures,emails,.Event Catalogue and tickets Two(2)VIP tables at the Harvest Ball with a prime location in the Ballroom ' Right of first refusal as next year's.Title Sponsor • A banner with company name and logo prominently displayed at the venue • Signage on podium.at the event ® Full page advertisement on inside and back covers of the Event Catalogue • Company name/logo displayed on a Video Presentation during_the evening ; • opportunity to provide all guests with give-away item(s)—Promotional Items • Acknowledgment of your sponsorship will appear in a press release • Company name/logo in a Thank You advertisement published.in local newspaper • Special Award Recognition presented in front.of 250 guests l This:is.the.raw framework for this package offered by the Bowmanville Hospital Foundation.Should you decide to become the Title Sponsor,we will go above and beyond to ensure we maximize your brand ; exposure. I Certain particulars such as the addition of logos onto Harvest Ball materials can only be fulfilled after a sponsorship agreement has been confirmed. Therefore,Sponsorship Packages prior to confirmation may not include branding.In other words, time is of the essence so that we-can maximize your exposure. i *Sponsorship is limited and available on a first come first serve basis* i I t I i -- --- Page 18 — 14-49 i .. r i Event Venae Sponsor—$10,000 - One(1)prestige table(10/table) • Banner displayed in the front entrance with company name/logo • Company name/logo in Harvest Ball Event Catalogue l * Special Award Recognition presentation • Company name/logo in follow-up Thank You Ad published in local newspaper • Donor Wall recognition at the corresponding level • Company name/logo to be displayed on a Video Presentation during the evening Dinner Sponsor—$10,000-i E.Jusive; (; One(1)prestige table.(10/table) I I � C Banner displayed in the front entrance with company name/logo • Company name/logo in Harvest Ball Event Catalogue • Special Award Recognition presentation • Compbny-name/logo in follow-up.Thank You Ad published in local newspaper G` • Donor Wall recognition at the corresponding level • Company name/logo to be displayed on a Video Presentation duringthe evening Entertainment Sponsor—$6,000 -( fclusivsI • One(1)premium table(10/table) • Company hamellogo on stage • Company name/logo in Harvest Ball Event Catalogue o Company-name/logo in follow-up Thank You Ad published in local newspaper i • Company-name/logo to be displayed on-a Video Presentation during the evening • Photo(s)with the performers D6cor & Lighting Sponsor—6,000-(Exclusive) • One(1)premium table(10/table) • Company name/logo on stage • Company name/logo in Harvest Ball Event Catalogue • Company name/logo in follow-up Thank You Ad published in local newspaper i • Company name/logo to be displayed on a Video Presentation during the evening Live Music Sponsor—$5,000•' • Six(5)tickets Company name/logo on stage • Company name in Harvest Ball Event Catalogue • Company name in follow-up Thank You Ad published in local newspaper • Company name/logo to be displayed on a Video Presentation during the evening • Photo(s)with the band I ii *Sponsorship is limited and available on a first dame first serve basis* j Page 19 14-50 Dessert Table Sponsor- $3,000 , (L.cclusi� ® Four(4)tickets O Company name placed on the dessert table _ • Company name in Harvest-Ball Event Catalogue , • Company name in fallow-up Thank You Ad published-in local newspaper 9 Company name to be displayed on:a Video Presentation during.the evening Table Sponsor- $2,500- Tfventy(20) Ten (10)tickets • Companyname/logo on your table Company name to be displayed on a Video Presentation during the evening, Hors D'oeuvres Sponsor °' 2,500 -1Lxchisivf_} • Two(2)tickets • Company name/logo placed on the hors d'oeuvres table/trays • Company name in evening catalogue • Company name/logo-to be displayed on a Video Presentation-during the evening • Company name in follow-up Thank.You Ad published in local newspaper I Table Wines Sponsor $2,500 • Two(2)tickets T lanky M • Company name/logoplaced on a tent card at all tables • Company name in Harvest Ball Event Catalogue • Company name in follow-up Thank Yo.u.Ad published in local newspaper • Company name to be displayed on a-VideoPresentation during the.evening Champagne Sponsor- 2,000- (Exclusive) • Two(2)tickets 2016 Photo Booth • Company name/logo placed on the champagne table/bar Sponsor • Company name:in Harvest Ball Event Catalogue • Company name to be displayed on a Video Presentation during the evening • Company name.infollow-up Thank You-Ad published in local newspaper Photo Broth Sponsor a $1,500 - (Exclusive) • Company name in Harvest Ball Event Catalogue • Corporate logo displayed d Ia the Photo Booth • Company.name to be di n a Video Presentation during-the evening Company name/logo in follow-up Thank You Ad published in local newspaper *Sponsorship is limited and available on a first come first serve basis* ---- Pate 20 - 14-51 -i r• i i Auction Experi*ence Sponsor—$1,000-Six (6)Ai-ailable E Your corporate sponsorship wilt go toii)ards purchasing an auction hale experience for live/silent auction. ® Company name/logo placed on auction table/announced during live:auction a Company name/logo in Harvest Ball Event Catalogue r b Company name to be displayed on a Video Presentation during the evening . o" Company name/logo in follow-up Thank You Ad published in local newspaper Evening Catalogue Sponsor--$1,000 (2)AvaiMblu O Company name/logo in Harvest Bail Event Catalogue and half page corporate profile m Company name to be displayed on a Video Presentation during the evening Company name/logo in follow-up Thank You Ad published in local newspaper L Company Advertisement Sponsor—$200 - l'wenn,(20)Availabk F Company name to be displayed on a Video Presentation during the evening Business card size Ad published in Harvest.Ball Event Catalogue E Gift-In-Kind Sponsor j gift-in-Kind donors will be recognized as the sponsor of the particular gift-in-kind(i.e.door prize,auction item)and your company name will be featured in the Event Catalogue and on the respective bid sheet(s). If you are unable to attend our events but would like to make a donation,please send your gift to the Bowmanville Hospital Foundation. You.will receive a charitable tax recerp#as per_CRA Guidelines • I i` 'Sponsorship is limited and available on a first come first serve basis* c - I i I Page 21 14-52 Sponsorship Ri tr i n Form Company Name-- Contact ame:Contact Person: Address: City: Prov: PC: Phone: Email: PLEASE CHOOSE ONE OF THE FOLLOWING SPONSORSHIP OPPORTUNITIES: ❑ Title Sponsor-$25,.000 ❑ Hors D'Oeuvres Sponsor—$2,500 ED Event Venue Sponsor-.$10,000 ❑ Champagne Sponsor-$2,000 ❑ Dinner Sponsor-$10,000 . ❑ Table Wine Sponsor-$2,000 ❑ Entertainment Sponsor-$6,000 ❑ Photo Booth Sponsor-$1,500 ❑ Decor Bt Lightin.gSponsor-:$6;000 ❑ Evening Catalogue5ponsor-$1,000 Live Music S o,mor 5 000 ❑ Auction.Experience-$x,000. #� $ , .. ❑ Dessert Table Spohsor $3-000 Ct�mpany Aduerbseriient Spons:or $24(} ❑ Table$pnrtsor $ {511iIn'Klnd Snso� - � ' ,a s*�r-.' " ^; r• =� ' .v+, �; .,-'x h,,. ' Donation: I am unable to attend but would-like to support the harvest Bail with a donation of$ I understand that a charitable tax receipt will be issued in accordance with Canada Revenue Agency guidelines, Payment Method: ❑ Cheque(Please make chegUe payable to Sowmanville Hospital foundation—mailing address below) Credit Card ❑ VISA ❑ MasterCard ❑ American Express Card Number Exp.Date Amt.Authorized$ Print Name on Card Donating.an Auction Item(s)or Service? Donor's name-as it should appear for recognition Description of donated item(s) Retail Value of item$ RETURN COMPLETED REGISTRATION FORM TO: Thank You For Your Support Bowmanvilie Hospital Foundation 47 Liberty Street South,Bowmanville,ON L1C 2N4 Bus (905)623 33.31 ext;188 - Fax:(405)623-4001 Page 22 14-53 4 t t i E i I p. BoltVt71anyill a Foundation r , HOSPITAL FOUNDATION Pi ray �n tip F I. • • • o ' n • a o • e . • s i G r I a o o • a i i Thcd%xnk You , s f.1 i,_ 3 a fill i F 3 I - Page 23 I: 14-54 Attachment 3 to CSD-005-16 Green Gaels Jr. Bac s --mily, I onour, Pride, l Tradition sr. IV4 To Whom It May Concern, The Green Gaels Jr. B Lacrosse Club is actively seeking sponsors for the 2016 lacrosse season. Canadian championships do not come cheap and as a community based sports team we need your help to continue our quest for excellence and success— on the floor and in our community. With four national championships, and four provincial championships in the last fifteen years, the tradition of winning continues for the storied Green Gaels lacrosse franchise. The Green Gaels boast an 80% winning average over the last 19 years! Lacrosse is the fastest growing sport in the Durham Region. The Green Gaels are an integral part of that local lacrosse scene, as well as provincially. We are active with thousands of minor lacrosse players and parents in all parts of our region, as well as thousands of lacrosse fans at home and on the road. The 1998 Green Gaels were inducted into the Clarington Hall of Fame in 2012 and the 2000 team in 2015. We would be pleased to discuss one of the sponsorship packages as noted below. For our current or returning sponsors, we would like to gratefully acknowledge your support for 2015—thanks for a great season —we couldn't have done it without you! Our motto says it best, "Family, Honour, Pride, and Tradition." Yours Truly, Doug Luey= President MEMBER OF THE CLARINGTON BOARD OF TRADE Away Jersey Sponsor-$5000.00 for 3 years Includes: -your company name on 23 away jerseys -full page advertisement in our season program -website advertisement for each season -advertisement on game night line-up sheets -banner in Garnet B. Rickard Arena -500 regular season game tickets (per year) New Jersey Sponsor-$750.00 Program Advertisements Game Tickets Returning Jersey -$500.00 -your company name on one home jersey Back Cover $2000.00 100 -%page advertisement in our season program Inside Covers (front or back) $700.00 50 -website link for the season Full Page $500.00 30 -advertisement on game night line-up sheets 1/2 Page $400.00 25 -banner in Garnet B. Rickard Arena 1/4 Page $250.00 20 - 100 regular season game tickets Green Gaels Jr. B Lacrosse Club P.O. Box 481, Bowmanville, ON., L1 C 3Z2 Please provide a jpeg softcopy or hardcopy of artwork for ads. Email softcopy to: mchamois@sympatico.ca Founders Cup Canadian Champions 1998, 2000, 2002, 2004 Minto Cup Champions-1963, 1964, 1965, 1966, 1967, 1968, 1969 For more information, please visit our website: www.greengaels.com 14-55 ClafiflgtOR i i 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: February 16, 2016 j Report Number: CLD-010-16 Resolution: File Number: By-law Number: Report Subject: Integrity Commissioner Recommendations: i r L 1. That Report CLD-010-16 be received for information. L I; r I: G j f; j i i;. i h l 15-1 Municipality of Clarington Report CLD-010-16 Page 2 Report Overview This report provides background information regarding Clarington's past position on an Integrity Commissioner as well as it details steps required to implement the appointment of an Integrity Commissioner. 1. Background 1.1 . General At the January 25, 2016 General Government Committee meeting,the Committee passed the following Resolution #GG-048-16: "That the Communication Item 9.1 from Debi A. Wilcox, Regional Clerk/Director of Legislative Services, Regional Municipality of Durham regarding an Integrity Commissioner and Code of Conduct: Bill 8—Public and MPP Accountability and Transparency Act, 2094, be referred to Staff to prepare a report for the February 16, 2016 General Government Committee meeting, regarding the possibility of appointing an Integrity Commissioner." Attachment 1 is the above referenced Communication Item. 1.2. The Integrity Commissioner and the Municipal Act, 2001 When the Municipal Act, 2009 (the Act) was amended in 2006 (Bill 130), it introduced enhanced accountability powers for municipalities, including the authority to establish codes of conduct and to appoint accountability officers such as an Integrity Commissioner. Subsection 223.3 (1) of the Act is as follows: "Without limiting sections 9, 10 and 11, those sections authorize the municipality to appoint an Integrity Commissioner who reports to council and who is responsible for performing in an independent manner the functions assigned by the municipality with respect to, (a) the application of the code of conduct for members of council and the code of conduct for members of local boards or of either of them; 15-2 i Municipality of Clarington Report CLD-010-16 Page 3 and i (b) the application of any procedures, rules and policies of the municipality and local boards governing the ethical behaviour of members of council and of local boards or of either of them; or (c) both of clauses (a) and (b)." 1.3. Scope of Responsibility of an Integrity Commissioner The scope of responsibility of an Integrity Commissioner extends only to the application of the Code of Conduct as it pertains to Members of Council and members of local boards, not staff, administration nor is it applicable to other types of complaints. Additionally, the scope would not extend to closed meeting investigations as the Municipality of Clarington has already contracted for a Closed Meeting Investigator. As noted in Report CAO-005-13, "any complaint against the Council as a whole will not be under the purview of an Integrity Commissioner." 1.4. Clarington's Historical Position on an Integrity Commissioner i In 2007, Council considered Report CLD-042-07, which detailed the various options for ensuring accountability and transparency; which included the appointment of accountability officers (including an Integrity Commissioner). At that time, Council did not proceed to make any such appointments and approved the following Resolution #G PA-679-07: "THAT Report CLD-042-07 be received; I� THAT the Accountability and Transparency Policy be approved by Council; THAT the Accountability and Transparency Policy and all other supporting Corporate Policies be available for public access through the Municipal Clerk's Department; THAT the Accountability and Transparency Policy and all other supporting Corporate Policies be posted on the Municipality of Clarington Website; and I` THAT Council not proceed with appointment of an Integrity Commissioner, Ombudsman, or Auditor General, at this time." i In November, 2009, Council considered Report CAO-010-09 and subsequently passed I' By-law 2009-163 establishing a Code of Conduct for Members of Council. C C i i' 15-3 Municipality of Clarington Report CLD-010-16 Page 4 On June 17, 2013, Council considered the recommendations of the Addendum Report CAO-005-13, pertaining to the appointment of an Integrity Commissioner, did not adopt them, but instead passed the following resolution: "That a review of the code of conduct be undertaken to address issues of investigation and enforcement of the code of conduct." In response to the resolution above, Staff brought forward Report LGL-007-13 (Attachment 2), which discussed, at length, the various sections of Clarington's Code of Conduct. At the September 9, 2013 General Purpose and Administration Committee meeting, the Committee referred the matter back to Staff for a further report on what portions of the Model Code of Conduct were already covered by the Municipality of Clarington's Code of Conduct. This resulted in Report LGL-010-13 (Attachment 3) and amendments to the Code of Conduct By-law 2009-163, incorporating "Gifts and Benefits" and "No Improper Use of Influence" sections (Attachment 4 is the Consolidated By-law 2009-163). 1.5. Region of Durham's RFP On December 16, 2015, Regional Council considered Report 2015-A-40 and passed the following resolution: "A) That Regional Council receive for information the findings of Regional staff regarding the merits and feasibility of establishing of a Code of Conduct for Regional Council; B) That Regional Council approve the development of a Council Code of Conduct, using the draft Code of Conduct, as amended, with Complaint Procedure attached as Schedule "A" as a framework for discussion; C) That Regional Council approve the concept of appointing an Integrity Commissioner to assist in the administration of a Code of Conduct for Regional Council and conduct inquiries; D) Should Regional Council endorse the concept of a Council Code of Conduct, and that it be administered by an.lntegrity Commissioner, that Regional Council authorize: i) Region of Durham staff to issue a Request For Proposals (RFP) seeking proposals for the services of an Integrity Commissioner, subject to financing at the discretion of the Region's Finance Department and completing Recommendation D) ii); 15-4 i Municipality of Clarington Report CLD-010-16 Page 5 ii) That prior to implementing Recommendation D) i) that Regional staff be directed to send copies of Repo rt.#201 5-A-4 0 and the Regional Council direction to all local municipalities within the Region of Durham and request that the local municipalities report back to Regional staff within 30 days from receipt of Repo rt#201 5-A-4 0 as to whether they would like to participate and partner with the Region of Durham in the proposed RFP as described in Recommendation D) i); and iii) That upon completion of the RFP, Regional staff report back in 2016 with a final report and recommendation establishing an Integrity Commissioner along with a recommendation for the recommended proponent pursuant to the RFP; and E) That upon completion of Recommendation D) iii), Regional staff report I back with a final draft of the Code of Conduct for Regional Council for final approval and implementation." After the Region awards the contract for service and notifies Durham municipalities, Clarington could then take the appropriate steps to appoint a Clarington Integrity I' Commissioner. t 2. Changes to Clarington's Previous Position As noted in Report LGL-007-13, if Council chooses to appoint an Integrity Commissioner, several things need to be considered, specifically: r • What specific conduct should be prohibited? • What investigative powers and responsibilities should the Integrity Commissioner have? G • How should complaints be processed? • What sanctions should be imposed if there is a violation of the Code of Conduct? In reviewing the history of Clarington's position, Staff believe that it is not necessary to rescind or reconsider any resolutions should Council choose to appoint an Integrity Commissioner. The strongest resolution was to "not proceed with appointment of an F Integrity Commissioner, Ombudsman, or Auditor General, at this time". By adding the words "at this time", it left future Council's open to reconsider the matter without the need to rescind. I. i j: i is L 15-5 Municipality of Clarington Report CLD-010-16 Page 6 3. Impact of Appointing an Integrity Commissioner on Clarington's Code of Conduct 3.1 . General Should Council choose to appoint an Integrity Commissioner, the current Code of Conduct would require changes to grant the authority for an Integrity Commissioner to investigate complaints. A Code of Conduct Complaint Procedure (similar to the Region of Durham's), would also need to be developed. 3.2. Enforcement As previously stated in Report LGL-007-13, "as a stand-alone document, the Code therefore has very little that can be enforced. This does not mean that alleged contraventions of the Code cannot be investigated or enforced. It simply means that, for those matters that could be contraventions of an existing provincial or federal statute, the investigation and enforcement provisions of the applicable statute will govern." Should Council choose to appoint an Integrity Commissioner, it is recommended that Council amend the Code of Conduct to state that the Integrity Commissioner will have investigating powers. 3.3. Sanctions Although the Subsection 223.2(2) of the Act explicitly states that "a by-law cannot provide that a member who contravenes a code of conduct is guilty of an offence", the matter of sanctions should be addressed. The current code of conduct does not contain any penalties or sanctions. Subsection 223.4 (5) of the Act: "The municipality may impose either of the following penalties on a member of council or of a local board if the Commissioner reports to the municipality that, in his or her opinion, the member has contravened the code of conduct: 1. A reprimand. 2. Suspension of the remuneration paid to the member in respect of his or her services as a member of council or of the local board, as the case may be, for a period of up to 90 days." The courts have upheld "remedial measures" provided that they do not amount to "penalties". The "Model Form of Code of Conduct for Members of Council" also contains other types of sanctions which other municipalities may have used. 15-6 i Municipality of Clarington Report CLD-010-16 Page 7 i 4. Financial / Budget Funding At this time, the fees associated with the appointment of an Integrity Commissioner is unknown for two reasons. First, the Regional RFP process has not yet been completed, and second, the number of anticipated complaints which would be investigated by an Integrity Commissioner is unknown. Based on information obtained in 2013, the estimated hourly rate of such an individual would be $250 to $500. The number of hours varies. In 2011, another municipality paid $8000 for an investigation. The Region of Durham has indicated a retainer of$15,000 to $30,000 annually. Therefore, Staff recommends that, should Council proceed, any costs that may be incurred in 2016 be funded though the unclassified administration section, with appropriate budget amounts established in future years based on the usage of the Integrity Commissioner as experience is developed. I 5. Concurrence j. This report has been reviewed by Andrew Allison, Municipal Solicitor, Marie Marano, Director of Corporate Services, and Nancy Taylor, Director of Finance, who concur with r the recommendation. 6. Conclusion r In response to Council's request for details of the appointment of an Integrity' Commissioner, the foregoing has referenced several Reports which discussed the merits and implications of such an opportunity. As well, the foregoing detailed the legislative authority and scope of responsibility of an Integrity Commissioner and highlighted the 4 necessary amendments to Clarington's Code of Conduct. While Staff is not recommending to appoint an Integrity Commissioner, if an Integrity Commissioner is to be appointed, Staff recommend that Council authorize staff to work with the Region of I` Durham in their RFP Process, and to report back to council with: a) A revised Code of Conduct i r; b) A Code of Conduct Complaint Procedure I c) A recommendation respecting the most appropriate means of appointing an Integrity Commissioner for Clarington, which would include a financial analysis. i' r I� 15-7 Municipality of Clarington Report CLD-010-16 Page 8 7. Strategic Plan Application Not applicable. Submitted by: Reviewedy: I ., nn Gfeentree Franklin Wu, I/lunicipal Clerk Chief Administrative Officer Staff Contact: Anne Greentree, Municipal Clerk, 905-623-3379 ext. 2102 or agreentree@clarington.net Attachments: Attachment 1 - Debi A. Wilcox, Regional Clerk/Director of Legislative Services, Regional Municipality of Durham regarding an Integrity Commissioner and Code of Conduct: Bill 8– Public and MPP Accountability and Transparency Act, 2014. Attachment 2 – Report LGL-007-13, Code of Conduct— Investigation and Enforcement Attachment 3 – Report LGL-010-13, Code of Conduct Attachment 4 - Consolidated By-law 2009-163, Clarington's current Code of Conduct Interested Parties: D. Wilcox, Regional Clerk/Director of Legislative Services, Regional Municipality of Durham D. Shields, City Clerk, City of Pickering M. de Rond, Director, Legislative & Information Services, Town of Ajax C. Harris, Clerk, Town of Whitby S. Kranc, City Clerk, City of Oshawa N. Wellsbury, Municipal Clerk, Township of Scugog D. Leroux, Director of Legislative Services/Clerk, Township of Uxbridge T. Gettinby, Chief Administrative Officer & Municipal Clerk, Township of Brock CAG/jeg 15-8 i j Attachment 1 to Report CLD-010-16 December 18, 2015 REVIE'NED BYRIGIiNAL TO: " G, De Rond, Clerk i DIRECTI COUNCIL DIC:ECTIOi+! INFORMATION Tow fAjax C 0 PY,,,: 65 Harw •d Avenue South 0 MAYOR 0 MEMBERS rAO • Ajax ON L1 H9 OFCOUNCiI 0 COMIAUNITf 0 CORPORATE ItRCENCY SERVICES SERVICES SERVICES 10 Ei,1ICINEERIN( 0 IIp➢C Al riP59ATIONS RE: Integrity Commissioner and Code of Cond ctsEBiikU - circ The Regional Sector and MPP Accountability and Trans t ��G 02014 _, TREASURY Municipality (2015-A-40) (Our File: L00-1696) of Durham ;U UlHtH Corporate Services Please be advised the Finance &Administration Co t ffleeZ-De— '�lgional C1C) y i Department- Council considered the above matter and at a meeting held eb�'r Legislative Services 16, 2015, Council adopted the following recommendations of the 605 ROSSLAND RD.E. Committee: PO BOX 623 WHITBY CANADA Regional L1N 6A3 "A) That Regional Council receive for information the findings of Regional staff regarding the merits and feasibility of establishing of 905-668-7711 1-800-372-1102 a Code of Conduct for Regional.Council; Fax:905-668-9963 r f B) That Regional Council approve the development of a Council Code www.durham.ca of Conduct, using the draft Code of Conduct, as amended, with Matthew L.Gaskell Complaint Procedure attached as Schedule "A" as a framework for Commissioner of discussion; Corporate Services I C) That Regional Council approve the concept of appointing an Integrity Commissioner to assist in the administration of a Code of Conduct for Regional Council and conduct inquiries; E° D) Should Regional Council endorse the concept of a Council Code of Conduct, and that it be administered by an Integrity Commissioner, that Regional Council authorize: i) Region of Durham staff to issue a Request For Proposals (RFP) seeking proposals for the services of an Integrity Commissioner, subject to financing at the discretion of the Region's Finance Department and completing Recommendation D) ii); � ii) That prior to implementing Recommendation D) i) that Regional staff be directed to send copies of Report#2015-A- 40 and the Regional Council direction to all local municipalities within the Region of Durham and request that the local municipalities report back to Regional staff within 30 days from receipt of Report#2015-A-40 as to whether they would like to participate and partner with the Region of ,z Durham in the proposed RFP as described in' y Recommendation D) i); and "See_ el(ence foc�.gur %'int7nlfes If this information is required in an accessible format, please contact the Accessibility Co-ordinator at 1-800-372-1102 ext. 2009. 15-9 iii) That upon completion of the RFP, Regional staff report back in 2016 with a final report and recommendation establishing an Integrity Commissioner along with a recommendation for the recommended proponent pursuant to the RFP; and E) That upon completion of Recommendation D) iii), Regional staff report back with a final draft of the Code of Conduct for Regional Council for final approval and implementation." The draft code attached as Schedule A to the report was amended to reflect the following: • That Section 2.10) regarding a lobbyist registrar be referred back to staff to give further consideration and,,make recommendations as to the necessity and suggested method of implementation; and • That Section 7.2 (b) be amended by adding the words "or gender identification" after the words "sexual orientation". As directed, attached is a copy of Report#2015-A-40 of the Commissioner of Finance. Please note that during discussion of Report#2015-A-40 at the Finance & Administration Committee meeting, it was indicated that there was flexibility on the 30 day response due to the holiday season and area municipality Council meeting schedule. l . D. Wilcox, Regional Clerk/ Director of Legislative Services DW/Img Attach. c: T. Gettinby, CAO/Clerk, Township of Brock A. Greentree, Clerk, Municipality of Clarington S. Kranc, Clerk, City of Oshawa. D. Shields, Clerk, City of Pickering K. Coates, Interim Clerk, Township of Scugog D. Leroux, Clerk, Township of Uxbridge C. Harris, Clerk, Town of Whitby i .M. Gaskell, Commissioner of Corporate Services 15-10 'i i The Regional Municipality of Durham Report To: Finance and Administration Committee From: Matthew L. Gaskell, Commissioner of Corporate Services Report: #2015-A-40 Date: December 8, 2015 i Subject: Integrity Commissioner and Code of Conduct Bill 8-Public Sector and MPP Accountability and Transparency Act, 2014 Recommendations: THAT the Finance&Administration Committee recommends to Regional Council that they adopt the following recommendations with respect to a Code of Conduct: A) That Regional Council receive for information the findings of Regional staff regarding the merits and feasibility of establishing of a Code of Conduct for Regional Council; ! B) That Regional Council approve the development of a Council Code of Conduct, is using the draft Code of Conduct with Complaint Procedure attached as Schedule"A". E as a framework for discussion; C) That Regional Council approve the concept of appointing an Integrity Commissioner to assist in the administration of a Code of Conduct for Regional Council and conduct inquiries; D) Should Regional Council endorse the concept of a Council Code of Conduct, and that it be administered by an Integrity Commissioner, that Regional Council authorize: r Ii (a) Region of Durham staff to issue a Request For Proposals (RFP)seeking proposals for the services of an Integrity Commissioner, subject to financing at the discretion of the Region's Finance Department and completing Recommendation 4(b); (b) That prior to implementing Recommendation 4(a)that Regional staff be directed j to send copies of this report and the Regional Council direction to all local municipalities within the Region of Durham and request that the local municipalities report back to Regional staff within 30 days from receipt of this 12 15-11 Page 2 of 22 report as to whether they would like to participate and partner with the Region of Durham in the proposed RFP as described in Recommendation 4(a); and (c) That upon completion of the RFP, Regional staff report back in 2016 with a final report and recommendation establishing an Integrity Commissioner along with a recommendation for the recommended proponent pursuant to the RFP; and E) That upon completion of Recommendation 4(c), Regional staff report back with a final draft of the Code of Conduct for Regional Council for final approval and implementation. Report: 1.1 Purpose This report is in response to Council direction at the June 20, 2015 meeting, to provide an update with respect to Bill 8, Public Sector and MPP Accountability and Transparency Act, 2094("Bill 8")which includes amendments to the Ombudsman Act, Municipal Freedom of Information and Protection of Privacy Act("MFIPPA"), and the Excellent Care forAll Act, 2090. Regional staff initially reported to Regional Council on Bill 8 in Commissioner's Report 2015-A-26, dated June 24, 2015. Staff were then directed to investigate and report back to Council on: `Ithe feasibility of appointing a municipal ombudsman to conduct investigations with respect to administrative acts of the Region, including options for appointment jointly with other municipalities"and i "the establishment of a code of conduct for Regional Council and the appointment of an integrity commissioner to administer the code of conduct and conduct inquiries." i The purpose of this report is to report back on the establishment of a code of conduct for Regional Council and the appointment of an Integrity Commissioner. A separate report speaks to the feasibility of appointing a Municipal Ombudsman. 1.2 Background The Municipal Statute Law_ Amendment Act, 2006 amended the Municipal Act, 2009, 07 effective January 1, 20 , to add a new Dart entitled Accountability and Transparency. The provisions of that Part authorized municipal councils to establish a code of conduct for members of both the council and local boards. Municipal councils were also empowered (in the case of Toronto, required)to appoint an integrity commissioner who would report to council and be responsible for 13 15-12 i Page 3 of 22 performing, in an independent manner,the functions assigned by the municipality with respect to the application of a code of conduct. The role of the municipal integrity commissioner had its genesis in the 2005 report of Madam Justice Bellamy in the Toronto Computer Leasing Inquiry. Justice Bellamy's recommendations reiated.to Ethics, included many suggestions for the improvement of the City's code of conduct for councillors. These suggestions recommended the appointment of an integrity commissioner. The amendments to the Municipal Act, 2004 implemented by Municipal Statute Law Amendment Act, 2006, demonstrated the Province's expectation for greater openness, transparency and accountability in local government. The subsequent provisions-of Bill 8, as described herein, move further to implement the j Province's expectation that municipal governments will act upon the accountability and transparency provisions first enacted in 2006 by mandating the oversight of the Provincial Ombudsman. The recommendationscontainedherein, as.they relate specifically to establishing a Code of Conduct and appointing an Integrity Commissioner heave been made in order to respond to the Provinces'expectations towards enhanced accountability and transparency in local government, and the public policy trend towards greater accountability for governments of all levels. 1.3 Code of Conductllntegrity Commissioner and Regional Staff Research and Investigations Over the summer, Regional staff conducted investigations and research.on the merits and feasibility of the Region of Durham establishing a Code of Conduct for Regional Council that would be enforced by a proposed Integrity Commissioner. Regional staff also investigated the role of an Integrity Commissioner and consulted E with the Clerks of those area municipalities who have established Codes of Conduct for their respective Councils. I 1.4 Codes of Conduct and Consultation with Other Municipalities C The adoption of Codes of Conduct in the municipal sector is becoming common practice and has not been limited to lower.tier municipalities. The Regions of Halton, Niagara,and Peel, have adopted Council Codes of conduct. The Region of Waterloo is working to develop a Code of Conduct. The single tier cities of Toronto, Ottawa, Hamilton, Kingston, and Sudbury all have similarly adopted codes of conduct by their j councils. At present, 7 of the 8 area municipalities in Durham Region have adopted Council Codes of Conduct. I 14 15-13 Page 4 of 22 The feedback provided by the Clerks of those municipalities was that the Code of Conduct was a positive element within their governance structure to promote and enhance transparency and accountability. The types of issues that Codes of Conduct address are intended to achieve transparent and accountable government and the exercise of the duties of a Member of Council in such a way as to ensure public confidence with the highest levels of ethical conduct and behaviour. r Codes of Conduct address principles of ethics and integrity which are at the core of public confidence in government and in the political process. Elected officials are expected to perform their duties in office and arrange their private affairs in a manner that promotes public confidence, avoids the improper use of influence of their office and conflicts of interests, both apparent and real,and signals the need to uphold both the letter and the spirit of the law including policies adopted by Council. Councillor conduct is already subject to a variety of existing statutes and policies including the Criminal Code of Canada and the Ontario Human Rights Code, as well as the following: A) Municipal Act, 2001 B) Municipal Conflict of Interest Act C) Municipal Freedom of Information and Protection of Privacy Act D) Municipal Elections Act, 1996 E) Occupational Health-and Safety Act F) Region of Durham Policies, By-laws It is incumbent upon Members of Council to be aware of, and understand the statutory obligations imposed upon Council as a whole, as well.as on Members of Council individually. A Code of Conduct is supplementary to existing legislation and policies and is meant to be considered, in whole, with existing laws. Codes of Conduct also allow Members of Council to have a common basis and understanding for acceptable conduct extending beyond the legislative framework already governing the conduct of Members of Council. Codes of Conduct are a value-based reference intended to encourage the highest standards of ethical behaviour to uphold the public trust,the integrity of governance and Region's reputation. The principles identified and addressed in Codes of Conduct in general are those that have been recognized as being significant in the performance of political office. Over the summer,the Region's solicitors in consultation with John Mascarin completed a draft Code of Conduct which is attached as Schedule"A"to this report to be received 15-14 i Page 5 of 22 I for information. The principles covered in the attached draft Code of Conduct are typical of those of most municipalities that have adopted them including the lower tiers. Typically it was found they all follow the same template covering generally the same topics such as gifts, conduct with staff, conduct in meetings, handling confidential information etc. The draft Code of Conduct also includes a proposed Complaint Procedure for which input was sought from John Mascarin. 1.5 Integrity Commissioner and the Code of Conduct i It is the consensus of most experts that it is important for municipalities to have an independent entity to enforce a Council Code of Conduct, and the Integrity Commissioner model has worked well in numerous jurisdictions. As noted above, 7 of the 8 local municipalities in Durham Region have established Codes of Conduct. The majority that are enforced by Integrity Commissioners either permanently appointed or who are retained on a case by case basis. It has also been noted that the role of Integrity Commissioners in other jurisdictions has typically involved review of, and refinement to, Codes of Conduct and the process and . procedures related to a Code. For instance, it has been observed historically that Toronto's Integrity Commissioner has issued several reports in addition to annual reports, which serve to refine and develop new procedures and protocols around a r Code of Conduct. Therefore the Code of Conduct is viewed as an ever evolving document with amendments being recommended as a response to ever changing issues in municipal law and ethics. i i In the event that Regional Council endorses the principle of a Council Code of Conduct, then Regional staff recommend the establishment and appointment of an Integrity Commissionerrp for to the approval of a finalized Code of Conduct to Regional Council. 1.6 Integrity Commissioner, their Role, and Duties Section 223.3 of the Municipal Act, 2009 outlines the legislated role of an Integrity Commissioner. It identifies that the.role of an Integrity Commissioner is to perform in an independent manner thoseffunctions assigned by a municipality with respect to: "(a) the application of the code of conduct for members of council and the code of j conduct for members of local boards or of either of them; (b) the application of any procedures, rules and policies of the municipality and local boards governing the ethical behavior of members of council and of local boards or of either of them;or (c) both of clauses(a) and(b)." i 16 15-7 5 Page 6 of 22 Under the Municipal Act, 2001, Council has the authority to assign duties and functions to an Integrity Commissioner. Duties may typically involve, but not necessarily be limited to the following: A) Providing advice to Members of Council on ethical behaviour; j B) Providing education to Members of Council on the application of a Code of Conduct; C) Assisting in the development of policies and processes for the Office of the Integrity Commissioner; D) Receiving complaints and conducting investigations in accordance with a Council approved process with respect to alleged contraventions of a Code of Conduct for Members of Council; E) Provide a report on his or her findings and recommendations to Council, (including adjudicating and imposing sanctions as necessary)and; F) Provide an annual summary of report of complaints, investigations and advice provided and make any recommendations for any changes to the approved process; A more formal list of duties and responsibilities of an Integrity Commissioner is provided as Schedule"B"to this report. 1.7 Request To Initiate a Request for Proposal for an Integrity Commissioner In order to establish an Integrity Commissioner, Regional staff recommend in this report that they be permitted to conduct a Request for Proposals (RFP)to appoint an Integrity Commissioner to carry out the role and duties as described in this report and such other duties as Regional Council may assign and Regional staff advise. As part of that RFP, Regional staff would also look into establishing an educational and advisory component for the Integrity Commissioner. It is considered a best practice among integrity professionals and would assist in helping members of the public understand how the Region's accountability policies are applied. Regional staff would also look at the possibility of an Integrity Commissioner being readily available to Members of Council to provide advice in a timely manner and also providing specific legal or other advice related to the Municipal Conflict of Interest Act. The practical'effect of this is that prospectively an Integrity Commissioner would be able to respond to requests for assistance from individual members of Council before matters become larger causing formal complaints and warranting costly investigations. j If the education and advice functions are provided promptly there theoretically should j be a reduced need for the complaint and investigation functions. 17 15-16 Page 7 of 22 Schedule "C"to this report also contains a list of typical qualifications that would be required and the Region would look for in a potential Integrity Commissioner candidate. 1.8 Financial Implications and Costs Related to Integrity Commissioners Regional staff investigated the costs related to the establishment of an Integrity I Commissioner. Regional staff have found that Integrity Commissioners typically charge an annual retainer with a second daily/hourly rate for the conduct of investigations or the provision of other delegated services. It appears that the average retainer for an Integrity Commissioner falls within the range of$15,000.00 to $30,000.00. The price of the delivery of these services would be one criteria assessed in any RFP. Opportunities to partner with the local municipalities, and possibly share costs, will be explored with those who respond expressing an interest to participate and partner in the RFP. 1.9 Conclusion r ' Regional Council is being asked to approve the following with respect to a Code of Conduct: A) That Regional Council receive for information the findings of Regional staff regarding the merits and feasibility of establishing of a Code of Conduct for Regional Council; i. B) That Regional Council approve the development of a Council Code of Conduct, using the draft Code of Conduct with Complaint Procedure attached as Schedule"A"as a framework for discussion; C) That Regional Council approve the concept of appointing an Integrity -Commissioner to assist in the development and administration of a Code of Conduct for Regional Council and conduct inquiries; D) Should Regional Council endorse the concept of a Council Code of Conduct, and that it be administered by an Integrity Commissioner; that Regional Council authorize: (a) Region of Durham staff to issue a Request For Proposals (RFP)seeking proposals for the services of an Integrity Commissioner, subjectto financing at the discretion of the Region's Finance Department and completing Recommendation 4(b); (b) That prior to implementing Recommendation 4(a)that Regional staff be directed to send copies of this report and the Regional Council direction to all local municipalities within the Region of Durham and request that the local municipalities report back to Regional staff within 34 days.from 15-17 �� Page 8 of 22 receipt of this report as to whether they would like to participate and partner with the Region of Durham in the proposed RFP as described in Recommendation 4(a); (c) That upon completion of the RFP, Regional staff report back in 2016 with a final report and recommendation establishing an Integrity Commissioner along with a recommendation for the recommended proponent pursuant to the RFP; and (d) That upon completion of Recommendation 4(c), Regional staff report back with a final draft of the Code of Conduct for Regional Council for final approval and implementation. 1.10 Attachments Attachment#1 —Schedule "A" Regional Municipality of Durham Draft Code of Conduct with Appendix A-Complaints Procedure Attachment#2—Schedule "B"Typical Roles and Duties of an Integrity Commissioner Attachment#3—Schedule"C"Typical Qualifications of an Integrity Commissioner Candidate Respectfully submitted, Matthew L Gaskell Commissioner of Corporate Services Recommended for Presentation to Committee i Ga"H. ' , .S.1N, Chiefl4 mini trative Officer 15 15-18 G i F Page 9 of 22 SCHEDULE "A" REGIONAL MUNICIPALITY OF DURHAM -i DRAFT CODE OF CONDUCT FOR MEMBERS OF COUNCIL 1. PRINCIPLES 1.1. Improving the equality of Regional administration and governance can best be achieved by encouraging high standards of conduct on the part of all municipal i officials. In particular, the public is entitled to expect the highest standards of conduct from the members that it elects to local government. In turn, adherence to these standards will protect and maintain the Region's reputation and integrity. 1.2. Key statements of principles that underline this Code of Conduct are as follows, members shall: 1.3. serve and be seen to serve their constituents in a conscientious and diligent r manner; E. (a) be committed to performing their functions with integrity, avoiding the improper use of the influence of their office, and conflicts of interest, both apparent and real; I (b) perform their duties in office and arrange their private affairs, in a manner that promotes public confidence and will bear close public scrutiny; (c) . recognize and act upon the principle that democracy is best achieved when i the operation of government is made as transparent and accountable to members of the public as possible; and (d) seek to serve the public interest by upholding both the letter and spirit of the laws of Parliament and the Ontario Legislature,as well as the laws and policies adopted by the Council. ' 2. DEFINITIONS 2.1. In this Code of Conduct: (a) "child" means a child bom within or outside marriage and includes an adopted child and a person whom a member has demonstrated a settled intention to treat as a child of his or her family; c I (b) "Code of Conduct" means the rules which govern the conduct of members established pursuant to the authority of section 223:2 of the Municipal Act, 2009, S.O. 2001, c. 25; r 20 15-19 f Page 10 of 22 i (c) ""complaint" means a written request to investigate the conduct of any member for a possible violation of the Code of Conduct filed in accordance with the Complaint Procedure; (d) "confidential information"means any information in the possession of, or received in confidence by, the Region that the Region is prohibited from disclosing, or has decided to refuse to disclose, under the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56, or any other law, which includes, but is not limited to: (i) - information of a corporate, commercial, scientific or technical nature received in confidence from third parties, (ii) personal information as defined in subsection 2(1) of the Municipal Freedom of Information and Protection of Privacy Act, (iii) information that is subject to solicitor-client privilege, (iv) information that concerns any confidential matters pertaining to personal, labour relations, litigation, property acquisition,the security of the property of the municipality or a local board, (v) any other information lawfully determined by the Council to be confidential, or required to remain or be kept confidential by legislation or order, and (vi) any information considered by or made available to Council during a closed meeting pursuant to subsection 239(2) of the Municipal Act,. 2001. (e) "Council"means the council of The Regional Municipality of Durham; (f) "disclosure statement"means that statement set out in Section 9.4 of the Code of Conduct; (g) "gift and benefits" means any cash or monetary equivalent,fee, object of value, service, travel and accommodation, or entertainment, (h) "information"means any record, document, data, material, correspondence or evidence however recorded, whether oral or in.printed farm, on 91m, by electronic means or otherwise; (i) "Integrity Commissioner"means the Integrity Commissioner appointed by the Council pursuant to section 223.3 of the Municipal Act, 2009; Q) "lobbyist°means an individual, organization or business that: 21 15-20 i j Page 11 of 22 (i) lobbies, or causes lobbying of, any public office holder of the Region, the Council or a municipal corporation or a local board of the Region, (ii) the member,knows is attempting or intending to lobby the member, any public office holder of the Region, the Council or a municipal corporation or a local Board of the Region, or f (iii) is maintaining an active lobbyist registration with the Region, whether or not with respect to any specific or current subject matter; (k) "member" means a member of the Council, unless the context otherwise requires; (1) "parent"means a person who has demonstrated a settled intention to treat f a child as a part of his or her family whether or not that person is the natural parent of the child; (m) "person" includes a corporation, partnership, association and any other entity, as the context allows, and expressly includes a member as well as Council; (n) "Region" means The Regional Municipality of Durham; (o) "spouse" means.a person to.whom a person is married or with whom the person is living in a conjugal relationship outside marriage; (p) "staff" means the municipal administrative staff of the Region and of its municipal corporations and local boards. 3. APPLICATION OF THIS CODE 3.1. This Code of Conduct applies to every member. 4. COMPLIANCE WITH DECLARATION OF OFFICE 4.1. Every member shall act in accordance with his or her declaration of office sworn pursuant to section 262 of the Municipal Act, 2009. 5. ADHERENCE TO COUNCIL POLICIES AND PROCEDURES 5.1. Every member shall observe and comply strictly with every provision of this Code of Conduct, as well as all other policies and procedures adopted or established by Council affecting the member,whether or not acting in his or her capacity as a member of Council. t 22 15-21 Page 12 of 22 6. CONDUCT AT MEETINGS 6.1. Every member shall conduct himself or herself properly and in a civil manner at Council, committee and other meetings, and in accordance with the provisions of the Region's Council Rules of Procedure By-law,this Code of Conduct, and any other applicable law. j 7. CONDUCT RESPECTING OTHERS 7.1. Every member has the duty and responsibility to treat all members of the public, other members and all staff appropriately and without abuse, bullying or intimidation, and to ensure that the work environment is free from discrimination and harassment. 7.2. Every member shall not: (a) not use indecent, abusive or insulting-words or expressions toward any other member, any member of staff or any member of the public; and (b) - not speak in a manner that is discriminatory to any individual, based on that person's race, ancestry, place of origin, creed, gender, sexual orieritation, age,colour, marital status, or disability. 8. CONDUCT RESPECTING STAFF 8.1. Every member acknowledges that staff operate under the direction of the senior municipal administration, and in accordance with the decisions of Council, and are required to serve the Region as a whole and not the needs or desires of any individual member. 8.2. Every member shall: 4 (a) be respectful of the role of staff to provide advice based on political neutrality and objectivity and without undue influence from any member or faction of the Council; and l (b) show respect for staff, and for their professional capacities and ! responsibilities. 8.3. Every member shall not: (a) maliciously or falsely injure or impugn the professional or ethical reputation of any member of staff; (b) compel any member of staff to engage in partisan political activities, or subject any member of staff to threat or discrimination for refusing to j engage in any such activity; and i 23. 15-22 i Page 13 of 22 i I (c) use or attempt to further his or her authority or influence by intimidating, threatening, coercing, commanding or influencing improperly any staff member or interfering with that staff person's duties, including the duty to disclose improper activity. 9. GIFTS, BENEFITS, SERVICES AND HOSPITALITY 9.1. In order to preserve the image and integrity of the Region, business gifts to Members are discouraged. The Region recognizes that moderate hospitality is an accepted courtesy of a business relationship. However, Members should not accept any gift, benefit,,service, entertainment or hospitality which could be seen to compromise their decision on a matter or create any obligation or special consideration by an individual, group or organization; 9.2. There will be no solicitation of gifts, benefits, services or hospitality in recognition of the fulfillment of the Member's official duties; 9.3. If the refusal of any gift or act of hospitality will strain the Region's business relationship,the Regional Chair or Chief Administrative Officer may accept it on behalf of the municipality with the appropriate acknowledgment; 9.4. Generally, the Regional Chair or Chief Administrative Officer will be the official recipient of those gifts afforded to the Region for ceremonial, symbolic, protocol j or official business purposes. Members will tum over such a gift to the Regional Chair or Chief Administrative Officer. Wherever possible, ceremonial, symbolic, j protocol or official business gifts should be presented at a meeting of Council; 9.5. This section does not preclude Members from accepting: (a) Token gifts, souvenirs, mementos, or hospitality received in recognition for C' service on a committee,for speaking at an event, or for representing the Region at an event; (b) Political contributions that are otherwise offered, accepted, and reported in accordance with the Municipal Elections Act or other applicable law; r, (c) Food and beverages at meetings, banquets, receptions, ceremonies, or similar events; j (d) Food, lodging, transportation, entertainment provided by other levels of I E government, by other local governments, or by local government boards or commissions; (e) A stipend from a board or commission that the Councillor serves on as a result of an appointment by Council; i 24 15-23 Page 14 of 22 (f) Reimbursement of reasonable expenses incurred in the performance of their office, and the performance of activities connected with municipal associations; (g) Gifts of a nominal value that are received as an incident of protocol or social obligation that normally and reasonably accompany the responsibility of the office; (h) Services provided without compensation by persons volunteering their time for an election campaign. 9.6. Members will be required to exercise their personal judgment of the provisions within this section. 10. CONFIDENTIAL INFORMATION 10.1. No member shall: (a) disclose, release or publish by any means to any person or to the public any confidential information acquired by virtue of his or her office, in any form, except when required or authorized by Council or otherwise by law to do so; (b) use confidential information for personal or private gain or benefit, or for the personal or private gain or benefit of any other person or body; (c) disclose a matter,the substance of the matter, and information pertaining to I a matter, that has been debated or discussed at a meeting closed to the j public, and shall be maintained as confidential, unless authorized by the Council or legislation to be released, generally or subject to conditions, and such are complied with, (d) disclose the content of any matter referred to in the preceding paragraph or the subject-matter of deliberations, at a meeting closed to the public meeting, only after the Council or committee lawfully and knowingly discusses the information at a meeting that is open to the public or releases the information to the public; (e). without lawful authority, disclose, or make personal use of, any of the following types of confidential information: (i) information concerning litigation, negotiation or personnel matters, (ii) information the publication of which may infringe on the rights of any person (e.g. source of a complaint where the identity of a complainant is given in confidence), 25 15-24 i Page 15 of 22 I i (iii) price schedules in any contract, tender or proposal document while such remains a confidential document, i (iv) information deemed to be "personal information" under the Municipal Freedom of Information and Protection of Privacy Act, and (v) any other information or statistical data required by law not to be released; and (f) obtain access, or attempt to gain access, to confidential information in the custody of the municipality except to the extent that such access is necessary for the performance of his or her duties and such access is not prohibited by Council or otherwise by law. 11. USE OF REGIONAL PROPERTY, SERVICES AND OTHER RESOURCES 11.1. No member shall: (a) use, or permit the use of, Regional land,facilities, equipment, supplies, services, staff or other resource, including any municipally-owned f information, website, transportation delivery service or funds allocated for the member expenses of his or her office, for any purpose or activity other I' than the lawful business of the Region; or (b) seek or acquire any personal financial gain from the use or sale of confidential information, or of any Regionally-owned intellectual property including any invention, creative writing or drawing, computer program, technical innovation, or any other information or item capable of being patented or copy righted, of which property remains exclusively that of the Region. I 12. CONDUCT OF ELECTION CAMPAIGN 12.1. Every member shall comply with all applicable requirements of the Municipal Elections Act,. 1996, S.O. 1996, c. 32, Sched. 12.2. No member shall: (a) use confidential information,facilities,equipment, supplies, services or other resources of the Region, including any member newsletter or website linked through the Region's website, for any election campaign or campaign-related activity; (b) undertake campaign-related activities on municipal property during regular staff working hours unless authorized by the Region; or (c) use the services of any person for election-related purposes during hours in which that person receives any compensation from the Region. i. 26 15-25 i Page 16 of 22 13. NO IMPROPER USE OF INFLUENCE 13.1. No member shall: (a) use the influence of his or her office for any purpose other than for the lawful exercise of his or her official duties and for municipal purposes; (b) use his or her office or position to influence or attempt to influence the decision of any other person, for the member's private advantage or that of the member's parent, child, spouse, staff, friend, or associates, business or otherwise; (c) attempt to secure preferential treatment beyond activities in which members normally engage on behalf of their constituents as part of their official duties; or (d) hold out the prospect or promise of future advantage through the member's supposed influence within Council, in return for any action or inaction. 13.2. For the purposes of this provision, "private advantage"does not include a matter that: (a) is of general application; (b) affects a member, his or her parents/children or spouse, staff,friends or associates, business or otherwise, as one of a broad class of persons; or (c) concerns the remuneration or benefits of a member. 13.3. Section 13.1 does not prevent a member from requesting that Council grant a lawful exemption from a Regional policy. 14. NO REPRISAL OR OBSTRUCTION IN THE APPLICATION OR ENFORCEMENT OF THIS CODE. 14.1. Every member must respect the integrity of the Code of Conduct and inquiries and investigations conducted under it, and shall cooperate in every way possible in securing compliance with its application and enforcement. 14.2. No member shall obstruct the Integrity Commissioner, his or her designate, or any other Regional official involved in applying or furthering the objectives or requirements of the Code of Conduct, in the carrying out of such responsibilities, or pursuing any such objective. No member shall undertake any act of reprisal or . threaten reprisal against a complainant or any other person for providing relevant information'to the Integrity Commissioner or any other person under the Code of Conduct. 27 15-26 j Page 17 of 22 s 15. STATUTES REGULATING THE CONDUCT OF COUNCILLORS 15A. Members acknowledge that in addition to this Code of Conduct, the following legislation also governs the conduct of members: (a) Municipal Act, 2001; (b) Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50; (c) Municipal Elections Act, 1996; (d) Municipal Freedom of Information and Protection of Privacy Act; j (e) Occupational Health and Safety Act, R.S.O. 1990, c. 0.1; (f) Human Rights Code, R.S.O. 1990, c. H.19; and (g) Criminal Code, R.S.C. 1985, c. C-46. 15.2. A member may become disqualified and lose his or her seat by operation of law, including being convicted of an offence under the Criminal Code or the Mpnicipal f Elections Act, 1996, or being found to have failed to comply with the Municipal Conflict of Interest Act, whether or not the conduct in question involves a contravention of this Code of Conduct.. 15.3. In the case of any inconsistency between this Code of Conduct and a federal or provincial statute or regulation, the statute or regulation shall prevail. ! 15.4. All references to any statute, regulation, by-law or legislation shall be deemed to be a reference to the statute, regulation, by-law or legislation as amended, consolidated, replaced or superseded. 16. INTEGRITY COMMISSIONER I 16.1. The Integrity Commissioner snail be responsible for performing in an independent manner the following functions as assigned by the Region with respect to: i (a) the application of the Code of Conduct; and (b) the application of any procedures, rules and policies of the Region governing the ethical behaviour of members; and,without limiting the generality of the foregoing, shall be entitled to undertake investigations or not undertake investigations in accordance with provisions of %? Part V.1 of the Municipal Act, 2001. 28 - 15-27 i„ Page 18 of 22 16.2. In addition, to the responsibilities set out in Section 16.1, the Integrity Commissioner shall also provide: (a) information to Council as to members' obligations under the Code of Conduct and the Complaint Procedure; (b) advice to individual members regarding specific situations as they relate to the application of the Code of Conduct; (c) advice to Council on other policies and procedures that relate to the ethical behavior of members; i (d) information to the public regarding the Code of Conduct and the obligations of members under the Code of Conduct; and (e) an annual report to Council on the activities of the Integrity Commissioner. 16.3. Without limiting the generality of Section 16.1, the Integrity Commissioner may determine, on a case-by-case basis, whether to undertake an investigation or not to undertake an investigation.The integrity Commissioner shall be entitled to summarily dismiss a complaint filed in accordance kith the Complaint Procedure on the basis that it constitutes in his or her opinion, an abuse of process or is frivolous or vexatious. 16.4. Without,limiting the generality of Article 16, all determinations of the Integrity Commissioner under the Code of Conduct shall be made in his or her own absolute discretion and shall be final and binding. 17. COMPLAINTs 17.1. All complaints pursuant to the Code of Conduct shall be filed in accordance with the Complaints Procedure in Appendix"A". 18. PENALTIES 18.1. Council may,where it has received a report from its Integrity Commissioner that there has been a violation of the Code of Conduct, impose one of the following penalties on a member who has been found to be in contravention of the Code of. Conduct: (a) a reprimand; or (b) , suspension of the remuneration paid to the member in respect of his or her services as a member for a period of up to ninety(90) days. 29 15-28 I' i I Page 19 of 22 F 19. ANNUAL REPORTS 19.1. The Integrity Commissioner shall submit an annual report to Council which will include information on the nature and volume of activity for the past year and I provide examples, while maintaining'the anonymity of the persons involved, in G respect of advice provided and the nature of complaints received and responded j to. 19.2. The annual report of the Integrity Commissioner shalt be provided to Council for information purposes.The report is a public document. 19.3. The Integrity Commissioner shall file his or her annual report by October 31 in the year following the Integrity Commissioner 's appointment and annually thereafter. i i I � f I . � I 30 15-29 Page 20 of 22 SCHEDULE`°B" TYPICAL ROLES AND DUTIES OF AN INTEGRITY COMMISSIONER 1. Role of the appointed,Integrity Commissioner will be to: 2. Function independently from Civic Administration and report directly to Regional Council. 3. Investigate complaints and alleged breaches of the"Code of Conduct for Members of Council" in accordance with a "The Regional Municipality of Durham Code of Conduct for Members of Council Complaint Protocol"(draft attached to Schedule A)• i I 4. Review the"Code of Conduct for Members of Council'and make recommendations thereon, at a minimum of once per year. 5. Serve as an advisor to individual Members of Council in relation to the"Code of Conduct for Members of Council', and any procedures, rules and policies of the municipality governing ethical behavior, and act as a proactive educator for the Regional Council, the Civic Administrati6n and the Public. J 6. Provide annual reports to the Municipal Council, summarizing his/her activities in accordance with section 223.6 of the Municipal Act, 2001. 1. Provide individual investigative reports, as required, which will include background concerning a complaint and recommendations to Municipal Council with respect to a complaint for its consideration, in accordance with section 223.6 of the Municipal Act, 2001. B. The Integrity Commissioner will work independently and it is expected that the bulk of the work will be carried out at his/her workplace and not on Regional property, however,space at a Regional facility to undertake interviews will be made available,as required. ADDITIONAL DUTIES OF AN INTEGRITY COMMISSIONER Under the Municipal Act, 2009, Council has the authority to assign duties and functions j to the Integrity Commissioner. Regional Staff have reviewed various Codes of Conduct and roles given to other Integrity Commissioners and typically have found the following duties being assigned: 1. Provide advice to Members of Council on ethical.behaviour, 2. Provide education to Members of Council on the application of a Code of Conduct j for Members of Council; 3. Assist in the development of-the policies and processes for the Office; 31 15-30 i i • i Report#2015-A-40 Page,21 of 22 4. Receive complaints and conduct investigations in accordance with the Council- approved process with respect to alleged contraventions of a Code of Conduct for Members of Council; 5. Provide a report on his or her findings and recommendations to City Council (which will adjudicate and impose sanctions as necessary); 6. Provide an annual summary report of complaints, investigations and advice provided and make any recommendations for any changes to the approved process; and Act as the Region's Meetings Investigator and the Region's Lobbyist Registrar in accordance with the duties set out in the reports establishing those offices..Ottawa's Integrity Commissioner also acts as a lobbyist register. LEGISLATED ROLE OF THE INTEGRITY.COMMISSIONER PURSUANT TO SECTION 223.2 OF THE MUNICIPAL ACT 1. The Integrity Commissioner has the powers of inquiry, sanction and delegation as well as confidentiality and reporting requirements. I' 2. The Integrity Commissioner reports directly to Council on matters related to the Code of Conduct and other policies, rules or procedures related to ethics for E Council and/or local boards; I 3. The Integrity Commissioner has the power to undertake investigation into complaints alleging contraventions of the applicable code of conduct while respecting confidentiality; j 4. The Integrity Commissioner's reports are public and s/he is permitted-to disclose necessary information related to the findings while maintaining confidentiality. I f 1 f' t. 32 r 15-31 Report#2015-A-40 Page 22 of 22 SCHEDULE "C" PROPONENT QUALIFICATIONS TYPICALLY SOUGHT FOR INTEGRITY COMMISSIONERS The qualifications that a candidate for the position of Integrity Commissioner should possess include: 1. Proven impartiality and neutrality, such as that of a judge; 2; An ability to provide services on a part-time,flexible and as-needed basis; 3.. No other involvement in political campaigning/endorsement, or related conflicts of interest; 4. No financial interest in the work undertaken by the Region of Durham; 5. An independent person who personifies high ethical standards; 6. Experience managing sensitive inquires, conducting investigations and making appropriate recommendations; 7. Excellent communication skills; 8. Familiarity with investigator procedures and the.applicable legal principles, 9. General knowledge and appreciation of municipal government; 10. Ability to interpret and apply the provisions of various statutes, regulations, policies and other enabling frameworks; 11. Impartiality, wisdom; sound judgment combined with the ability to inspire trust and confidence; and, 12. At least ten years of senior-level management, legal or quasi-judicial experience. . i i . l i 33 15-32 P Attachment 2 to Report CLD-010-16 C1ff;WgW11 LEGAL REPORT LEGAL DEPARTMENT j Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: September 9, 2013 Resolution#: 1��" ✓ `�%Y-law#: (516W--y4,16-13 Report#: LGL-007-13 File#: A09.GE and L2030-01-09 G Subject: CODE OF CONDUCT- INVESTIGATION AND ENFORCEMENT j RECOMMENDATION: It is respectfully recommended that the'General Purpose and Administration Committee recommend to Council the following: 1. THAT Report LGL-007-13 be received for information. I r I I Submitted by: Reviewed by( Andrew C. Allison, B. Comm., LL.B. Franklin Wu, MAOM Municipal Solicitor Chief Administrative Officer i f c CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVI LLE, ONTARIO L1 3A6 T 905-623-3379 15-33 � REPORT NO.: LGL-007-13 PAGE 2 1.0 BACKGROUND 1.1 At its meeting on June 17, 2013, Council passed the following resolution (#C- 225-13): THAT a review of the code of conduct be undertaken to address issues of investigation and enforcement of the code. 1.2 The Municipal Act, 2001 does not obligate municipalities to establish a code of conduct, but it does empower them. This was done in response to concerns expressed to the Province that what was appropriate for some municipalities may not be appropriate for all municipalities. The Province therefore chose to leave it to the discretion of each municipality to determine whether it was appropriate to regulate the conduct of its members and how the conduct should be regulated. In November 2009 (By-law 2009-163), Clarington Council adopted a Code of Conduct for its members (the "Code"). A copy of the Code is attached to this Report (Attachment No. 1), 1.3 All of the background reports that provided the basis for Council's decision to adopt the Code were referred to in Report CAO-005-13 dated May 6., 2013. 2.0 DISCUSSION 2.1 The Code has the following provision (section 3): Enforcement The onus of compliance of (sic) the Code is on the individual member of council. In addition, the provisions of various statutes pertaining to the roles, responsibilities, actions and behaviours governing members of council apply to instances of improper conduct. 2.2 Enforcement of the Code is therefore achieved in two ways - self regulation and through other provincial and federal legislation that regulates the conduct of council members. The "various statutes pertaining to the roles, responsibilities, actions and behaviours governing members of council" could include the following: (a) Municipal Conflict of Interest Act; (b) Criminal Code; (c) Municipal Elections Act; (d) Municipal Freedom of Information and Protection of Privacy Act; (e) Ontario Human Rights Code; and 15-34 REPORT NO.: LGL-007-13 PAGE 3 (f) Occupational Health and Safety Act. 2.3 There are no provisions in the Code respecting investigations into alleged contraventions. Given the position adopted by Council respecting enforcement, there was no need for any investigation provisions. 2.4 To the extent that any municipal code of conduct attempts to prohibit matters that could be contraventions under federal or provincial legislation, it will be unenforceable (see section 223.8 of the Municipal Act, 2001). Therefore several parts of Clarington's Code are, or could be, unenforceable (as Code contraventions) for the following reasons: (a) Section 2a) - "breach the public trust or misappropriate public funds and/or resources." These are criminal matters under sections 122 and 123 of the Criminal Code. i (b) Sections 2c) and 2d) —"benefit from the use of information relating to the affairs of the corporation" and "benefit from the use of information acquired E during the course of official duties which is generally not available.to the public." i Depending on the specific "information" and the specific "benefit" derived (i.e. financial), these are matters that could be contraventions of the Municipal Conflict of Interest Act, the Criminal Code, or the Municipal Freedom of Information and Protection of Privacy Act. (c) Section 2e) - "sell goods or services to the Municipality or have a direct or indirect interest in a company or own a company which sells goods or services to the Municipality." These are matters that could be contraventions of the Municipal Conflict of Interest Act. (d) Sections 2g) and 2h) —"bid on the sale of goods except those disposed by public auction" and "use Municipal buying power for personal gain or benefit". i Depending on what has been alleged, these matters could be contraventions of Municipal Conflict of Interest Act. 2.5 As a stand-alone document, the Code therefore has very little that can be enforced. This does not mean that alleged contraventions of the Code cannot be investigated or enforced. It simply means that for those matters that could be contraventions of an existing provincial or federal or provincial statute, the investigation and enforcement provisions of the applicable statute will govern. i i 15-35 REPORT NO.: LGL-007-13 PAGE 4 2.6 The few prohibitions in the Code that are enforceable have no specified sanctions. 2.7 If Council wishes to move beyond self-regulation and reliance upon other provincial or federal legislation, several things must be considered including the following: (a) What specific conduct should be prohibited? The regulated conduct must be conduct that is properly included in a municipal code. Attached to this Report (Attachment 2) is a copy of the "Model Form of Code of Conduct For Members of Council".prepared in July 2011 for the Municipal Integrity Commissioners Association of Ontario. If contains several examples of the types of conduct that can be regulated through a municipal code of conduct established under the authority of subsection 223.2(1) of the Municipal Act, 2001. (b) How should the Code be enforced? If it is to be enforced by an Integrity Commissioner, what investigative powers should the Commissioner have? Should he or she have additional responsibilities? How should complaints be processed? Few municipalities have appointed an Integrity Commissioner. On the City of Brampton's website, it is stated that "[t]here are 445 municipalities in Ontario and fewer than 10 have an established Code of Conduct and an Integrity Commissioner". According to the Province's Office of the Conflict of Interest Commissioner, 28 municipalities have appointed an Integrity Commissioner. Those municipalities that have appointed an Integrity Commissioner will typically also have passed a by-law that sets out the powers and duties that have been assigned to the Commissioner by the municipality and a complaint protocol that will describe the process to be followed when someone alleges that there has been a contravention of the code. An example of a complaint protocol (from Toronto) is attached to this Report (Attachment 3). (c) What sanctions should be imposed if there has been a violation of the Code? A municipal code of conduct cannot provide that a member who contravenes it is guilty of an offence (subsection 223.2(2) of the Municipal Act, 2001). Subsection 223.3(5) states that a municipality may impose either of the following penalties on a member of council or of a local board if an Integrity Commissioner reports to the municipality that, in-his or her opinion, the member has contravened the code of conduct: 1. A reprimand. 15-36 • l I REPORT NO.: LGL-007-13 PAGE 5 . E 2. Suspension of the remuneration paid to the member in respect of his or her services as a member of council or of the local board, as the case may be, for a period of up to 90 days. The "Model Form of Code of Conduct For Members of Council" (Attachment 2) contains examples of other types of sanctions that have been included in some municipal codes of conduct. The Divisional Court in Magder v. Ford, 2013 ONSC 263 upheld the ability of municipalities to provide "remedial measures" in municipal codes of conduct provided they do not amount to "penalties". 2.8 Staff will require further direction if there is a desire to amend Council's position respecting what conduct is to be regulated and how the Code is to be enforced. i 3.0 CONCURRENCE 3.1 The Municipal Clerk concurs with the recommendation in this Report. 4 CONFORMITY WITH STRATEGIC PLAN — Not applicable. , Attachment 1: Code of Conduct— Members of Council (November 2009) Attachment 2: Model Form of Code of Conduct For Members of Council Attachment 3: Toronto's Code of Conduct Complaint Protocol i i C I l i. i' 15-37 ATTACHMENT NO.1 TO REPORT LGL-007-13 a Schedule A to Bylaw 2009-LO Code of Conduct—Members of Council I Purpose The Code of Conduct for members of council serves as a guide to members of council In the individual conduct of their official duties, The Code represents general standards. It does not replace counc'Il member's roles, responsibilities, actions and behaviours required by various statutes. 2, Conduct Members of council shall not: a) breach the public trust or misappropriate public funds and/or resources. b) use Municipal property, equipment, supplies or services of consequence for activities not associated with the discharge of official duties. c) benefit from the use of information relating to the affairs of the Municipality, d) benefit from the use of Information acquired during the course of official duties which Is not generally available to the public, e) sell goods or services to the Municipality or have a direct or indirect Interest in a company or own a company which sells goods or services to the Municipality, f) conduct their work activities In a manner which may cause personal Injury to themselves or others or damage to equlpment or property of the Municipality. g) bid on the sale of goods except-those disposed by public auction. h) use Municipal buying power for personal gain or benefit. 3. Enforcement The onus of compliance of the Code is on the Individual member of council, In addition, the provisions of various statutes pertaining to the roles, responsibilities, actions and behaviours governing members of council apply to instances of improper conduct. 15-38 ATTACHMENT NO, 2 TO REPORT LGL-007-13 i Ontario Municipal Act MODEL FORM OF CODE OF CONDUCT FOR MEMBERS OF COUNCIL I. PRINCIPLES UPON WHICH THIS CODE IS BASED Improving the quality of municipal administration and governance can best be achieved by encouraging high standards of conduct on the part of all municipal officials.In particular,.the public is entitled to expect the highest standards of conduct from the members that it elects to local government. In turn, adherence to these standards will protect and maintain the municipality's reputation and integrity, Key statements of principle that underline this Code of Conduct are as follows; Members of Council must serve and be seen to serve their constituents in a consci- entious and diligent manner; • Members of Council mustbe committed to performing theirfunctions with integrity, avoiding the improper use of the influence of their office,and conflicts of interest, both apparent and real; • Members of Council are expected to perform their duties in office and arrange their private affairs,in a manner that promotes public confidence and will bear close public scrutiny; • Members of Council must recognize and act upon the principle that democracy is best achieved when the operation of government is made as transparent and ac- countable to members of the public as possible;and • Members of Council shall seek to serve the public interest by upholding both the letter and spirit of the laws of Parliament and the Ontario Legislature,as well as the laws and policies adopted by the municipal council, II, APPLICATION OF THIS CODE This Code of Conduct applies to every member of the Council, i. III. DEFE41TIONS In this Code of Conduct; "child"means a child born within or outside marriage and.includes an adopted child and a person whom a member has demonstrated a settled intention to treat as a child of his or her family; "Council"means the Council of the[name of the municipality to be inserted here]; j i' "information"includes a record or document; r "member"means a member of the Council,unless the context otherwise requires;"parent" means a person who has demonstrated a settled intention to treat a child as a part of his or her family whether or not that person is the natural parent of the child; _ I COC-2• i i i° 15-39 z.q Code of Conduct for Members of Council "person"includes a corporation,partnership,association and any other entity,as the context allows;and "spouse"means a person to whom a person is married or with whom the person is living in a conjugal relationship outside marriage. IV. COMPLIANCE WITH DECLARATION OF OFFICE Every member shall act in accordance with his or her declaration of office. V. ADHERENCE TO COUNCIL POLICIES AND PROCEDURES Every member of Council shall observe and comply with every provision of this Code of Conduct, as well as all other policies and procedures adopted or established by Council affecting the Councillor,acting in his or her capacity as a member of Council. VI, CONDUCT AT MEETINGS Every member shall conduct himself or herself properly and in a civil manner at Council, committee and other meetings,and in accordance with the provisions of the Procedure By-. law,this Code of Conduct,and other applicable law. 6 VII. CONDUCT RESPECTING OTHERS Every member of Council has the duty and responsibility to treat members of the public,one another and staff appropriately and without abuse, bullying or intimidation,and to ensure that the municipal work environment is free from discrimination and harassment. A member shall not use indecent,abusive or insulting words or expressions toward any other member,any member of staff or any member of the public. A member shall not speak in a manner that is discriminatory to any individual,basedon that person's race,ancestry,place of origin,creed,gender,sexual orientation,age,colour,marital status,or disability. VITT. CONDUCT RESPECTING STAFF Under the direction of the senior municipal administration, and in accordance with the ` decisions of Council, municipal staff are required to serve the municipal corporation as a whole,.Every member shall be respectful of the role of staff to provide advice based on political neutrality and objectivity and without undue influence from any member or faction . of the Council.Accordingly,no member shall maliciously or falsely injure or impugn the professional or ethical reputation of any member of staff.Every member shall show respect A for staff,and for their professional capacities and responsibilities. No member shall compel any member of staff to engage in partisan political activities, or subject any member of staff to threat or discrimination for refusing to engage in any such activity. No member shall use or attempt to further his or her authority or influence by COC-3 15-40 E i i Ontario Municipal Act _ i intimidating,threatening,coercing,commanding or influencing improperly any staff member or interfering with that person's ditties,including the duty to disclose improper activity. — IX. GIFTS ANIS B N ITS r I For the purposes of this Code,a gift or benefit provided,-with the member's knowledge,to a member's spouse,child or parent,or to his or her staff,that is connected directly or indirectly to the performance of the member's duties,is deemed to be a gift or benefit to that member. No member shall accept a fee,advance,gift or personal benefit that is connected directly or ' indirectly with the performance of his or her duties of office,unless permitted under one or more of the exceptions listed below. _ I Each of the following is recognized as an exception: (a) compensation authorized by law; (b) a gift or benefit of the kind that normally accompanies the responsibilities of office and is received as an incident of protocol or social obligation; (c) a political contribution otherwise authorized and reported as required by law,in the _ I case of a member running for office; (d) services provided without compensation by a person volunteering his or her time; (e) a suitable memento of a function honouring the member; _ _} (f) food,lodging,transportation or entertainment lawfully provided by any Provincial, regional or local government or board or political subdivisions of any of them,by the Federal government,a foreign government,or by those organizing a conference, seminar or event where the member is speaking or attending in an official capacity; (g) food and beverages consumed at a banquet,reception or similar event,if: (i) attendance by the member is for a legitimate municipal purpose; — i � (ii) the person extending the invitation, or a representative of the organization holding the event,is in attendance;and (iii) the value is reasonable; (h) communications to the office of a member,including subscriptions to newspapers _ I' and periodicals;and (i) a sponsorship or donation for a community event organized or run by a member,or a third party on behalf of a member,subject to the limitations set outin any applicable municipal policy. I Except for exception(c)(political contributions allowable by law),these exceptions do not apply where a gift or benefit is provided by a lobbyist or a lobbyist's client or employer.In L this provision,a lobbyist is an individual,organization or business who or that: (a) lobbies,or causes the lobbying of,any public office holder of the municipality,the I municipal council or corporation,or a local board; COC-4 15-41 i Code of Conduct for Members of Council (b) the member knows is attempting or intending to lobby the member or any of the public persons or bodies listed in paragraph(a);or (c) is maintaining an active lobbyist registration with the municipality,whether or not with respect to any specific or current subject-matter. In the case of any of the recognized exceptions(b),(e),(f),(h)and(i),if the value of the gift or benefit exceeds$300.00,or if the total value of gifts or benefits received from any one source during the course of a calendar year exceeds$300.00,the member shall file,within 30 days of receipt of the gift or benefit,or of reaching the annual limit,a disclosure statement with the municipality[or with its Integrity Commissioner]. The disclosure statement must set out: 1 the nature of every gift or benefit received; 2 its source and date of receipt; 3 the circumstances under which it was given and received; 4 its estimated value; 5 what the recipient intends to do with any gift;and 6 whether any gift will at some point be provided to the municipality. C Every disclosure statement filed under this Code shall be made a public record. Upon receiving a disclosure statement, the Integrity Commissioner, or other responsible municipal official,shall examine it to ascertain whether the receipt of the gift or benefit might, in his or her opinion,constitute a contravention of this Code or create a conflict between a private interest and the public duty or responsibilities of the member.In the event that the Integrity Commissioner makes such a determination,he or she shall call upon the member to justify receipt of the gift or benefit. Should the Integrity Commissioner or other municipal official determine that receipt of any gift or benefit was inappropriate,he or she may direct the member to return the'gift,reimburse the donor for the value of any gift or benefit already consumed,forfeit the gift or remit the value of any gift or benefit already consumed,to the municipality. Except in the case of exceptions(a),(c),(f)and(i),no member shall accept a gift or benefit worth in excess of$500.00,or gifts or benefits from one source during a calendar year which together are worth in excess of$500.00. X. CONFIDENTIAL INFORMATION In this Code, "confidential information"includes any information in the possession of, or received in confidence by,the municipality that the municipalityis prohibited from disclosing, or has decided to refuse,to disclose, under.the Municipal Freedom of Information.and Protection of Privacy Act,or any other law. "Confidential information"also includes infor- mation of a corporate,commercial,scientific or technical nature received in confidence from third parties;personal information; information that is subject to solicitor-client privilege; information that concerns any confidential matters pertaining to personnel,labour relations, litigation,property acquisition, the security of the property of the municipality or a local board;and any other information lawfully determined by the Council to be confidential,or required to remain or be kept confidential by legislation or order, COC-5 15-42 Ontario Municipal Act No member shall disclose,release or publish by any means to any person or to the public any ' confidential information acquired by virtue of his or her office, in any form,except when required or authorized by Council or otherwise by law to do so. No member shall use confidential information for personal or private gain or benefit,or for the personal or private gain or benefit of any other person or body. �I A matter,the substance of a matter, and information pertaining to a matter, that has been debated or discussed at a meeting closed to the public,shall be maintained as confidential, s- unless authorized by the Council or legislation to be released,generally or subject to condi- tions,and such are complied with.No information pertaining to such a matter,the manner in which it was dealt with at the meeting, or any part or description of the debate, shall be disclosed unless authorized by the Council or otherwise by law. A member may disclose the content of any matter referred to in the preceding paragraph or the subject-matter of deliberations,at an in camera meeting,only after the Council or com- mittee lawfully and knowingly discusses the information at a meeting that is open to the public or releases the information to the public. Without limiting the generality of the foregoing,no member shall,without lawful authority, disclose,or make personal use of,any of the following types of confidential information: • .information concerning litigation,negotiation or personnel matters; J I • information the publication of which may infringe on the rights of any person(e.g. source of a complaint where the identity of a complainant is given in confidence); • price schedules in any contract,tender or proposal document while such remains a 6' confidential document; —T ' • iriformation deemed to be"personal information"under the Municipal Freedom of Information and Protection of Privacy Act;and • any other information or statistical data required by law not to be released. No member of Council shall obtain access,or attempt to gain access, to confidential infor- mation in the custody of the municipality except to the extent that such access is necessary for the performance of his or her duties and such access is not prohibited by Council or otherwise by law. XI. USE OF CITY PROPERTY,SERVICES AND OTHER RESOURCES No member of Council shall use,or permit the use of,municipal land,facilities,equipment, supplies, services, staff or other resource, including any municipally-owned information, -r website, Council transportation delivery service or funds allocated for member of Council expenses,for any purpose or activity other than the lawful business of the municipal corpo- '-- radon.No member shall seek or acquire any personal financial gain from the use or sale of confidential information, or of any municipally-owned intellectual property including any invention,creative writing or drawing,computer program,technical innovation,or any other j information or item capable of being patented or copyrighted, of which property remains i exclusively that of the municipality. COC-6 T_ I` f 15-43 i 7 Code of Conduct for Members of Council M CONDUCT Off'ELECTION CAMPAIGN Every member shall comply with all applicable requirements of the Municipal Elections Act, 1996,No member shall use confidential information,facilities,equipment,supplies,services or other resources of the municipality,including any Councillor newsletter or website linked through the municipality's website,for any election campaign or campaign-related activity, No member shall undertake campaign-related activities on City property during regular staff working hours unless authorized'by the municipality.No member shall use the services of any person for election-related purposes during hours in which that person receives any compensation from the municipality. XdII. NO R ITROPER USE OF INk UENCE No member of Council shall use the influence of his or her office for any purpose other than for the lawful exercise of his or her official duties and for municipal purposes. No member of Council shall use his or her office or position to influence or attempt to influence the decision of any other person,for the member's private advantage or that of the member's parent,child,spouse,staff member,friend or associate,business or otherwise.No member shall attempt to secure preferential treatment beyond activities in which members normally engage on behalf of their constituents as part of their official duties.No member shall hold out the prospect or promise of future advantage through the member's supposed influence within:Council,in return for any action or inaction. For the purposes of this provision,"private advantage"does not include a matter: (a) that is of general application; (b) that affects a member of Council,his or her parents/children or spouse,staff mem- bers,friends or associates,business or otherwise,as one of a broad class of persons; or (c) that concerns the remuneration or benefits of a member of Council. This provision does not prevent a member of Council from requesting that Council grant a lawful exemption from a policy. XTP'. NON-COMMIANCE WITH TUTS CODE OF CONDUCT—SANCTIONS A member found by Council to have contravened any provision of this Code,is subject to one or more of the following consequences imposed by Council,as referred to in thefollowing two paragraphs: The ildunicipalAct,2001 authorizes the Council,where ithas received arepgrt by its Integrity Commissioner that,in his or her opinion,there has been a violation of the Code of Conduct, to impose upon the offending member of Council: I ' a reprimand; . 2 suspension of the remuneration paid to the member in respect of his or her services as a member of Council or a local board,as the case may be,for a period of up to 90 days. COC-7 15-44 i Ontario Municipal Act The Integrity Commissioner may also recommend that Council or a local board take one or more of the following actions; 1 removal from membership on a committee or local board; 2 removal as chair of a committee or local board; 3 repayment or reimbursement of monies received; 4 return of property or reimbursement of its value; 5 request an apology to Council;the complainant,or both;or 6 any other or additional action deemed by Council to be appropriate, and which is within its power to take. r ,KV. NO REPRISAL OR OBSTRUCTION IN TEE APPLICATION OR ENFORCE- Y ENT OF TEIS CODE Every member of Council must respect the integrity of the Code of Conduct and inquiries and investigations conducted under it,and shall co-operate in every way possible in securing compliance with its application and enforcement.Any reprisal or threat of reprisal against a complainant or any other person for providing relevant information to the Integrity Commis- sioner or any other person is prohibited. It is also a violation of the Code of Conduct to obstruct the Integrity Commissioner,or any other municipal official involved in applying or furthering the objectives or requirements of this Code,in the carrying out of such responsi- bilities,or pursuing any such objective. XVI. STATUTES REGULATING THE CONDUCT OF COUNCILLORS i In addition to this Code of Conduct,the following Ontario legislation also governs the conduct of members of Council; • the Municipal Act,2001,as amended; • the lPlunicipal Conflict of Interest Act; • the Municipal Elections Act,1996;and the Municipal.Freedom of Information and Protection of Privacy Act. ' The Criminal Code of Canada also governs the conduct of members of Council. A member may become disqualified and lose his or her seat by operation of law,including being convicted of an offence under the Criminal Code of Canada or being found to have failed to comply with the AYlunicipal Conflict of Interest Act, whether or not the conduct in question involves contravention of this Code of Conduct. In the case of any inconsistency between this Code and a Federal or Provincial statute or regulation,the statute or regulation shall prevail, i j. COC-8 i j! i 15-45 ATTACHMENT NO.3 TO REPORT LGL-007-13 TOR0190 ' CODE OF CONDUCT COMPLAINT PROTOCOL FOR MEMBERS OF COUNCIL AUTHORITY: Historic (1) Clause No.4 of Report No.2 of the Policy and Finance Committee,March 1,2 and 3,2004 as amended by: (a) Clause No.1 of Report No.3 of the Policy and Finance Committee,held on April 25, 26 and 27, 2006; Item CC2.5 as adopted and amended by Council at its meeting held on Febtuary 5, 6, 7 and 8, 2007; Item CCI 1.8 as adopted by Council at its meeting held on July 16, 17, 18 and 19, 2007; and (b) Notice of Motion M148, as adopted by Council at its meeting held on October 22 and 23,2007. (2) This Complaint Protocol for Members of Local Boards (Restricted Definition), Including Adjudicative Boards, was amended and adopted by City Council on July 15, 16 and 17,2008 (2008 EX22.6, as amended by Council), as amended by. (a) Item EX40,2,as adopted by Council at its meeting held on February 22 and 23,2010. Current (3) This Code of Conduct Complaint Protocol for Members of Council, was amended and adopted by City Council on October 2,3 and 4,2012: Item CC26.4 as adopted by Council to reflect amendments,to the Public Inquiries Act, 2009, S.O. 2009, c. 33, Sch. 6 and to reflect Council Amendments to the Constituency Services and Office Budget Policy (formerly the "Councillor Expense Policy") made on July 11, 12 and 13,2012(Item EX21.9). PART A: INFORMAL COMPLAINT PROCEDURE Individuals [for example, City employees, members of the public, members of Council or local boards (restricted definition)], or organizations [including local boards (restricted definition)] who have identified or witnessed behaviour or an activity by a member of Council that they believe is in contravention of the Code of Conduct for Members of 1 15-46 t Council (the "Code of Conduct") may wish to address the prohibited behaviour or activity themselves as follows: (1) advise the member that the behaviour or"activity contravenes the Code of Conduct; (2) encourage the member to stop the prohibited behaviour or activity; (3) keep a written record of the incidents including dates, times, locations, other persons present, and any other relevant information; (4) tell someone else (for example, a senior staff member or an officer of the. organization) about your concerns, your comments to the member and the response of the member; i (5) if applicable, confirm to the member your satisfaction with the response of the member; or, if applicable, advise the member of your dissatisfaction with the response,and (6) consider the need to pursue the matter in accordance with the formal complaint procedure outlined in Part B,. or in accordance. with another applicable judicial or quasi-judicial process or complaint procedure. Individuals and organizations are encouraged to initially pursue this informal complaint procedure as a means of stopping and remedying a behaviour or activity that is prohibited by the Code of Conduct. With the consent of the complaining individual or organization and the member, the Integrity Commissioner may be part of any informal process. However, it is not a precondition or a prerequisite that those complaining pursue the informal complaint procedure before pursuing the Formal Complaint Procedure in Part B. Municipal pre-election period limitation If an informal complaint is brought to the attention of the Integrity Commissioner during the pre-election period described in subsection 1(6)of Part B,the Integrity Commissioner may only participate in the informal process after the pre-election period has ended. PART B: FORMAL COMPLAINT PROCEDURE: Integrity Commissioner Statutory Authority: Under section 160 of the City of Toronto Act, 2006, City Council ("Council"), a member of council or a member of the public may request the Integrity Commissioner to conduct an inquiry about whether a member of council or of a local board (restricted definition) has contravened the Code of Conduct for Members of Council and Local Boards (Restricted Definition) (the"Code of Conduct"), Requests for Inquiries s.1 i Complaint 1. (1) A request for an investigation of a complaint that a member has contravened the Code of Conduct (the "complaint") shall be in writing. j r r 2 15-47 (2) All complaints shall be signed by an identifiable individual (which includes the authorized signing officer of an organization). (3) A complaint shall set out reasonable and probable grounds for the allegation that the member has contravened the Code of Conduct and include a supporting affidavit that sets out the evidence in support of the complaint. For example, the complaint and supporting affidavit should include the name of the alleged violator, the provision allegedly contravened, facts constituting the alleged contravention, the names and contact information of witnesses, and contact information for the complainant during normal business hours. (4) Staff of the City Clerk's division,who are commissioners for taking affidavits, are authorized to take the supporting affidavit. (5) Despite subsection (3), the Integrity Commissioner may waive the requirement for an affidavit when the request for an inquiry is from Council or a local board (restricted definition). Municipal (6) In a municipal election year, a code'of conduct Pre-election Period complaint respecting a member who is seeking re- Limitation election may not be filed with the City Cleric during the period starting on Civic Monday(August 1 in 2010) and ending when a new City Council is deemed organized under section 185 of the City of Toronto Act 2006. 1Note:Deemed organization 185. A new city council is deemed to be organized after a regular election or after a by-election under section 211 when the declarations of office under section 186 have been made by a sufficient number of members to form a quorum.] Initial Classification by Integrity Commissioner s.2 File with Clerk 2. (1)The request shall be filed with the City Clerk who shall forward the matter to the Integrity Commissioner for initial classification to determine if the matter is, on its face, a complaint with respect to non-compliance with the Code of Conduct and not covered by other Iegislation 3 15-48 or other Council policies as described in subsection(3). Deferral (2) If the complaint does not include a supporting affidavit, the Integrity Commissioner may defer the classification until an affidavit is received. No Jurisdiction (3) If the complaint, including any supporting affidavit, is not, on its face, a complaint with respect to non- compliance with the Code of Conduct or the complaint is covered by other legislation or a complaint procedure under another Council policy, the Integrity Commissioner shall instruct the City Cleric to advise the complainant in writing as follows: l (a) if the complaint on its face is an allegation of a criminal nature consistent with the Criminal Code j of Canada, the complainant shall be advised that if the complainant wishes to pursue any such allegation, the complainant must pursue it with the appropriate police force; !' (b) if the complaint on its face is with respect to non- f compliance with the Municipal Conflict of Interest I` Act, the complainant shall be advised to review the matter with the complainant's own legal counsel; (c) if the complaint on its face is with respect to non- compliance with the Municipal Freedom of Information and Protection of Privacy Act, the complainant shall be advised that the matter will be referred for review to the City's Director of the Corporate Access and Privacy office; (d) if the complaint on its face is with respect to non- I` compliance with a more specific Council policy with a separate complaint procedure, the C complainant shall be advised that the matter will be processed under that procedure;.and I (e) in other cases, the complainant shall be advised that the matter, or part of the matter, is not within the jurisdiction of the Integrity Commissioner to process, with any additional reasons and referrals as the Integrity Commissioner considers appropriate. Reports (4) The Integrity Commissioner may report to Council that a 4 IF 15-49 specific complaint is not within the jurisdiction of the Integrity Commissioner. (5) The Integrity Commissioner shall report annually to Council on complaints not within the jurisdiction of the Integrity Commissioner, but shall not disclose information that could identify a person concerned. J Integrity Commissioner Investigation ss.3—9 Refusal to Conduct 3. (1) If the Integrity Commissioner is of the opinion that the Investigation referral of a matter to him or her is frivolous,vexatious or not made in good faith, or that there are no grounds or insufficient grounds for an investigation, the Integrity Commissioner shall not conduct an investigation, or, where that becomes apparent in the course of an investigation,terminate the investigation. (2) Other than in exceptional circumstances, the Integrity Commissioner will not report to Council on any complaint described in subsection (1) except as part of an annual or other periodic report. Investigation & 4. (1) If a complaint has been classified as being within the Settlement Integrity Commissioner's jurisdiction and not rejected under section 3, the Commissioner shall investigate and may attempt to settle the complaint. Public Inquiries Act (2) Under subsection 160(2) of the City of Toronto Act, 2006, the Integrity Commissioner may elect to investigate a complaint by exercise of the powers of a commission under sections 33 and 34 of the Public Inquiries Act. (3) When the Public Inquiries Act applies to an investigation of a complaint, the Integrity Commissioner shall comply with the procedures specified in that Act and this Complaint Protocol, but, if there is a conflict between a provision of the Complaint Protocol and a provision of the Public Inquiries Act, the provision of the Public Inquiries Act prevails. 5. (1) The Integrity Commissioner will proceed as follows, except where otherwise required by the Public Inquiries Act: (a) serve the complaint and supporting material upon 5 15-50 E i " I the member whose conduct is in question with a request that a written response to the allegation by r way of affidavit or otherwise be filed within ten F days; and (b) serve a copy of the response provided upon the complainant with a request for a written reply within ten days. Access (2) If necessary, after reviewing the written materials, the Integrity Commissioner may speak to anyone relevant to the complaint, access and examine any of the information described in subsections. 160(3) and (4,) of the City of Toronto Act, 2006, and may enter any City work location relevant to the complaint for the purposes of investigation and settlement. Opportunity to (3) The Integrity Commissioner shall not issue a report Comment finding a violation of the Code of Conduct on the part of any member unless the member has had reasonable notice of the basis for the proposed finding and any recommended sanction and an opportunity either in person or in writing to comment on the proposed finding and any recommended sanction. I Interim Reports (4) The Integrity Commissioner may make interim reports to Council where necessary and as required to address any instances of interference, obstruction or retaliation encountered during the investigation. Final Report 6. (1) The Integrity Commissioner shall report to the complainant and the member generally no later than 90 days after the making of the complaint. (2) Where the complaint is sustained in whole or in part, the Integrity Commissioner shall also report to Council outlining the findings, the terms of any settlement, or recommended corrective action. (3) Where the complaint is dismissed, other than in fi exceptional circumstances, the Integrity Commissioner shall not report to Council except as part of an annual or other periodic report. Lawful (4) Any recommended corrective action must be permitted in Recommendations law and shall be designed to ensure that the inappropriate. i 6 15-51 behaviour or activity does not continue. Member not 7. If the Integrity Commissioner determines that there has Blameworthy been no contravention of the Code of Conduct or that a contravention occurred although the member tools all reasonable measures to prevent it, or that a contravention occurred that was trivial or committed through inadvertence or an error of judgement made in good faith, the Integrity Commissioner shall so state in the report and shall recommend that no penalty be imposed. Copies 8. The City Clerk shall give a copy of the report to the complainant and the member whose conduct is concerned. Report to Council 9. The City Clerk shall process the report for the next meeting of Council Council Review; Costs ss. 10—12 Duty of Council 10,(1) Council shall consider and respond to the report within 90 days after the day the report is laid before it. (2) In responding to the report, Council may vary a recommendation that it impose a penalty, subject to subsection 160(5) of the City of Toronto Act, 2006, but shall not refer the recommendation other than back to the Integrity Commissioner. Payment of Costs 11.(1) Subject to this section and Council's policy on office expense budget use, claims for reimbursement by a member of Council for costs under this section shall be processed under the Indemnification Policy for Members of Council. (2)-A complainant and a member who are parties to a complaint under this procedure shall each be reimbursed. for actual and reasonable legal and related expenses up to a maximum of: (a) $5,000; or (b) $20,000, if the Integrity Commissioner has elected to investigate the complaint by exercise of the powers of a commission under Parts I and lI of the Public Inquiries Act. 7 15-52 i i (3) In the case of an application under the Judicial Review Procedure Act for judicial review of actions taken on a complaint against a member of council by the Integrity Commissioner, Council : 'i (a) where a member made the judicial review application, the member is eligible for reimbursement of legal costs, including additional legal costs in a successful application, that are not covered by the costs awarded by the court, up to a i maximum of$20,000. i (b) a member may apply for reimbursement of the legal costs of intervention in a judicial review application where the member's interests are at stake, up to a maximum of$20,000. (4) Council may consider the reimbursement of costs above the limit in subsections (2) and, (3) on a case by case basis. (5) Costs may be provided in advance in an investigation;-if f the Integrity Commissioner is of the opinion that the use of a lawyer by one or more of the.parties would facilitate the carrying out of the investigation, and subsections (6) and (7) do not apply to the advance costs paid under this subsection. i (6) Costs shall only be reimbursed under this section to the complainant, if the Integrity Commissioner concludes that the complaint is not frivolous, vexatious or made in bad faith and the Integrity Commissioner's conclusion is not overturned on judicial review. (7) Costs shall only be reimbursed under this section to the member: (a) if the Integrity Commissioner concludes that there ! has been no contravention of the Code of Conduct by .the member or that the. member is not blameworthy as described in section 7, and the Integrity Comm'issioner's conclusion is not overturned on judicial review; or (b) where Council receives the Integrity Commissioner's report on a violation and 8 E r 15-53 determines that it should not take any action. (8)Any award of costs under subsection (7) shall be contingent on a report from the City Solicitor in consultation with the Integrity Commissioner, Confidentiality 12.(1)A complaint will be processed in compliance with the confidentiality requirements in sections 161 and 162 of the City of Toronto Act,. 2006, which are summarized in the following subsections. (2)The Integrity Commissioner and every person acting under her or his, instructions shall preserve secrecy with respect to all matters that come to his or her knowledge in the course of any investigation except as required by law in a criminal proceeding or in accordance with the provisions of Part V of the City of Toronto Act, 2006 (3)All reports from the Integrity Commissioner to Council will be made available to the public. (4)Any references by the Integrity Commissioner in an annual or other periodic report to a complaint or an investigation shall not disclose confidential information that could identify a person concerned. (5)The Integrity Commissioner in a report to Council on whether a member has violated the Code of Conduct shall only disclose. such matters as in the Integrity Commissioner's opinion are necessary for the purposes of the report. 9 15-54 Attachment 3 to Report CLD-010-16 LEGAL REPORT LEGAL DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: October 28, 2013 Resolution#: 6PIt -,SII-13 By-law#: ,k13-09 Report#: LGL-010-13 File#: A09.GE and L2030-01-09 Subject: CODE OF CONDUCT RECOMMENDATION: i It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report LGL-010-13 be received-for information. Submitted by: i G ` Reviewed by:,._ An<jfew C. Allis6n, B. Comm., LL.B. Franklin Wu, MAOM Municipal Solicitor Chief Administrative Officer i` i 'i j i ii I. CORPORATION OF THE MUNICIPALITY OF CLARIN&ON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO LIC 3A6 T 905-623-3379 15-55 REPORT NO.: LGL-010-13 PAGE 2 1.0 BACKGROUND 1.1 At its meeting on September 9, 2013, the General Purpose and Administration Committee passed the following resolutions: Resolution #GPA-445-13: THAT Staff be directed to develop a new Code of Conduct which includes all of the elements of the Code of Conduct as outlined in the Model Form of Code of Conduct prepared for the Municipal Integrity Commissioner's r Association, Attachment 2 to Report LGL-007-13. Resolution #GPA-446-13: THAT the foregoing resolution #GPA-445-13 be referred back to staff for a further report on what portions of the Model Code of Conduct are already covered within Municipality of Clarington By-laws, 1.2 Model Form of Code of Conduct prepared for the Municipal,Integrity Commissioner's Association (the "Model Code") is attached to this Report (Attachment 1). The Code of Conduct adopted by Council in November 2009 is also attached to this Report (Attachment No. 2). 2.0 DISCUSSION 2.1 The following table lists the existing Clarington by-laws and policies that correspond to the 10 substantive (but non-enforcement) sections of the Model Code. MODEL CODE CLARINGTON BY-LAW or POLICY IV. COMPLIANCE WITH DECLARATION There are no Municipal by-laws or policies OF OFFICE that apply to the declaration of office, but Every member shall act in accordance making the declaration under oath is a with his or her declaration of office. statutory requirement (section 232 of the Municipal Act, 2009). V. ADHERENCE TO COUNCIL Several policies and procedures apply-to POLICIES AND PROCEDURES the conduct of employees of the Every member of Council shall observe Municipality but not to members of Council. and comply with every provision of this The most notable is Policy E1 - Code of Code of Conduct, as well as-all other Ethics (see Attachment 3 to this Report). policies and procedures adopted or In addition to the Municipality's Code of established by Council affecting the Conduct, the conduct of members is Councillor, acting in his or her capacity as regulated through certain provisions in a member of Council. Procedural By-law 2011-016, Purchasing By-law 2010-112, Policy E5 (Harassment), Policy F8 Freedom of Information & 15-56 i REPORT NO.: LGL-010-13 PAGE 3 Protection of Privacy), and Policy F110 .(Use of Corporate Resources for Election Purposes) as described in this table and in section 2.2 of this Report. VI. CONDUCT AT MEETINGS PROCEDURAL BY-LAW 2011-016 Every member shall conduct himself or 10.1 Conduct of Members of Council, herself properly and in a civil manner at GPA and Special Committees Council, committee and other meetings, and in accordance with the provisions of 10.1.1 No Member shall: the Procedure By-law, this Code of t (a) speak disrespectfully of any Conduct, and other applicable law. elected assembly; VII. CONDUCT RESPECTING OTHERS (b) use offensive words or Every member of Council has the duty and unparliamentarily language or responsibility to treat members of the speak disrespectfully against public, one another and staff appropriately the Council, against any and without abuse, bullying or intimidation, Member, or against any officeror employee of the Municipality; and to ensure that the municipal work environment is free from discrimination and harassment. (d) disobey the Rules of Procedure A member shall not use indecent, abusive or a decision of the Chair, on or insulting words or expressions toward questions of Points of Order or any other member; any member of staff or procedure or upon the any member of the public. interpretation of the Rules of A member shall not speak in a manner Procedure except where the that is discriminatory to any individual, ruling of the Chair is reversed f based on that person's race, ancestry, by Council pursuant to place of origin, creed, gender, sexual subsection 10.6.3. If a orientation, age, colour, marital status, or Member persists in any such disability. disobedience after having been called to order by the Chair, the Vlll. CONDUCT RESPECTING STAFF Chair shall forthwith order him Under the direction of the senior municipal or her to vacate the Council.Chambers Chambers or room in which the administration, and in accordance with the Meeting is being held, but if the decisions of Council, municipal staff are Member apologizes he or she i. required to serve the municipal corporation may, by majority vote of the as a whole. Every member shall be Members, be permitted to respectful of the role of staff to provide j retake his or her seat; advice based on political neutrality and objectivity and without undue influence from any member or faction of the Council. Accordingly, no member shall maliciously POLICY E5 (Harassment) or falsely injure or impugn the professional This Policy provides for independent or ethical reputation of any member of investigations into allegations of staff. Every member shall show respect harassment by members of Council (see for staff, and for their professional Attachment 4). capacities and responsibilities ... i i 15-57 REPORT NO.; LGL-010-13 PAGE 4 IX. GIFTS AND BENEFITS No comparable Municipal by-law or policy. X. CONFIDENTIAL INFORMATION PROCEDURAL BY-LAW 2011-016 . 10.1 Conduct of Members of Council, GPA and Special Committees No member shall disclose, release or 10.1.1 No'Member shall: publish by any means to any person or to the public any confidential information acquired by virtue of his or her office, in (e) where a matter has been any form, except when required or discussed in a closed Meeting, authorized by Council or otherwise by law and where the matter remains to do so, confidential, disclose the content of the matter or the substance of the deliberations of the closed Meeting to any person. PURCHASING BY-LAW 2010-112 Disclosure 95. No Corporation employee or any member of Council shall disclose any details regarding Bids except as permitted by this by-law and the Municipal Freedom of Information and Protection of Privacy Act. POLICY F8 (Freedom of Information & Protection of Privacy) This policy deals with the use of confidential information by members of Council (see Attachment 5). XI. USE OF CITY PROPERTY, CODE OF CONDUCT SERVICES AND OTHER RESOURCES 2 Conduct No member of Council shall use, or permit Members of Council shall not: the use of, municipal land, facilities, equipment,-supplies, services, staff or other resource, including any municipally- b) use municipal property, equipment, owned information, website, Council supplies or services of consequence transportation delivery service or funds for activities not associated with the allocated for member of Council expenses, discharge of official duties. for any purpose or activity other than the lawful business of the municipal c) benefit from the use of information corporation. No member shall seek or relating to the affairs of the acquire any personal financial gain from Municipality. the use or sale of confidential information, d) benefit from the use of information or any municipally-owned intellectual 15-58 I REPORT NO,: LGL-010-13 PAGE 5 i property including any invention, creative acquired during the course of-official writing or drawing, computer program, duties which is generally not available j technical innovation, or any other to the public. information or item capable of being patented or copyrighted, of which property PURCHASING BY-LAW 2010-112 remains exclusively that of the Personal Purchases municipality. 97 (1)In this section, "Personal Purchase" means a purchase of Goods and/or Services requested by an elected official, an appointed official or by any other employee of the Corporation that is not required for the purposes of the Corporation or a Local Board. (2)No Personal Purchases shall be made by the Corporation for any Member of Council, member of a Local Board, or employees of the Corporation, unless specifically-authorized. XII. CONDUCT OF ELECTION POLICY F110 (Use of Corporate CAMPAIGNS Resources for Election Purposes) Every member shall comply with all This Policy (approved by.Council on applicable requirements of the Municipal January 27, 2010) comprehensively deals Elections Act, 1996. No member shall use with all of these matters (see Attachment confidential information, facilities, 6). equipment, supplies, services or other resources of the municipality, including any Councillor newsletter or website linked through the municipality's website, for any election campaign or campaign-related activity. No member shall undertake campaign-related activities on City property during regular staff working hours unless authorized by the municipality. No member shall use the services of any person for election-related purposes during hours in which that person receives any compensation from the municipality. XIII. NO IMPROPER USE OF No comparable Municipal by-law or policy. INFLUENCE f' 2.2 Code of Conduct policies 2 e), g) and h) and section 82 of Purchasing By-law 2010-112 (reproduced below) govern the conduct of members with respect to the procurement of goods and services. There are no comparable provisions in the Model Code. 15-59 REPORT NO.: LGL-010-13 PAGE 6 CODE OF CONDUCT 2. Conduct Members of Council shall not: 0) sell goods or services to the Municipality or have a direct or indirect interest in a company or own a company which sells goods or services to the Municipality. g) bid on the sale of goods except those disposed by public auction. h) use Municipal buying power for personal gain or benefit. PURCHASING BY-LAW 2010-112 Conflict of Interest 82. The, participation of members of Council and employees of the Corporation in the procurement process shall be governed by, in the case of members of Council, the Municipal Conflict of Interest Act and, in the case of employees, by the Code of Ethics Policy H3. 2,3 Staff will require further direction if there is a desire to amend Council's position respecting what conduct is to be regulated and how the Code is to be enforced. 3.0 CONCURRENCE 3.1 The Municipal Clerk concurs with the recommendation in this Report. CONFORMITY WITH STRATEGIC PLAN — Not applicable, Attachment 1: Model Code of Conduct Attachment 2: Code of Conduct— Members of Council (November 2009) Attachment 3; Policy E1 - Code of Ethics Attachment 4: Policy E5 - Harassment Attachment 5: Policy F8 - Freedom of Information & Protection of Privacy Attachment 6: Policy F110 - Use of Corporate Resources for Election Purposes 15-60 ATTACHMENT NO. 1 TO REPORT LGL-0010-13 I • I Schedule A to By-law 2009-L0 i Code of Conduct L Members of Councl( ' ' C • j • I 1, Purpose The Code of Conduct for members of council selves as a guide to members of council in the Individual conduct of their official duties, The Code represents general standards, It does not replace council member's roles, responsibllitles, actions and behavlours required by various statutes. I 2, Conduct Members of council shall not: a) breach the public trust or misappropriate public funds and/or resources. b) use Municipal•property, equipment, supplies or services of consequence for activities not associated with the discharge of official duties, c) benefit from the use of Information relating to the affairs of the Municipality, d) benefit from the use of Information acquired during the course of official duties which Is not generally available to the public, e) sell goods or services to the Municipality or have a direct or Indirect 1 Interest in a company.or own a company which.sells goods or services to the Municipality. I` f) conduct their work activities In a manner which may cause personal injury to themselves or others or damage to equipment or property of the Municipality. g) bid on the sale of goods except those disposed by public auction. h) use Municipal buying power for personal gain or benefit, !' 3. Enforcement The onds of compliance of the Code Is on the Individual member of council,. In addition, the provisions of various statutes pertaining to the roles, responsibilities, actions and behavlours governing members of counclf apply to.Instances of improper conduct, 15-6 ATTACHMENT NO, 2 TO REPORT LGL-0010-13 Ontario Municipal Act MODEL FORM OF CODE OF CONDUCT FOk MEWERS OF COUNCIL I. PRINCIPLES UPON WHICH THIS CODE IS BASED Improving the quality of municipal administration and governance can best be achieved by encouraging high standards of conduct on the part of all municipal officials.In particular,the public is entified to expect the highest standards of conduct from the members that it elects to local government. In turn, adherence to these standards will protect and maintain the municipality's reputation and integrity, Key statements of principle that underline this Code of Conduct are as follows; Members of Council must serve and be seen to serve their constituents in a consci- entious and diligent manner; Members of Council must be committed toperforming theirfunctions withintegrity, avoiding the improper use of the influence of their office,and conflicts of interest, both apparent and real; • Members of Council are expected to perform their duties in office and arrange their private affairs, in a manner that promotes public confidence and will bear close public scrutiny; • Members of Council must recognize and act upon the principle that democracy is best achieved when the operation of government is made as transparent and ac- countable to members of the public as possible;and • Members of Council shall seek to serve the public interest by upholding both the letter and spirit of the laws of Parliament and the Ontario Legislature,as well as the laws and policies adopted by the municipal council. II. APPLICATION OF THIS CODE This Code of Conduct applies to every member of the Council; M, IDEFINkTIONS In this Code of Conduct: "child"means a child born within or outside marriage and.includes an adopted child and a person whom a member has demonstrated a settled intention to treat as a child of his or her fly; "Council"means the Council of the[name of the municipality to be inserted here]; "information"includes a record or document; "member"means a member of the Council, unless the context otherwise requires;"parent" means a person who has demonstrated a settled intention to treat a child as a part of his or her family whether or not that person is the natural parent of the child; COC-2 15-62 r I i • 4 I • I i I l Code of Conduct for Members of Council t "Person"includes a corporation,partnership,association and any other entity,as the context allows;and E "spouse"means a person to whom a person is married or with whom the person is living in a conjugal relationship outside marriage, C01Y PLIAiNCE VRTH DECLARATION OF OIFICE Every member shall act in accordance with his or her declaration of office, V, ADEEItEN'CE TO COUNCIL POLICIES AND PROCEDURES I Every member of Council shall observe and comply with every provision of this Code of Conduct, as well as all other policies and procedures adopted or established by Council y affecting the Councillor,acting in his or her capacity as a member of Council. VI. C0NDUCT AT 1t1EETINGS F b or herself properly.and in a civil manner at Council, Every member shall conduct himself committee and other meetings,and in accordance with the provisions of the Procedure By-. law,this Code of Conduct,and other applicable law. VII. CONDUCT RESPECTING OTHERS Every member of Council has the duty and responsibility to treat members drhe public,one n another and staff appropriately and without abuse, bullying or intimidation, and to ensure that the municipal work environment is free from discrimination and-harassment. A member shall not use indecent,abusive orinsultingwords or expressions toward any other member,any member of staff or any member of the pubkc, . r A member shall not speak in a manner that is discriminatory to any individual,based on that a person's race,ancestry, aplace of origin, �gander,gendero � asexual orientation age, �colour marital status,or disability. VIII, CONDUCT RESPECTING STAB' I' Under the direction of the senior municipal administration, and in accordance with the decisions of Council, municipal staff are required to serve the municipal corporation as a whole,.Every member shall be respectful of the role of staff to provide advice based on n political neutrality and objectivity and without undue influence.from any member or faction of the Council.Accordingly,no member shall maliciously or falsely injure or impugn the professional or ethical reputation of any member of staff.Every member'shall show respect A for staff,and for their professional capacities and responsibilities. No member shall compel any member of staff to engage in partisan political activities, or subject any member of staff to threat or discrimination for refusing to engage in any such activity, No member shall use or attempt to further his or her authority or.influence by . o COC-3 • I 15-63 Ontario Municipal Act intimidating,threatening,coercing,commanding orinfluencing improperly any staffinember or interfering with that person's duties,including the duty to disclose improper activity: IX. GIFTS AND BENEFITS � For the purposes of this Code,a gift or benefit provided,with the member's knowledge,to a member's spouse,child orparent,or to his or her staff,thatis connected directly or indirectly to the performance of the member's duties,is deemed to be a gift or benefit to thatmember, No member shall accept a fee,advance,gift or personal benefit that is connected directly or ' indirectly with the performance of his or her duties of office,unless permitted under one or _ more of the exceptions listed below. Each of the following is recognized as an exception: (a) compensation authorized by law; - (b) a gift or benefit of the kind that normally accompanies the responsibilities of office and is received as an incident of protocol or social obligation; _ (c) a political contribution otherwise authorized and reported as required by law,in the _ case of a member running for office; (d) services provided without compensation by a person volunteering his or her time; (e) a suitable memento of a function honouring the meniber, — (f) food,lodging,transportation or entertainment lawfully provided by any Provincial, regional or local government or board or political subdivisions of any of them,by the Federal government,a foreign government,or by those organizing a conference, seminar or event where the member is speaking or attending in an official capacity; (g) food and beverages consumed at a banquet,reception or similar event,if, (i) attendance by the member is for a legitimate municipal purpose; E (ii) the person extending the invitation, or a representative of the organization holding the event,is in attendance;and (iii) the value is reasonable; (h) communications to the office of a member,including subscriptions to newspapers and periodicals;and (i) a sponsorship or donation for a community event organized or run by a member,or a third party onbehalf of aniember,subject to thelimitations setoutin any applicable _ municipal policy, Except for exception(c)(political contributions allowable by law), these exceptions do not i apply where a gift or benefit is provided by a lobbyist or a lobbyist's client or employer.In L this provision,a lobbyist is an individual,organization or business who or that: (a) lobbies,or causes the lobbying of,any public officeholder of the municipality,the municipal council or corporation,or a local board; — COC-4 15-64 i Code of Conduct for Members of Council (b) the member knows is attempting or intending to lobby the member or any of the public persons or bodies listed in paragraph(a);or (c) is maintaining an active lobbyist registration with the municipality,whether or not with respect to any specific or current subject-matter. In the case of any of the recognized exceptions(b),(e),,(f),(h)and(i),if the value of the gift or benefit exceeds$300,00,or if the total value of gifts or benefits received from any one source during the course of a calendar year exceeds$300.00, the member shall file,within 30 days of receipt of the gift or benefit,or of reaching the annual limit,a disclosure statement with the municiplity(or with its Integrity Commissioner], The disclosure statement must set out: ! 1 the nature of every gift or benefit received; 2 its source and date of receipt; 3 the circumstances under which it was given and received; ' 4 its estimated value; 5 what the recipient intends to do with any gift;and 6 whether any gift will at some point be provided to the municipality, i Every disclosure statement filed under this Code shall be made a public record. i Upon receiving a disclosure statement, the Integrity Commissioner, or other responsible municipal official,shall examine it'to ascertAin whether the receipt of the gift or benefit might, h in his or her opinion,constitute a contravention of this Code or create a conflict between a private interest and the public duty or responsibilities of the member.In the event that the Integrity Commissioner makes such a determination,he or she shall call upon the member to justify receipt of the gift or benefit, Should the Integrity Commissioner or other municipal official determine that receipt of any gift or benefit was inappropriate,he or she may direct the member to return the gift,reimburse the donor for the value of any gift or benefit already consumed,forfeit the gift or remit the value of any gift or benefit already consumed,to the municipality. Except in the case of exceptions(a),(c),(f)and(i),no member shall accept a gift or benefit worth in excess of$500.00,or gifts or benefits from one source during a calendar year which together are worth in excess of$500,00. 1 X. CONVENTIAL INFORMATION I f In this Code,."confidential information"includes any information in the possession of, or received in confidence by,the municipality that the municipality is prohibited from disclosing, or has decided to refuse to disclose, under the Municipal Freedom of Infotmation,and Protection of Privacy Act,or any other law,"Confidential information"also includes infor- mation of a corporate,commercial,scientific or technical nature received in confidence from third parties;personal information;information that is subject to solicitor-client privilege; information that concerns any confidential matters pertaining to personnel,labour relations, litigation,property acquisition, the security of the property of the municipality or a local board; and any other information lawfully determined by the Council to be confidential,or required to remain or be kept confidential by legislation or order, i COC-5 j' i^ l I i' 15-65 1` Ontario Municipal Act - No member shall disclose,release or publish by any means to any person or to the public any confidential information acquired by virtue of his or her office, in any form, except when required or authorized by Council or otherwise by Iaw to do so. No member shall use confidential information for personal or private gain or benefit,or for the personal or private gain or benefit of any other person or body. A matter, the substance of a matter, and information pertaining to a matter, that has been debated or discussed at a meeting closed to the public, shall be maintained,as confidential, unless authorized by the Council or legislation to be released,generally or subject to condi- tions,and such are complied with,No information pertaining to such a matter,the manner in which it was dealt with at the meeting, or any part or description of the debate,shall be disclosed unless authorized by the Council or otherwise by law. A member may disclose the content of any matter referred to in the preceding paragraph or the subject-matter of deliberations,at an in camera meeting,only after the Council or com- mittee lawfully and knowingly discusses the information at a meeting that-is open to the public or releases the information to the public. Without limiting the generality of the foregoing,no member shall,without lawful authority, disclose,or make personal use of,any of the following types of confidential information: —! • Jnformatiou concerning litigation,negotiation or personnel matters; information the publication of which may infringe on the rights of any person(e.g, -7'- source of a complaint where the identity of a complainant is given in confidence); i • price schedules in any contract,tender or proposal document while such remains a confidential document; —T " • information deemed to be"personal information"under the Municipal Freedom of Information and Protection of Privacy Act;and • any other information or statistical data required by law not to be released. No member of Council shall obtain access,or attempt to gain access, to confidential infor- mation in the custody of the municipality except to the extent that such access is necessary for the performance of his or her duties and such access is not prohibited by Council or otherwise by law, U. USE OF CITE'PiOPERTY,SERYICI'S AND 0TH9R RESOURCES _- No member of Council shall use,or permit the use of,municipal land,facilities,equipment, supplies, services, staff or other resource, including any municipally-owned information, -, website, Council transportation delivery service or funds allocated for member of Council expenses,for any purpose or activity other than the Iawful business of the municipal corpo- �-- radon.No member shall seek or acquire any personal financial gain from the use or sale of confidential information, or of any municipally-owned intellectual property including any T' invention,creative writing or drawing,computer program,technical innovation,or any other information or item capable of being patented or copyrighted, of which property remains exclusively that of the municipality, COC-6 U,_ 7` 15-66 i Code of Conduct for Members of Council 1 CONDUCT OF-E LECTION CAMPAIGN Every member shall comply with all applicable requirements of the Municipal Elections Act, 1996.No member shall use confidential information,facilities,equipment,supplies,services or other resources of the municipality,including any Councillor newsletter or website linked through the municipality's website,for any election campaign or campaign-related activity. No member shall undertake campaign-related activities on City property during regular staff working hours unless authorized by the municipality.No member shall use the:services of any person for election-related purposes during hours in which that person receives any compensation from the municipality, M. 1 tO aTPROPER USE OF ZN LUNCF No member of Council shall use the influence of his or her office for any purpose other than f for the lawful exercise of his or her official duties and for municipal purposes, No member of Council shall use his or her office or position to influence or attempt to influence the decision of any other person,for the member's private advantage or that of the member's parent,child,spouse,staff member,friend or associate,business or otherwise.No member shall attempt to secure preferential treatment beyond activities in which members normally engage on behalf of their constituents as part of their official duties.No member shall hold out the prospect or-promise of future advantage through the member's supposed' influence within,Council,in return for any actiop or inaction. For the purposes of this provision,"private advantage"does not include a matter; (a) that is of general application; (b) that affects a member of Council,his or her parents/children or spouse,staff mem- bers,friends or associates,business or otherwise,as one of a broad class of persons; or (c) that concerns the remuneration or benefits of a member of Council, • I This provision does not prevent a member of Council from requesting that Council grant a lawful exemption from a policy, k' i 3KI7. NON-COMiTLLAWI CE VnTH <MS CODE OF CONOI7CT—SANCTIONS A member found by Council to have contravened any provision of this Code,is subject to one ormore of the following consequences imposed by Council,asreferred to in the following two paragraphs: The Municipal Act,2001 authorizes the Council,where it has received a report by its Integrity Commissioner that,in his or her opinion, there has been a violation of the Code of Conduct, to impose upon the offending member of Council: j. 1• a reprimand; 2 suspension of the remuneration paid to the member in respect of his or her services as a member of Council or a local board,as the case may be,for a period of up to 90 days. �. I COC-7 j. , I I i 15-67 Ontario Municipal Act The Integrity Commissioner may also-recommend that Council or a local board take one or more of the following actions: 1 removal-from membership on a committee or local board; 2 removal as chair of a committee or local board; 3 repayment or reimbursement of monies received; 4 return of property or reimbursement of its value; 5 request an apology to Council,the complainant,or both;or 6 any other or additional action deemed by Council to be appropriate,and which is within its power to take. XT, NO REPRISAL OR OBSTRUCTIONLN THE APPLICATIOi t OR Mi'�t, ORCE- METNT O-'THIS-COBE Every niember of Council must respect the integrity of the Code of Conduct and inquiries and investigations conducted under it,and shall co-operate in every way possible in securing compliance with its application and enforcement.Any reprisal or threat of reprisal against a complainant of any other person forproviding relevantinformation to the Integrity Commis- sioner or any other person is prohibited.It is also a violation of the Code of Conduct to obstruct the Integrity Commissioner,or any other municipal official involved in applying or furthering the objectives or requirements of this Code,in the carrying out of such responsi- bilities, esponsibilities,or pursuing any such objective. STATUTES REGULATDfG THE COINDUCT OF COUNCILLORS In addition to this Code of Conduct,the following Ontario legislation also governs the conduct of member's of Council-, • the JldunicipalAct,2001,as amended; • the Municipal Conflict of InterestAct, • the Municipal Elections Act,1996;and • the Municipal Freedom of Information and Protection of Privacy Act. The Criminal Code of Canada also governs the conduct of members of Council. A member may become disqualified and lose his or her seat by operation of law,including being convicted of an offence under the Criminal Code of Canada or being found to have failed to comply with the Municipal Conflict of Interest Act,whether or not the conduct in question involves contravention of this Code of Conduct, In'the case of any inconsistency between this Code and a Federal or Provincial statute or regulation, the statute or regulation shall prevail. COC-8 15-68 Corporate Policy Leading the Way ._ POLICY TYPE: 'Working Conditions and Programs ATTACHMENT# 3 T®RCPgHT# POLICY TITLE: Code of Ethics POLICY#: El POLICY APPROVED BY: Council EFFECTIVE DATE: December 10,2001 REVISED: September 18,2012 APPLICABLE TO: All Employees 1. Purpose: To provide a standard of conduct for employees of the Corporation in the carrying out of their work assignments and their relationships with the public, elected officials and each other, s 2. Policies/Proced.ures: Conduct a) Employees are expected to promote the goals, objectives and policies of the Municipality of Clarington. b) Employees will acknowledge and recognize the dignity and worth of every resident they-serve and person with whom they work. c) Employees shall not breach the public trust or misappropriate public funds and/or resources, l j d) Employees shall not use Municipal property, equipment, supplies or services of consequence for activities not associated with the.,discharge of official duties. e) Employees shall not participate in any decision,promotion or make any recommendation to their supervisor, Committee or Council; in which they or their (' immediate family has any financial interest except as a resident of the Municipality. j- (Refer to Appendix for clarification), f) Employees shall not solicit or accept any gift,present or favour,the acceptance of which shall place, or appear to place,_the employee under an obligation to the donor or the Municipality in a compromising situation. (Refer to Appendix for clarification). g) Employees shall not place themselves in a position where they are under obligation to any person who might benefit from consideration or favour on their part or who may seek in any way,preferential treatment. . E` h) Employees shall not benefit from the use of information relating to the affairs of the Municipality. t k El —Code of Ethics Page 1 of 3 15-69 Corporate Policy i golu i) Employees shall not benefit from the use of information acquired during the course of official duties which is not generally available to the public, j) Employees shall not accept outside employment while in the employ of the Corporation where such employment would place or appear to place them in a conflict of interest situation. k) Employees shall not sell goods or services to the Municipality or have a direct or indirect interest in a company or own a company which sells goods or services to the Municipality. 1) Employees shall not treat or provide preferential treatment to any enterprise, organization, group or person. m) Employees shall not conduct their work activities in a manner which may cause personal injury to themselves or others or damage to equipment or property of the Municipality. n) Employees are expected to report to work in a fit condition to carry out their work duties. Employees reporting to work in an unfit condition will be sent home without pay. The Corporation considers an employee unfit for work if they are under the influence of alcohol or other substances which may compromise their ability to work, This includes legal medications which may impair one's effectiveness and/or judgment and those other substances which are illegal. Likewise, consumption of alcohol or illegal substances during working hours and on corporate property is strictly forbidden. o) Employees shall not bid on the sale of the Municipality's goods except those disposed by Public Auction. p) Employees shall not use Municipal buying power for personal gain or benefit. Outside TVork Employees shall not,without the approval of the Department Head or the Chief Administrative Officer as the case may be: a) Engage in any business or transaction or have financial or other personal interest, which is incompatible with the discharge of their official duties, b) Engage in any outside work or activity or business undertaking: i) That interferes or appears to interfere with the employee's duties, in which the employee has an advantage or appears to have an advantage derived from the employment in the Municipal Corporations. ii) In a professional capacity that will or might appear to influence or affect the carrying out of duties as a Municipal employee. El —Code of Ethics Page 2 of 3 15-70 i I I i Corporate Policy CLeading the Way Communications a) An employee shall be courteous, civil and act in good faith with all persons with whom he/she is dealing with in the course of their employment. An employee shall not in the course of their employment send correspondence or otherwise communicate to any other person in a manner that is abusive, offensive or otherwise inconsistent with the proper tone of a professional communication from a Municipal employee, except in extenuating circumstances such as an abusive member of the public. b) Employees should recognize that as a representative of the Municipality,their actions both during and after working hours reflect the Municipality of Clarington. Therefore, they are encouraged to adhere to this policy regarding communications when addressing council or elected representatives even as a private citizen. Conjiden tial Information In the course of employment with the Municipality, an employee may work with information and/or materials which are confidential. Each employee has a moral and legal `' obligation not to disclose any such information or use that information for the gain or profit of the employee or any other'person. This obligation continues even after the employee discontinues working for the Municipality of Clarington. Disclosure Whenever an employee considers that he or she could be involved in a conflict of interest as prohibited in this policy,the employee shall immediately disclose the situation to the Department Head(or his or her designate), or the Chief Administrative Officer, as the case may be. The voluntary disclosure of areas of conflict of interest shall be treated as confidential by the employee and Municipal authorities and the employee should abide by the advice given to him/her. Contravention Should a situation arise which appears to be in contravention of this policy,the Chief Administrative Officer shall,in consultation with the employee's Department Head and any ! other Municipal Official he may wish to consult, determine what action is appropriate in the. circumstances,which may include discipline up to and including termination of service. The matter may then be reported, at the discretion of the Chief Administrative Officer, to the appropriate Committee(s) of Council for information. 3. Appendix: I` Code of Ethics Guidelines t i El —Code of Ethics Page 3 of 3 15-71 Appendix to Policy E 1 Code of Ethics Guidelines The following interpretation and guidelines are provided to augment and/or to clarify the Code of Ethics Administrative and Corporate policy. If there is any question arising out of the following, employees are encouraged to contact the Chief Administrative Officer whose decision will be final. Sections: Conduct(e) "Immediate family member"used in this subsection shall mean spouse, father,mother,son or daughter. Conduct(f) Any employee shall not accept any gift either at home or at the place of business from any person, company or business, irrespective of whether or not the person, company or business has any business connection with-the Municipality,in the past, currently or in the fat-Lire, In the latter situation,it is understood that an employee cannot predict who will be doing business with the Municipality in the future. In this situation,an employee should seek advice from the Department Head. For example, a development company, or a potential supplier may not have any past or current business tivith the Municipality. However, the employee should be cognizant of the nature of the business of these companies and should not accept any gift from these companies because it would place the employee in a compromising sitotion. The above guidelines apply to personal gifts during the Christmas season. The only exception being a gift to the Department as a whole and could include such items as a fruit basket, chocolates, etc., during the Christmas Season. In the event gifts are dropped off before the employee has the opportunity to refuse acceptance,the gifts should be turned over to the Department Head who shall: a) Return the gifts if it does not cause the Municipality to incur unnecessary expenses; or b) Telephone the donor and request to have the gifts picked up. Should the gifts not be picked up, the Department Head shall donate the gifts to a local charity and advise the donor in writing of the action taken. Outside The Code of Ethics was never intended to prohibit.any employee of the Work Municipality to augment his/her income by engaging in other part-time employment opportunities which bear no resemblance to hislher municipal work. If the nature of the part-time/outside work is related,the employee should seek prior clearance from the Department Head. 15-72 ATTACHMENT NO,4 TO REPORT LGL-0010-13 Corporate Policy E Leading fire 3Vay i POLICY TYPE: Working Conditions and Programs POLICY TITLE: Harassment POLICY M. E5 POLICY APPROVED BY: Chief Administrative Officer j EFFECTIVE DATE: April 28, 1997 REVISM, October 2,2012 APPLICABLE TO: All Employees and Elected Officials t The Cozporation of the Municipality of Clarington is dedicated to providing a healthy and safe work environment. Acts of workplace harassment by staff, volunteers or visitors will not be tolerated, The Municipality of Clarington has a zero.tolerance policy regarding workplace harassment. Any violation of the policy will be investigated and may result in disciplinary action up to and including termination with cause, Violence in the workplace,is dealt with under a separate Health&Safety Policy(E-8 Workplace Violence). i 1. Purpose: a) To convey the Municipality's commitment to maintaining a workplace free of harassment, b) To ensure employees know what to do if he/she has been harassed or accused of j harassing another individual, and are aware of their responsibilities in maintaining a harassment Ne workplace I 2. Definitions 2.1 Workplace: any location where business of the Municipality is�being conducted such as offices and buildings of the Corporation. The workplace includes cafeterias, washrooms,locker rooms,work sites, on-road municipal vehicles and personal vehicles while occupied by municipal employees during travel for the purpose of municipal r business,during regular or non regular hours as required, Harassment that occurs outside the workplace but which has repercussions in the work environment,adversely affecting employee relationships,may also be defined as workplace harassment,with each situation to be evaluated on its own merit, 2,2 Harassment:means engaging in a course of vexatious comments including electronic means of communication or conduct by an employer,someone acting for the employer or co-worker.towards any other employee which is intimidating, annoying or malicious and may relate to race, ancestry,place of origin, colour, ethnic origin,,eitizenship, religion/creed,sex,sexual orientation, age,record of offences(provincial offences and pardoned federal offences),marital status,family status or handicap,against a worker in a workplace that is known or ought reasonably to be known to be unwelcome whether intended or not, r E5-:Harassment Page 1 of 7 C j G 15-73 E Corporate Polio �,encling the wny ` 2,3 Harassment is further explained as follows; a) Sexual Harassment; • Sexual advance or solicitation by a person who is in a position to grant or deny a benefit to another. * Reprisal or threat of reprisal by a person in a position to giant or deny a benefit to a person who has rejected his or her sexual proposition * Unnecessary or unwanted physical contact,ranging from touching,patting or pinching to physical assault • Leering or other suggestive gestures * Unwelcome remarks,jokes,suggestions or insults about a person's physical appearance, atdre'or sex • Displaying,sending or communicating electronically or by any other means pornographic pictures or other offensive, sexually explicit material + Practical jokes of a sexual nature,which cause awkwardness or embarrassment * Demands or requests for sexual favours,particularly by a person who is in a position to grant or deny a benefit + Compromising invitations b) Discriminatory-Harassment * Unwelcome remarks,jokes or insults about a person's racial background, colour, { place of birth,ancestry or citizenship * The displaying of racist,derogatory or otherwise offensive material • Insulting gestures or practical jokes based on racial or ethnic grounds which cause embarrassment • A refusal to converse or wozk with an employee because of his or her racial or ethnic background • Any other situation as defined by the prevailing Human Rights Code e) Workplace Harassment • Physically abusive or aggressive behaviour such as pushing,bitting,finger pointing or standing close to the victim in an aggressive manner, • Using intimidating or disrespectful body language • Verbally abusive.behaviour such as yelling, insults,intimidating comments and name calling • . Spreading malicious rumours + Excluding or ignoring the victim + Making little or no eye contact with the victim and refusing to engage in common pleasantries * Sabotaging the victim's work or claiming credit for it * Reportedly blaming others for mistakes * Making false allegations in memos or other documents i' • A supervisor undermining the victim's efforts by setting impossible goals and =deadlines and impeding an employees efforts at promotions or transfers E5-Harassment page 2 of 7 15-74 r i • M v, Corporate Policy Leading theWi�y r f • Persistent excessive and unjustified criticism and constant scrutiny by a supervisor IA Examples that do not constitute'Workplace Harassment,providing they are undertaken without malice or intent to intimidate or undermine; • performance reviews • work assignments • work evaluation • disciplinary measures-taken by the employer for valid reasons • normal workplace conflict that,may occur between individuals,or differences in opinion between co-workers • requesting medical documentation in support of an absence from work . �.Policies; a) The Corporation of the Municipality of Clarington, CUPE Local 74 and the Clarington .Fire Fighters Association,Local 3139 supports and recognizes their obligations regarding the right for every employee to work in a harassment fee environment,as specified in the preyailing Ontario Human Rights Code and the Occupational Health & Safety Act. r b) In keeping with its legal and social responsibilities as an employer,the management of the Corporation shall treat any complaint of harassment as a serious matter, c) No employee shall be harassed because of race,ancestry,place of origin, colour,ethnic origin,citizenship,religion, creed,sex,sexual orientation, age,record of offences (provincial offences and pardoned federal offences),marital status,family status or disability, � d) A spirit of fairness to both parties must guide the proceedings, This includes the respondent's right to know both the allegations and the accuser and'the rights of both parties to a fair and impartial investigation and possibly a hearing. ' e) Confidentiality will be maintained to the best of management's ability.Any employee who is the subject of a complaint shall be informed of the complaint as soon as E reasonably possible.The complainant who wishes to seek a remedy or a sanction through this procedure must be prepared to be identified to the respondent which will be undertaken with efforts to maintain respect for all involved in the situation.All involved in the process are requested to maintain confidentially, f) This policy provides that the complainant not be compelled to proceed with the complaint unless the situation warrants as determined by management. It further provides the complainant with the right to withdraw a complaint at any point up to the final disposition of the matter.Based on knowledge obtained,the Corporation may be required to proceed with the investigation and report without the complainant's direct j involvement, ES-Harassment Page 3 of 7 15-75 i; ' i Corporate Policy cy ,�eadtng ll:e Way g) The respondent is entitled to a specific disposition of the issue as appropriate to the situation and findings, h) The final result or discipline if any, enforced as a result of the complaint need not be shared with the complainant. i) Every effort must be made by all parties to stop the harassment immediately, j) Any employee may at any time throughout the process seek advice or assistance from the Ontario Human Rights Commission. 4. Procedures: The Complainant: Any person who believes he/she is being harassed by another person is advised to take the following measures: Step#1—Ask the harasser to stop: Inform the harasser that his or her behaviour is unwelcome. An individual(although he or she should know better)may not realize that he or she is being offensive. A simple chat may resolve the problem.If the person refuses to cooperate,remind him or her that such behaviour is against Municipal policy, If the employee feels uncomfortable asking the harasser to stop, assistance or intervention by Human Resources may be sought, Step#2—Deep a record of the harassment: When did the harassment start? (E.g, dates,time;locations). What happened?Were there any witnesses?Were there any threats or reprisal?What was your response? Failure to keep a diary of the events will hot invalidate your complaint.A record will, however,reinforce it, Step#3—Lodge a complaint: a) If the harassment, despite your efforts to stop it, continues,you should report the problem to your Supervisor,Department Head or a designate from Human Resources,If the offending person is the designate from Human Resources,the complaint should be taken directly to the Chief Administrative Officer or designate,If the offending person is the Department Head,the complaint shall be reported to Human Resources who will bring this matter to the CAO.If the offending person is the CAO,the Human Resources designate has the ability to advise Council in a confidential report. b) If the complaint is against a member of Council, an independent investigation will be conducted,with the report going to the GAO,who is authorized to advise Council of the independent results, c) Once the complaint is received,if verbal,Human Resources will document the events as communicated, If the compliant is in writing the date and time received will be recorded. Both parties may have a copy of the complaint,but Human Resources will retain all formal records. E5 -Harassment Page 4 of 7 15-76 i Corporate Policy heading the Way d) Where a manager or supervisor initially receives the official complaint,it is his/her responsibility to ensure that the designate from Human Resources and the Department Head is notified about the complaint as soon as reasonably possible, The designate from Human Resources is then responsible for assessment and initiation of an investigation. e) The designate from Human Resources will acknowledge receipt of a complaint as soon as reasonably possible to the Manager/Department Head/Complainant/Alleged Harasser, f) The Department Head and the CAO will be kept apprised of the process as to the appropriate steps throughout the process. Human Resources: Human Resources with assistance from the Health&Safety Coordinator if requested shall take the following steps; Step#I—Investigation of Complaint will be conducted by Human Resources or by Independent investigator as appropriate to the circumstances as determined by Human Resources, a) Fact finding i). A confidential intei view with relevant parties will be conducted to obtain information and clarify the details of the reported incident. Both parties will have an opportunity to identify witnesses or others who may be interviewed. Where witnesses are not identified, or where otherwise appropriate,co-workers or other individuals may be interviewed. All interviews will be conducted in a confidential manner. ii). The results and conclusions of the investigation will be documented after interviewing the complainant,respondent and any other relevant witnesses including co-workers if necessary. Complainant and/or respondents may be asked to verify documentation.Where appropriate and necessary,the investigator may contact the Ontario Human Rights Commission or independent investigation firms for advice or assistance, b) Preliminary findings i) Where the information revealed early in the investigation suggests a reasonable possibility of a resolution, an early settlement maybe proposed prior to conducting the entire investigation. ii) Where appropriate,a meeting may be convened with the parties (either individually or collectively as appropriate)involved to discuss preliminary findings of the investigation and inform.participants of the possibility and nature of early settlement and the reasons, f is iii) This stage allows all parties to become aware of the tentative findings and presents an opportunity,based on the information, to resolve the matter upon agreement of all parties without further investigation. t' iv) Where agreement is reached and the matter deemed resolved, a summary report will be prepared for the Chief Administrative Officer and appropriate Department Head, E5-Harassment Page 5 of 7 iL 15-77 Corporate Polio Leading the Way { v) In situations where both parties agree on a settlement but Human Resources deem the situation could pose a risk of further action, danger or legal outcome, Human Resources will make recommendations to the CAO regarding acceptance of the proposed settlement or proceeding further, c) Further investigation i) Where,as a result of preliminary findings, a resolution cannot be proposed or achieved,or where the designate from Human Resources determines that file Closure at this point would not be appropiiate,further investigations will be conducted, d) Notification and discussion of results i) The designate from Human Resources will subsequently schedule meetings with the complainant, alleged harasser,Department Head and/or Chief Administrative Officer where necessary, to present and discuss the`fiudings and conclusions of the investigation, Separate meetings may be convened if necessary and all parties have aright to be represented, e) Report of Findings i) A written general summary of the complaint and results of the investigation will be provided to the Chief Administrative Off oex,Director of Corporate Services/HR,Department Head the complainant and the respondent as they are ' affected by the outcome,Documents are retained by Kumasi Resources and detailed notes are not provided to complainant or respondent, ii) The final full report will not be released to complainant or respondent or other party involved unless extenuating circumstances dictate,or there is a legal requirement to release the report, " f) Disciplinary measures i) If there is evidence of harassment,disciplinary measures will be taken by the Department Head,in consultation with the Director of Corporate Services/HR and the Chief Administrative Officer as appropriate, Such discipline may include suspension or discharge, Documentation regarding the disciplinary action will be placed in the employees personnel file, g) Malicious complaints i) Where, as a result of an investigation,it is determined that the complaint was made maliciously—with a specific and directed intent to harm,or made in bad faith with reasonable knowledge of any intent to harm,formal disciplinary actions,may.be taken against the complainant,after consultation with the Department Head,Director of Corporate Seivieas/HR and/or CAO as appropriate. Documentation regarding the disciplinary action will be placed in the employee's personnel file. i E5-Harassment Page b of 7 15-78 F r Corporate Policy (Leading the Way I. Step#2--Preventing a Re-Occurrence a) if the complaint is found to be not supported,no documentation of the complaint will be 1 d in the em to ee file of the respondent,unless the res ondent requests a letter of pace p y p p � clearance stating the claim was unfounded be placed into thein employee file,Human Resources will maintain all records. b) It is the responsibility of the Department Head and Supervisors to make all reasonable efforts to ensure that workplace harassment does not occur and that there is no retaliation for having made a good faith complaint in his or her department, The Respondent: a) Assess your behaviour seriously, Understand that even if you did not intend to offend, your behaviour has been perceived as offensive.Be aware that the test of harassment is not whether you intended to offend,but whether a reasonable person;ought to have known that the behaviour,comments or conduct were unwelcome. b) Cease the behaviour that the person finds offensive or unwelcome. Failure to cease this behaviour will leave you more vulnerable to a formal complaint,which could lead to disciplinary actions, c) If you believe the complaint is unfounded,discuss the matter with your supervisor and/or Department Head or Human Resources. d) You are entitled to know the allegations against you and to have an opportunity to j respond, i' e) Document your version of the alleged incident including tunes,places,what happened and any witnesses. f f) Cooperate with any investigation undertaken to resolve the matter, • F t i i C i L f r C E5 -Harassment Page 7 of 7 15-79 ATTAC"MENT NO* I*TO REPORT LGL-0010-13 Corporate Policy Leading the Way POLICY TYPE: Operational SUBSECTION: Communication/Customer Services POLICY TITLE: Freedom of Information & Protection of Privacy POLICY#: FS, POLICY APPROVED BY: Chief Administrative Officer EFFECTIVE DATE: April 30,2007 REVISED: April 16,2013 APPLICABLE TO: All Employees 1. Purpose: To provide a corporate program for access to information and protection of privacy, particularly on-how the Municipal Freedom of Information and Protection of Privacy Act (the Act)applies to information in the possession of the Municipality of Clarington. .2. Objective: The objective of this policy is to: 1. Ensure that information is made available to the public and necessary exemptions from the right of access are limited and specific. 2. Identify roles and assign responsibility regarding the use and disclosure of corporate information. 3. Commit to protecting the privacy of individuals with respect to personal information about themselves held by the Munkipality,and to provide individuals with the right of access to their information, 4. Establish guidelines for processing requests for information within the timeline restrictions imposed by the Act. 5. Communicate offences and liabilities as stated in the Act. 3. Definitions: 1, FOI Co-ordinator—For the purposes of this policy and related procedures,the Municipal Clerk is designated as the FOI Co-ordinator, 2. Council—For the purposes of this policy and related procedures,the terms Council, Councillor,Member of Council and Council Member shall include Mayor.] As recommended by the Information and Privacy Commissioner 15-80 F8—Freedom of Information &Protection of Privacy Page 1 of 6 ♦ ti. .21� x Jam, '�_ ti Corporate Policy Leath e 3. Head—For the purposes of the Act,the Head is the Mayor. The powers and duties of the Head have been delegated to the FOI Co-ordinator,however,the Head still remains accountable for actions taken and decisions made under the Act. i 4. Information and Privacy Commissioner—The Information and Privacy Commissioner is appointed by the Lieutenant Governor in Council. The � Commissioner is an officer of the Legislature and is independent of the government. The Commissioner hears appeals of decisions made by Heads of institutions, issues binding orders, conducts privacy investigations, and has certain powers relating to the protection of personal privacy. 5. Personal information- as defined in the Act,means recorded information about an identifiable individual,including, f (a)information relating to the race, national or ethnic origin, colour, religion, age, sex,sexual orientation or marital or family status of the individual, (b) information relating to the education or the medical,psychiatric, psychological, criminal or employment history of the individual or information relating to financial transactions in which the individual has been involved, (c) any identifying number, symbol or other particular assigned to the E individual, i (d)the address,telephone number,fingerprints or blood type of the individual, (e) the personal opinions or views of the individual except if they relate to another individual, (f) correspondence sent to an institution by the individual that is implicitly or explicitly of a private or confidential nature, and replies to that correspondence that would reveal the contents of the original correspondence, (g)the views or opinions of another individual about the individual, and (h) the individual's name if it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individual. 6. Sensitive Information—means privileged or proprietary information that only authorized people,are allowed to see which includes but is not limited to personal information and that is therefore not accessible to everyone. i.e. personal or confidential information. 7Record—Any information,however recorded,whether in printed form, on film,by electronic means or otherwise, and includes correspondence,memoranda,books,plans, i I F8—Freedom.of Information&Protection of Privacy Page 2 of 6 15-81 is 1 • `�i ��V;+ -' x 3�r :n� ._� `4 a j',• ' ® orate Policy Leading the Way neaps, drawings,diagrams,pictorial or graphic works,photographs,films,microfilms, sound recordings,videotapes,machine-readable records. 8. Request,Formal—A request for access to or copies of a record which is submitted in writing detailing the requested records,is dated and signed by the requester. This type of request should be received only after the informal request has been denied. 9. Request, Informal—A verbal request for access to or copies of a record. May also be referred to as an over-the-counter or routine request. All requests should begin informally and requesters should only formally submit a request as a last'resort. 10. Routine Disclosure—The routine or automatic release of certain types of administrative and operational records in response to informal rather than formal requests. 4. Responsibilities: Councillors—General Information Councillors may have a right of access to certain types of information that would not be available to the general public if they require the information in their capacities as members of council in order to carry out duties related to that function. Council members seeking access to information that is not ordinarily available to the public should direct their request to the appropriate department head. The department head,together with the Municipal Clerk,will review the information to ensure that disclosure of information to the councillor is in accordance with legislative requirements. Depending on the nature and type of information requested,the information provided to Councillors may be stamped"CONFIDENTIAL". In these circumstances, the information in question is considered to be confidential and the council member is prohibited from releasing the information in any format, without the express authorization of council. The same is true for information provided to councillors in preparation of closed council or committee meetings. There may be circumstances in which a councillor,who is not acting within his or her official capacity as member of council, requests access to information. The Councillor may submit a formal request under the Act. In this case,the councillor has the same status as any member of the public when requesting this information, and staff will apply the Act in the normal manner to determine whether access may be granted. Councillors—Personal Information Where a councillor, acting in the capacity of member of council seeks access to personal information of a third party(e.g., an employee or a constituent),he or she may only obtain the personal information if disclosure is specifically authorized under section 32 of the Act. Examples of authorized disclosure are; 15-82 F8—Freedom of Information&Protection of Privacy Page 3 of 6 r Corporate Policy Leading the Way c 1. With consent of the individual; 2. In compelling circumstance affecting the health or safety of an individual; 3. In compassionate circumstances,to facilitate contact with the next of kin or a friend of an individual who is injured,ill or deceased; or 4. Where disclosure to council as a whole(i.e., in council or committee meetings) or to the individual councillor is requited to fulfil a duty as an officer under the Municipal Act or other legislation. Councillors who have received access to personal information or other confidential information in the performance of their duties have a responsibility to protect this information while it is in their possession. Councillors must,therefore, ensure that the privacy of the individual to whom the information relates is protected at all times, and must keep the information physically secure so as to avoid unauthorized disclosure or destruction. A Councillor's Own Records r i The provisions of the Act cover records that are in the custody or under the control of the Municipality of Clarington. This includes information created by a third party that has been provided to, or obtained by, the Municipality. Councillors' records are considered personal records that are not subject to the Act where they are not related to the discharge of the councillor's responsibilities as a member of council or to some aspect to council's mandate and they are not in the custody or control of the municipality. There are factors used to determine issues of custody or control. Even records relating to constituency matters may be accessible if a consideration of the factors leads to the conclusion that they are in the custody or control of the institution. Chief Administrative Officer and Department Heads 1. Actively support the FOI policy., j I 2. Understand the policy and the principles of the Municipal Freedom of Information and Protection of Personal Privacy Act. E i i 3. Forward formal requests for information which are not common to their usual course j of business to the FOI Co-ordinator. 4. Work closely with the FOI Co-ordinator in the processing of the formal requests to ensure coinpliance within legislated time requirements. FOI Co-ordinator 1. Maintain a thorough knowledge of the FOI Policy and information request procedures. F8 —Freedom of Information &Protection of Privacy Page 4 of 6 15-83 Corporate PolicyLeading lha Way 2. Receive requests and co-ordinate these requests with Department Heads to comply with legislated time requirements. 3. Communicate with requesters to clarify requests, issue notices and respond to enquiries. 4. Communicate with Commissioner's Office to respond to enquiries and seek clarification and direction regarding appeals. 5. Seek legal advice from the Solicitor respecting disclosure decisions, as required. 6. Make decisions relative to record disclosure. 7. Determine or waive fees in accordance with Regulations. 8, Conduct FOI training and orientation. 9. Develop and maintain inter-departmental procedures relative to the FOI Policy. 5. Social Media Requirements A Municipal social media account is not considered a municipal Web site, but does represent our presence on a social media Web site hosted by a third-party service provider. The Municipality is committed to protecting an individual's privacy while ensuring that the appropriate access rights are in place by efficiently and effectively managing our municipal information holdings. • Any information shared within Municipal social media accounts is subject to the provisions of the Municipal Freedom of Infibrnzation and Protection of Privacy Act and/or a legal discovery requests. This means that the social media information may be accessed and disclosed in response to a request under the act or a legal proceeding. • To protect your own privacy and the privacy of others, employees shall not include personal information in your comments or any other content you post within a Social Media account registered to the Municipality. Personal information includes home addresses and telephone numbers,photographs containing images of identifiable individuals, and any otber information consisting of personal information as defined within this document. Should you have any questions about any information privacy or access rights, as explained in this protocol, please contact the Municipal Clerk. 15-84 F8 —Freedom of Information&Protection of Privacy Page 5 of 6 Corporate Policy1ieQCli12g the Way 6. Procedures General Every person(including Corporations)has the right to request records under the custody and control of the Municipality. The Municipality is not obligated to create a record in response to a request and the Municipality has no right to question the purpose of the,request. The Act provides that information available to the public before the Act came into force must continue to be available, except personal information. Routine disclosure,or usual"over- the-counter"responses to inquires should continue outside the procedures set out. i Access Procedure Informal Request—Where possible,requests should be handled through the informal request process. Regardless of where or how a request is submitted, staff shall direct the request to the area of responsibility respecting the requested information. The employee is to dialogue with the requester to discuss the nature of the request and the type of record at issue with a view to determine whether the matter should be handled informally or by means of a formal request under the Act. Typically,if the request is simply for information or for an answer to a question,no specific record is desired. If a specific record sis requested;the employee shall verify that the record qualifies for routine disclosure. Otherwise,the requestor is directed to the complete a formal Application for Access/Correction of Records. Formal Request—Once it has been determined that a formal request is needed, an Application for Access/Correction of Records is to be completed. The application is available through the Municipal Clerk's Department and on the Municipality's website blww.clarin�aton.net). All formal requests are forwarded to the FOI Co-ordinator who will contact the necessary Department Head to arrange for collection of records pursuant to the scope of the request. i` The FOI Co-ordinator is responsible for determining disclosure. Where it is anticipated or understood that the records may be considered solicitor-client privilege,the FOI co- ordinator shall contact the solicitor for legal advice. E The FOI Co-ordinator shall issue a Notice of Decision and any other required Notice to the requestor. - i r r F8 —Freedom of Information &Protection of Privacy Page 6 of 6 15-85 ATTACHMENT NO. 6 TO REPORT LGL-0010-23 Corporate Policy POLICY TYPE: Operational SUBSECTION. Biiilding/Grounds/Parking/Eglilpment—Access Use POLICY TITLE: Use of Corporate Resources for Election Purposes POLICY#: I J<110 POLICY APPROVED BY: Council EFFECTIVE DA'Z'E: January 27,2010 REVISED. JanuaiT 27,2010 APPLICABLE TO:, All Employees 1.Purpose: To clarify that Candidates are required to follow the provisions of the Ad-unicipal EXections Act, 1996 and that: o l�To Candidate shall use the facilities, eqm' ent, supplies,services,staff or other resources of the municipality(including Councillor newsletters and Councillor budgets)for any election campaign or campaign related activities, d No Candidate shall undertake campaign-related activities on Municipal property, except as otherwise provided for in Section 2(g) of Policy FS--Political Activities. o No Candidate shall use the services of persons during hours in which those persons receive any compensation fiom the Municipality of Clarington. 2.Policy: a) Corporate resources and funding may not be used for any election-related purposes; b) Staff may not undertake political activities(as defined in Policy F5)oras they relate to support of a position on any by-law or question being placed on a ballot,in the workplace, c) Candidates may not.use any municipal or any municipally-provided facilities for any election-related ptuposes, which includes displaying of any campaign related signs in the window or on the premises,as well as displaying any election-related material in the office; d) Li any material pyinted or distributed by the Municipality of Clatingtozz,Members of Council are riot permitted to; i, Illustrate that an individual(either a Member of Council or any other individual)is a candidate registered in any election; ii. Identil�r where they will be running for office; or- iii. Profile or make reference to candidates its any election, Fl 10—Use of Corporate Resources for Election Purposes Page 1 of 2 15-86 t Corporate Policy zP��ittgt�tElYny e) Members of Council are responsible to ensure that the content of any conuzmnications material,printed, hosted or distributed by the Municipality of Clarington,is not election.. related; 4 is f) Web sites or domain navies that are funded by the Municipality may not include any election-related campaign material; g) The Municipality of Clarington's voicemail system may not be used to record election- related messages; i h) The Municipality of Clarington's computer system(hardware,software and network) may not be used to record or distribute election-related messages; i) The following may not be printed.or.distributed on any election materials or included in, any election campaign related website; i, reference to any of'the Municipality of Clarington's email addresses, telephone numbers or facility addresses or municipally-funded facility addresses; or ii, the Municipality of Clarington's logo,crest,coat of•ar s,slogan,etc,; . i Exception: a link to the Municipaft,'s election website is permitted for the purpose of E` providing information about the election/ is 1) Photographs produced for and owned by the Municipality of Clarington may not be used for any election purpose; and k) The Municipal Clerk,or designate,shall be responsible for enforcement of this Policy, F Limitation; Nothing in this Policy shall prohibit Members of Cowicil fiom performing their duties as sitting f Members or interfere wifli their representing the interests of our residents, Implementation., F is T]-.is policy shall become effective immediately upon adoption by Municipal Council. 3,Appendices: None E j • I, FI 10—Use of Corporate.Resovrees for Election Purposes Page 2 of 2 15-87 Attachment 4 to Report CLD-010-16 Office Consolidation of By-Law 2009-163 Clarigmn The Corporation of the Municipality of Clarington By-Law 2009-163 Being a By-law to establish a Code of Conduct for Members of Council. Passed, by Council, on: November 23, 2009 Consolidated as of: December 16, 2015 Amendments: Amending By-Law Date Amendment Details 2013-096 November 4, 2013 Added Sections 2.1 & 2.2 of Schedule A Disclaimer: The following consolidated by-law is an electronic reproduction made available for information only. It is not an official version of the By-law. The format may be different, and plans, pictures, other graphics or text may be missing or altered. The Municipality of Clarington does not warrant the accuracy of this electronic version. Official versions of all By-laws may be obtained from the Municipal Clerk's Department. Page 1 of 6 15-88 iS h Ij k Office Consolidation of By-Law 2009-166 F THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2009-163 i Being a by-law to Establish a Code of Conduct for Members of Council WHEREAS section 223.2 of The Municipal Act, 2001, as amended, authorizes the municipality to establish a Code of Conduct for members of the council; and WHEREAS the Council of the Municipality of Clarington has determined the need to establish a standalone Code of Conduct for members of council: NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. THAT Schedule A attached hereto is adopted as the Municipality of Clarington's Code of Conduct for members of council; and 2. THAT Schedule A attached hereto forms part of this by-law. r . E By-law read a first, second and third time this 231d day of November, 2009. t I I 1rr I I i t: E i( h i Page 2 of 6 15-89 Office Consolidation of By-Law 2009-163 Schedule A to By-law 2009-163 Code of Conduct— Members of Council 1. Purpose The Code of Conduct for members of council serves as a guide to members of council in the individual conduct of their official duties. The Code represents general standards. It does not replace council member's roles, responsibilities, actions and behaviours required by various statutes. 2. Conduct Members of council shall not: a) breach the public trust or misappropriate public funds and/or resources. b) use Municipal property, equipment, supplies or services of consequence for activities not associated with the discharge of official duties. c) benefit from the use of information relating to the affairs of the Municipality. d) benefit from the use of information acquired during the course of official duties which is not generally available to the public. e) sell goods or services to the Municipality or have a direct or indirect interest in a company or own a company which sells goods or services to the Municipality. f) conduct their work activities in a manner which may cause personal injury to themselves or others or damage to equipment or property of the Municipality. g) bid on the sale of goods except those disposed by public auction. h) use Municipal buying power for personal gain or benefit. 2.1 Gifts and Benefits For the purposes of this Code, a gift or benefit provided, with the member's knowledge, to a member's spouse, child or parent, or to his or her staff, that is connected directly or indirectly to the performance of the member's duties, is deemed to be a gift or benefit to that member. No member shall accept a fee, advance, gift or personal benefit that is,connected directly or indirectly with the performance of his or her duties of office, unless permitted under one.or more of the exceptions listed below. Page 3 of 6 15-90 I i F Office Consolidation of By-Law 2009-163 Each of the following is recognized as an exception: � (a) compensation authorized by law; C (b) a gift or benefit of the kind that normally accompanies the responsibilities of office and is received as an incident of protocol or social obligation; (c) a political contribution otherwise authorized and reported as required by law, in the case of a member running for office; (d) services provided without compensation by a person volunteering his or her time; I+ (e) a suitable memento of a function honouring the member; (f) food, lodging, transportation or entertainment lawfully provided by any Provincial, regional or local government or board or political subdivisions of any of them, by the Federal government, a foreign government, or by those organizing a conference, seminar or event where the member is speaking or attending in an official capacity; (g) food and beverages consumed at a banquet, reception or similar event, if: E' (i) attendance by the member is for a legitimate municipal purpose; (ii) the person extending the invitation, or a representative of the I` organization holding the event, is in attendance; and (iii) the value is reasonable; ! (h) communications to the office of a member, including subscriptions to newspapers and periodicals; and (i) a sponsorship or donation for a community event organized or run by a member, or a third party on behalf of a member, subject to the � limitations set out in any applicable municipal policy. f Except for exception (c) (political contributions allowable by law), these exceptions do not apply where a gift or benefit is provided by a lobbyist or a lobbyist's client or employer. In this provision, a lobbyist is an individual, organization or business who or that: (a) lobbies, or causes the lobbying of, any public office holder of the municipality, the municipal council or corporation, or a local board; I` i Page 4 of 6- 15-91 Office Consolidation of By-Law 2009-163 (b) the member knows is attempting or intending to lobby the member or any of the public persons or bodies listed in paragraph (a); or (c) is maintaining an active lobbyist registration with the municipality, whether or not with respect to any specific or current subject matter. In the case of any of the recognized exceptions (b), (e), (f), (h) and (i), if the value of the gift or benefit exceeds $300.00, or if the total value of gifts or benefits received from any one source during the course of a calendar year exceeds $300.00, the member shall file, within 30 days of receipt of the gift or benefit, or of reaching the annual limit, a disclosure statement with the Municipal Clerk. The disclosure statement must set out: 1. the nature of every gift or benefit received; 2. its source and date of receipt; 3. the circumstances under which it was given and received; 4. its estimated value; 5. what the recipient intends to do with any gift, and 6. whether any gift will at some point be provided to the municipality. Every disclosure statement filed under this Code shall,be made a public record. Upon receiving a disclosure statement, the Municipal Clerk shall examine it to ascertain whether the receipt of the gift or benefit might, in his or her opinion, constitute a contravention of this Code or create a conflict between a private interest and the public duty or responsibilities of the member. In the event that the Municipal Clerk makes such a determination, he or she shall call upon the member to justify receipt of the gift or benefit. Should the Municipal Clerk determine that receipt of any gift or benefit was inappropriate, he or she may direct the member to return the gift, reimburse the donor for the value of any gift or benefit already consumed, forfeit the gift or remit the value of any gift or benefit already consumed, to the Municipality. Except in the case of exceptions (a), (c), (f) and (i), no member shall accept a gift or benefit worth in excess of$500.00, or gifts or benefits from one source during a calendar year which together are worth in excess of$500.00. 2.2 No Improper Use of Influence No member of Council shall use the influence of his or her office for any purpose other than for the lawful exercise of his or her official duties and for municipal purposes. Page 5 of 6 15-92 Office Consolidation of By-Law 2009-163 No member of Council shall use his or her office or position to influence or attempt to influence the decision of any other person, for the member's private advantage or that of the member's parent, child, spouse, staff member, friend or associate, business or otherwise. No member shall attempt to secure' preferential treatment beyond activities in which members normally engage on behalf of their constituents as part of their official duties. No member shall hold out the prospect or promise of future advantage through the member's supposed influence within Council, in return for any action or inaction. For the purposes of this provision, "private advantage" does not include a matter: S (a) that is of general application; (b) that affects a member of Council, his or her parents/children or spouse, staff member, friends or associates, business or otherwise, as one of a broad class of persons; or (c) that concerns the remuneration or benefits of a member of Council. i This provision does not prevent a member of Council from requesting that Council grant a lawful exemption from a policy. 3. Enforcement The onus of compliance of the Code is on the individual member of council. In addition, the provisions of various statutes pertaining to the roles, responsibilities, actions and behaviours governing members of council apply to instances of improper conduct. i l i Page 6 of 6 15-93 I I 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 I Date of Meeting: February 16, 2016 Report Number: CLD-011-16 Resolution.: File Number: C1211 By-law Number: i Report Subject: Appointment of a Livestock Valuer Recommendations: 1. That Report CLD-011-16 be received; E 2. That the vote be conducted to appoint one citizen representative for a term ending December 31, 2018 or until a successor is appointed to be a Livestock Valuer for the Municipality of Clarington, in accordance with the Appointments to Boards and Committees Policy; and 3. That all interested parties listed in Report CLD-011-16 be advised of Council's decision. i i i i I I h r i 15-94 Municipality of Clarington Report CLD-011-16 Page 2 Report Overview This report is intended to provide background information regarding the vacancy for the position of a Livestock Valuer for the Municipality of Clarington and to assist Council in the appointment for this position. 1. Background 1.1. Livestock Valuer The Livestock, Poultry and Honey Bee Protection Act(the Act) requires that the Council of every local municipality to appoint one or more Livestock Valuers. The Municipality of Clarington appoints two Livestock Valuers to investigate livestock claims. The Municipality is responsible for claims where the livestock or poultry has been killed or injured by dogs or wild animals. The Livestock Valuer is responsible for investigating claims and determining the type of predator responsible for killing the livestock or poultry. The Valuer completes a detailed written report of his/her findings and submits it to the Municipality. The report contains the amount of compensation, in accordance with the Ontario Wildlife Damage Compensation Program. 2. Livestock Valuer Qualifications A Livestock Valuer shall have: • Knowledge of Ontario predators, their typical attack methods, feeding patterns and tracking skills • Knowledge of Ontario livestock marketplace values • Ability to estimate live weight from predation evidence • Ability to determine livestock value based on weight and market value 3. Current Situation 3.1. Livestock Valuer - Vacancy Arnot Wotten was last appointed as a Livestock Valuer in 2015 for a term concurrent with Council. On January 21, 2016, the Municipal Clerk's Department received notification that Mr. Wotten had passed away. Following Council's appointments in 2015, all unsuccessful candidates were advised that their applications would remain on file for consideration should a vacancy occur. 15-95 Municipality of Clarington Report CLD-011-16 Page 3 Accordingly, the Municipal Clerk's Department contacted previous applicants (and any additional applications received since the appointments were made) to be a Livestock Valuer to determine whether they wish to put forward their name for consideration. At the time of writing of this Report, the following applicants wish to be considered for appointment to be a Livestock Valuer: • Milton Dakin • Brian Souch I' Applications have been circulated under separate cover (Attachment 1) as they contain personal information. 4. Concurrence Not Applicable 5. Conclusion In order to fulfill the requirements of the Act, it is recommended that one of the following applicants be appointed to as a Livestock Valuer for the Municipality of Clarington until December 31, 2018 or until a successor is appointed: • Milton Dakin j • Brian Souch i 6. Strategic Plan Application Not applicable. Submitted by: c_ r Reviewed by. C. Ann6 Greentree Franklin Wu, Municipal Clerk Chief Administrative Officer Staff Contact: Michelle Chambers, Committee Coordinator, 905-623-3379 ext. 2106 or mchambers(-)clarington.net F Attachments: Attachment 1: Livestock Valuer Confidential Applications (Distributed Separately) j E List of interested parties to be advised of Council's decision: Milton Dakin Brian Souch j CAG/jeg/da/mc 15-96 6zf� zr t Finance Department Report r 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: February 16, 2016 Report Number: FND=001-16 Resolution: File Number: By-law Number: Report Subject: List of Applications for Cancellation, Reduction, Apportionments or Refund of Taxes I 4 Recommendations: It is respectfully recommended that the General Government Committee recommend to Council the following: 1. That Report FND-001-16 be received; and 2. That the list of applications, attached to Report FND-001-16 as Attachment 1, for cancellation, reduction, apportionments or refund of taxes be approved. j E i j I I 17-1 Municipality of Clarington Report FND-001-16 Page 2 Report Overview The purpose of this report is to obtain Council authorization for cancellation, reduction, apportionments or refunds of taxes pursuant to the applicable sections of the Municipal Act. 1 .0 Background 1.1 Pursuant to Sections 354, 356, 357 and 358 of the Municipal Act, 2001, C25, a list of applications for cancellation, reduction, apportionments or refund of taxes is presented to Committee for its review and approval. 1.2 Section 357 (3 & 4) indicates that the Council shall hear and dispose of every application not later than the 30th day of April in the year following the year in respect of which the application is made. The last day for making application for the previous year's tax reduction is the 28th day of February in the following year. 1.3 More specifically, under Section 354, the Treasurer shall recommend to Council that outstanding taxes be stricken from the roll. To strike taxes from the roll it must be by reason of a decision under Section 357 or 358, or of a decision of a judge of any court that the taxes are uncollectable. 1.4 An application for a cancellation, reduction or refund may be made for one of the following reasons: • Ceased to be liable to be taxed at rate it was; • Real property becomes exempt; • Razed by fire, demolition or otherwise; • Damaged by fire, demolition or otherwise (substantially unusable); • Removal of a mobile unit; • Sickness or extreme poverty; • Gross or manifest clerical error; and • Repairs/renovations preventing normal use of period of 3 months. 1.5 The 357 and the 358 process begins when an application is prepared by either the Regional Assessment Office or the Tax Department. The neighbourhood assessor will perform an on-site inspection of the property. The assessor will verify the reason for the application, the period of time for which the tax relief is claimed, and the amount and type 17-2 I Municipality of Clarington Report FND-001-16 Page 3 j of assessment that is affected. The application is then sent back to the Tax Department where the actual tax adjustment is calculated and the taxpayer's account adjusted. 1.6 Section 356, deals with severances or divisions into parcels. These parcels of land were taxed in blocks in the year(s) prior to severance/consolidation. Taxes are being apportioned to the individual properties which are now severed/consolidated. Therefore, j tax amounts are removed from one roll number and applied to another roll number as i determined by MPAC. 2.0 Concurrence - Not applicable 3.0 Conclusion The total amount of taxes to be written off for September 1, 2015 to December 31, 2015 as shown in this report total $4,616.47. The total for the 2015 calendar year was $20,243.90. This total represents the Municipality's share only. For comparison, the values of taxes written off under Section 357 and 358 at December 31, 2014 was $164,879.00 for the municipal portion only. C Strategic Plan Application r The recommendations contained in this report conform to the Strategic Plan. C f f f 3 Submitted by: Reviewed bk ( t Nancy Taylor, Bf3A, CPA, CA Franklin Wu, Director of Finance/Treasurer Chief Administrative Officer r NT/BV/JJ/hjl Staff Contact: Nancy Taylor, Director of Finance/Treasurer, 905-623-3379 ext. 2602 or ntaylor(a),clarington.net r Attachments: Attachment 1 —Attachment 1 -Write-off Report September 1, 2015 to December 31, 2015 c' i There are no interested parties to be notified of Council's decision. t i' i 17-3 I Write-Off Report 2015 For the Period of-September 1 - December 2015 J Date Roll Number Person(s) Taxes Adj/WTX Commercial Residential Year Reason Claimed by Ref. No. Industrial etc Farm Adjusted Applicant Applicant Number Municipal Managed Forest For Municipal 1 Sep-15 020 010 00605 GAUDET CHAD STX178 -1328.73 2015 Severance/Consolidation 2 Sep-15 020 010 00607 673666 ONTARIO LIMITED STX178 259.01 2015 Severance/Consolidation 3 Sep-15 020 010 00608 HALLE NATALIE STX178 259.01 2015 Severance/Consolidation 4 Sep-15 020 010 00609 SERAFIN EMILIANO STX178 259.01 2015 Severance/Consolidation 5 Sep-15 020 010 00610 MONCADA SALVATORE STX178 259.01 2015 Severance/Consolidation 6 Sep-15 020 010 00611 DILLON ALLEN STX178 292.67 2015 Severance/Consolidation 7 Sep-15 020 010 00595 673666 ONTARIO LIMITED STX178 -1306.43 2015 Severance/Consolidation 8 Sep-15 020 010 00597 673666 ONTARIO LIMITED STX178 257.94 2015 Severance/Consolidation 9 Sep-15 020 010 00598 HUGHES DONALD STX178 257.94 2015 Severance/Consolidation 10 Sep-15 020 010 00599 BARON MELISSA STX178 257.94 2015 Severance/Consolidation 11 Sep-15 020 010 00601 FRANCIS JEREMY STX178 257.94 2015 Severance/Consolidation 12 Sep-15 020 010 00602 673666 ONTARIO LIMITED STX178 274.69 2015 Severance/Consolidation 13 Sep-15 030 120 17843 RONFELD JASON STX178 -431.11 2015 Severance/Consolidation 14 Sep-15 030 120 17894 WEAVER COLLEEN STX178 431.11 2015 Severance/Consolidation 15 Sep-15 010 030 17592 BROOKFIELD HOMES STX178 -283.40 2015 Severance/Consolidation 16 Sep-15 010 030 17594 GRUGNER JOHN STX178 283.40 2015 Severance/Consolidation 17 Sep-15 010 030 17580 BROOKFIELD HOMES STX178 -253.47 2015 Severance/Consolidation 18 Sep-15 010 030 17582 BROOMFIELD ESTHER STX178 253.47 2015 Severance/Consolidation 19 Sep-15 010 030 17588 ZOLLER MICHAEL STX178 -253.47 2015 Severance/Consolidation 20 Sep-15 010 030 17590 MENDES ANNESTX178' 253.47 2015 Severance/Consolidation C D 21 Sep-15 020 060 05473 BAYWOOD HOMES STX178 -111.02 2015 Severance/Consolidation � 22 Sep-15 020 060 05492 BRANDT COURTNEY STX178 111.02 2015 Severance/Consolidation z 23 Sep-15 010 020 11530 DUONG TUAN STX178 -247.20 2015 Severance/Consolidation o Total Page 1 of 8 - (247.20) rn Write-Off Report 2015 For the Period of-September 1 - December 2015 Date Roll Number Person(s) Taxes Adj/WTX Commercial Residential Year Reason Claimed by Ref. No. Industrial etc Farm Adjusted Applicant Applicant Number Municipal Managed Forest For Municipal Balance Forward from Page 1 - (247.20) 24 Sep-15. 010 020 11696 HACHEY KARL STX178 247.20 2015 Severance/Consolidation 25 Sep-15 010 020 11532 LAJEUNESSE MATHIEU STX178 -247.20 2015 Severance/Consolidation 26 Sep-15 010 020 11698 KUIPERS KAITLYN STX178 247.20 2015 Severance/Consolidation 27 Sep-15 010 020 11534 WILKINSON PATRICIA STX178 -247.20 2015 Severance/Consolidation 28 Sep-15 010 020 11537 BURGOON KELLI-ANNE STX178 247.20 2015 Severance/Consolidation 29 Sep-15 010 020 11536 DARLINGTON SPRINGS LTD STX178 -247.20 2015 Severance/Consolidation 30 Sep-15 010 020 11541 HUWELS GODELIEVE STX178 247.20 2015 Severance/Consolidation 31 Sep-15 010 070 16236 H&H PROPERTIES STX178 -300.33 2015 Severance/Consolidation 32 Sep-15 010 070 16238 NGUI CHING STX178 300.33 2015 Severance/Consolidation 3.3 Sep-15 010 070 16233 H&H PROPERTIES STX178 -300.33 2015 Severance/Consolidation 34 Sep-15 010 070 16235 DEAN TREVOR STX178 300.33 2015 Severance/Consolidation 35 Sep-15 010 070 16207 H&H PROPERTIES STX178 -391.99 2015 Severance/Consolidation 36 Sep-15 010 070 16250 H&H PROPERTIES STX178 391.99 2015 Severance/Consolidation 37 Sep-15 010 030 17596 KANESALINGAM N. STX178 -283.38 2015 Severance/Consolidation 38 Sep-15 010 030 17598 PAZOKIAN MAJID STX178 283.38 2015 Severance/Consolidation 39 Sep-15 010 030 17600 CURRIER ADAM STX178 -253.47 2015 Severance/Consolidation 40 Sep-15 010 030 17602 AITKEN NANCY STX178 253.47 2015 Severance/Consolidation 41 Sep-15 010 030 17604 BROOKFIELD HOMES STX178 -253.47 2015 Severance/Consolidation 42 Sep-15 010 030 17610 SHOJAEI ALI STX178 253.47 2015 Severance/Consolidation Total Page 2 of 8 cri Write"-Off Report 2015 For the Period of September 1 - December 2015 J C" Date Roll Number Person(s) Taxes Adj/WTX Commercial Residential Year Reason Claimed by Ref. No. Industrial etc Farm Adjusted Applicant Applicant Number Municipal Managed Forest For Municipal Balance Forward from Page 2 43 Sep-15 010 030 17608 BROOKFIELD HOMES STX178 -253.47 2015 Severance/Consolidation 44 Sep-15 010 030 17618 BROOKFIELD HOMES STX178 253.47 2015 Severance/Consolidation 45 Sep-15 010 030 17612 BROOKFIELD HOMES STX178 -280.85 2015 Severance/Consolidation 46 Sep-15 010 030 17614 MARINI EUGENE STX178 280.85 2015 Severance/Consolidation 47 Sep-15 010 030 17548 1825262 ONTARIO INC STX178 -246.75 2015 Severance/Consolidation 48 Sep-15 010 030 17550 1825262 ONTARIO INC STX178 246.75 2015 Severance/Consolidation 49 Sep-15 010 030 17552 1825262 ONTARIO INC STX178 -253.47 2015 Severance/Consolidation 50 Sep-15 010 030 17554 1825262 ONTARIO INC STX178 253.47 2015 Severance/Consolidation 51 Sep-15 010 030 17556 1825262 ONTARIO INC STX178 -253.47 2015 Severance/Consolidation 52 Sep-15 010 030 '17558 1825262 ONTARIO INC STX178 253.47 2015 Severance/Consolidation 53 Sep-15 010 030 17560 1825262 ONTARIO INC STX178 -253.47 2015 Severance/Consolidation 54 Sep-15 010 030 17562 CANNINGS JAY STX178 253.47 2015 Severance/Consolidation 55 Sep-15 010 030 17564 WALLAVE JACK STX178 -253.47 2015 Severance/Consolidation 56 Sep-15 010 030 17566 1825262 ONTARIO INC STX178 253.47 2015 Severance/Consolidation 57 Sep-1.5 010 030 17568 1825262 ONTARIO INC STX178 -253.47 2015 Severance/Consolidation 58 Sep-15 ' 010 030 17570 1825262 ONTARIO INC STX178 253.47 2015 Severance/Consolidation 59 Sep-15 010 030 17572 1825262 ONTARIO INC STX178 -257.67 2015 Severance/Consolidation 60 Sep-15 010 030 17574 1825262 ONTARIO INC STX178 257.67 2015 Severance/Consolidation 61 Sep-15 010 090 25280 H&H PROPERTIES STX178 -234.30 2015 Severance/Consolidation 62 Sep-15 010 090 25282 PANGILINAN JEFFREY STX178 234.30 2015 Severance/Consolidation Total Page 3 of 8 - _ _ Write-Off Report 2015 For the Period of-September 1 - December 2015 Date Roll Number Person(s) Taxes Adj/WTX Commercial Residential Year Reason Claimed by Ref. No. Industrial etc Farm Adjusted Applicant Applicant Number Municipal Managed Forest For Municipal Balance Forward from Page 3 _ _ 63 Sep-15 010 030 17616 1825262 ONTARIO INC STX178 -258.23 2015 Severance/Consolidation 64 Sep-15 010 030 17622 1825262 ONTARIO INC STX118 258.23 2015 Severance/Consolidation 65 Sep-15 010 030 17620 1825262 ONTARIO INC STX178 -253.47 2015 Severance/Consolidation 66 Sep-15 010 030 17626 HARDY GERALD STX178 253.47 2015 Severance/Consolidation 67 Sep-15 010 030 17624 1825262 ONTARIO INC STX178 -253.47 2015 Severance/Consolidation 68 Sep-15 010 030 17630 1825262 ONTARIO INC STX178 253.47 2015 Severance/Consolidation 69 Sep-15 010 100 06367 RADFORD PENNY STX178 -1100.76 2015 Severance/Consolidation 70 Sep-15 010 100 06377 BARRY JUNE STX178 265.05 2015 Severance/Consolidation 71 Sep-15 010 100 06378 MARTIN PATRICIA STX178 265.05 2015 Severance/Consolidation 72 Sep-15 010 100 06379 1494339 ONTARIO LTD STX178 265.05 2015 Severance/Consolidation 73 Sep-15 010 100 06380 1494339 ONTARIO LTD STX178 305.60 2015 Severance/Consolidation 74 Sep-15 030 120 17872 DAVID RONALD STX178 -429.33 2015 Severance/Consolidation 75 Sep-15 030 120 17898 PORT OF NEWCASTLE HOMES STX178 429.33 2015 Severance/Consolidation 76 Sep-15 030 120 17859 PORT OF NEWCASTLE HOMES- STX178 -429.33 2015 Severance/Consolidation 77 Sep-15 030 120 17896 WILSON CHERYL STX178 429.33 2015 Severance/Consolidation 78 Sep-15 010 030 17576 BROOKFIELD HOMES STX178 -287.98 2015 Severance/Consolidation 79 Sep-15 010 030 17578 WILLIAMS ANDERSON STX178 287.98 2015 Severance/Consolidation 80 Sep-15 030 120 17873 PORT OF NEWCASTLE HOMES STX178 -429.33 2015 Severance/Consolidation 81 Sep-15 030 120 17904 MUSHARBASH NADIA STX178 429.33 2015 Severance/Consolidation 82 Sep-15 020 060 05500 BERENZ GEOFFERY STX178 -117.13 2015 Severance/Consolidation Total Page 4 of 8 - (117.14) v - I v Write-Off Report 2015 For the Period of-September 1 -December 2015 I 0o Date Roll Number Person(s) Taxes Adj/WTX Commercial Residential Year Reason Claimed by Ref. No. Industrial etc Farm Adjusted Applicant Applicant Number Municipal Managed Forest For Municipal Balance Forward from Page 4 - (117.14) 83 Sep-15 020 060 05514 TRIGGS JASON STX178 117.13 2015 Severance/Consolidation 84 Oct-15 010 120 00300 RAMCHARITAR STEVE DONALD WTX810 0.00 2015 Ceased to be Taxed at Rate 85 Oct-15 010 060 07522 CLARINGTON MUNICIPALITY WTX811 5.03 2015 Ceased to be Taxed at Rate 86 Oct-15 010 100 05212 MILBURN SHARON,LYNN WTX811 90.33 -61.98 2015 Ceased to be Taxed at Rate 87 Oct-15 010 110 14900 STONE RODERICK HAYWARD WTX811 191.78 2015 Property Became Exempt 88 Oct-15 010 130 05810 PETERSEN SCOTT ALLAN WTX811 584.23 2015 Repairs Preventing Normal Use 89 Oct-15 010 090 00300 FRASER SHAWN WTX812 472.25 2015 Ceased to be Taxed at Rate 90 Oct-15 010 160 16035 LEGER RONALD ANDREW WTX812 250.82 2015 Ceased to be Taxed at Rate 91 Oct-15 030 040 01000 YOUDELIS BLAIR JOHN WTX812 272.12 2015 Ceased to be Taxed at Rate 92 Oct-15 010 110 14900 STONE RODERICK HAYWARD WTX813 -191.78 2015 Property Became Exempt 93 Oct-15 010 110 14900 STONE RODERICK HAYWARD WTX814 2.34 2015 Property Became Exempt 94 Oct-15 010 080 05300' 2084165 ONTARIO LIMITED WTX815 -906.72 2014 Ceased to be Taxed at Rate 95 Oct-15 010 130 15300 NIKIEL TOMASZ MICHAT WTX815 183.63 2013 Fire, Demolition Etc. 96 Oct-15 010 130 15300 NIKIEL TOMASZ MICHAT WTX815 397.62 2014 Fire, Demolition Etc. 97 Oct-15 030 090 06300 SAWICKI MARY WTX815 98.56 2013. Fite, Demolition Etc. 98 Oct-15 030 090 06300 SAWICKI MARY WTX815 407.54 2014 Fire, Demolition Etc. 99 Nov-15 010 050 17650 CLARINGTON MUNICIPALITY WTX817 241.47 2015 Property Became Exempt 100 Nov-15 010 050 03800 OEGEMA EDWARD PETER WTX818 29.90 2015 Fire, Demolition Etc. 101 Nov-15 010 060 19680 CLARINGTON MUNICIPALITY WTX818 34.08 2015 Property Became Exempt Total Page 5 of 8 90.33 2,010.88 Write-Off Report 2015 For the Period of-September 1 - December 2015 Date Roll Number Person(s) Taxes Adj/WTX Commercial Residential Year Reason Claimed by Ref. No. Industrial etc Farm Adjusted Applicant Applicant Number Municipal Managed Forest For Municipal Balance Forward from Page 5 90.33 2,010.88 102 Nov-15 010 090 24454 CLARINGTON MUNICIPALITY WTX818 202.79 2014 Property Became Exempt 103 Nov-15 010 100 05298 CLARINGTON MUNICIPALITY WTX818 217.26 2015 Property Became Exempt 104 Nov-15 020 010 01700 CLARINGTON MUNICIPALITY WTX818 468.15 2015 Property Became Exempt 105 Nov-15 030 130 16600 BOLAND MICHAEL FREDERICK WTX818 169.39 -115.26 2015 Ceased to be Taxed at Rate 106 Nov-15 030 130 16600 BOLAND MICHAEL FREDERICK WTX818 35.41 -23.77 2014 Ceased to be Taxed at Rate 107 Nov-15 010 050 17650. CLARINGTON MUNICIPALITY WTX818 766.87 2015 Property Became Exempt 108 Nov-15 010 030 17584 BROOKFIELD HOMES STX179 253.47 2015 Severance/Consolidation 109 Nov-15 010 030 17586 WALTON SARAH STX179 253.47 2015 Severance/Consolidation 110 Nov-15 010 030 17948 HENRY PIERRE STX179 -1624.84 2015 Severance/Consolidation 111 Nov-15 010 030 17958 JONAH MICHAEL STX179 262.28 2015 Severance/Consolidation 112 Nov-15 010 030 17959 HALL ANNE STX179 262.28 2015 Severance/Consolidation 113 Nov-15 010 030 17960 LANAROSE PROPERTIES STX179 262.28 2015 Severance/Consolidation 114 Nov-15 010 030 17961 TOURIGNY CLAUDE-JOHN STX179 262.28 2015 Severance/Consolidation 115 Nov-15 010 030 17962 SMITH JONATHAN STX179 262.28 2015 Severance/Consolidation `116 Nov-15 010 030 17963 SAUNDERS CHRISTOPHER STX179 313.46 2015 Severance/Consolidation 117 Nov-15 010 030 17952 IRVING BRADLEY STX179 -1624.84 2015 Severance/Consolidation 118 Nov-15 010 030 17965 LANAROSE PROPERTIES STX179 262.28 2015 Severance/Consolidation 119 Nov-15 010 030 17966 RENAUD ROGER STX179 262.28 2015 Severance/Consolidation 120 Nov-15 010 030 17967 VITHANA JAYANTHA STX179 262.28 2015 Severance/Consolidation 121 Nov-15 010 030 17968 GALLANT BLAINE STX179 262.28 2015 Severance/Consolidation Total Page 6 of 8 1,062.00 2,184.35 J CD Write-Off Report 2015 For the Period of-September 1 - December 2015 I Date Roll Number Person(s) Taxes Adj/WTX Commercial Residential Year Reason Claimed by 0 Ref. No. Industrial etc Farm Adjusted Applicant Applicant Number Municipal Managed Forest For Municipal Balance Forward from Page 6 1,062.00 2,184.35 122 Nov-15 010 030 17969 LANAROSE PROPERTIES STX179 262.28 2015 Severance/Consolidation 123 Nov-15 010 030 17970 EVANS BRIAN STX179 313.46 2015 Severance/Consolidation 124 Nov-15 010 080 21398 NORTH BOWMANVILLE LTD STX179 -1163:82 2015 Severance/Consolidation 125 Nov-15 010 080 21470 NORTH BOWMANVILLE LTD STX179 230.46 2015 Severance/Consolidation 126 Nov-15 010 080 21471 YOCHIM JASON STX179 230.46 2015 Severance/Consolidation 127 Nov-15 010 080 21472 KELLY CHRISTOPHER STX179 230.46 2015 Severance/Consolidation 128 Nov-15 010 080 21473 NORTH BOWMANVILLE LTD STX179 230.46 2015 Severance/Consolidation 129 Nov-15 010 080 21474 NORTH BOWMANVILLE LTD STX179 241.98 2015 Severance/Consolidation 130 Nov-15 010 090 25286 HABER JAROMIR STX179 -232.17 2015 Severance/Consolidation 131 Nov-15 010 090 25288 PIGNATELL BARRETT STX179 232.17 2015 Severance/Consolidation 132 Nov-15 010 090 25289 LAVERTY KEVIN STX179 -232.17 2015 Severance/Consolidation 133 Nov-15 010 090 25291 BROWNSON PAUL STX179 232.17 2015 Severance/Consolidation 134 Nov-15 010 090 25313 H&H PROPERTIES STX179 -232.17 2015 Severance/Consolidation 135 Nov-15 010 090.25315 MCMANUS CHERYL STX179 232.17 2015 Severance/Consolidation 136 Nov-15 010 090 25426 H&H PROPERTIES STX179 -95.67 2015 Severance/Consolidation 137 Nov-15 010 090 25451 KERR CHRISTOPHER STX179 95.67 2015 Severance/Consolidation 138 Nov-15 030 120 17841 PORT OF NEWCASTLE HOMES STX179 -429.33 2015 Severance/Consolidation 139 Nov-15 030 120 17902 STONE ALLAN STX179 429.33 2015 Severance/Consolidation 140 Nov-15 010 090 25310 H&H PROPERTIES STX179 -232.17 2015 Severance/Consolidation 141 Nov-15 010 090 25312 H&H PROPERTIES STX179 232.17 2015 Severance/Consolidation Total Page 7 of 8 1,062.00 2,760.09 Write-Off Report 2015 For the Period of-September 1 - December 2015 Date Roll Number Person(s) Taxes Adj/WTX Commercial Residential Year Reason Claimed by Ref. No. Industrial etc Farm Adjusted Applicant Applicant Number Municipal Managed Forest For Municipal Balance Forward from Page 7 1,062.00 2,760.09 142 Nov-15 020 060 05471 BAYWOOD HOMES NAPA VALLEY STX179 -100.41 2015 Severance/Consolidation 143 Nov-15 020 060 05469 CLIEFF JOHN STX179 100.41 2015 Severance/Consolidation 144 Dec-15 010 030 01702 CLARINGTON MUNICIPALITY WTX821 583.26 2014 Property Became Exempt 145 Dec-15 010 090 19512 CLARINGTON MUNICIPALITY WTX821 68.04 2014 Property Became Exempt 146 Dec-15 010 090 25394 CLARINGTON MUNICIPALITY WTX821 70.23 2014 Property Became Exempt 147 Dec-15 010 090 25394 CLARINGTON MUNICIPALITY WTX821 72.85 2015 Property'Became Exempt Total Page 8 of 8 1,062.00 3,554.47 Grand Total To Be Written Off Not Including Minutes of Settlements, or ARB Decisions For the Period of September 1st,2015 to December 31,2015 $4,616.47 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: February 12, 2016 Subject: General Government Committee Meeting Agenda — February 16, 2016 — 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, February 16, 2016: 7 Delegations See attached Final Agenda - Attachment #1 9 Communications — Direction (Addition) (Attachment #2) 9.3 Paddy Duncan and Richard Schreier, Lynda MacGregor and David and Sandra Walton -Ball — Bond Head Park Expansion and Transportation Improvements (Motion to refer correspondence for consideration during discussion of Report EGD -008-16 - Bond Head Park Expansion and Transportation Improvements) 14 Community Services Department — (Additional Information) Attachment #3 14.3 CSD -005-16 Sponsorship Requests from Bethesda House, Bowmanville Hospital Foundation and Clarington Green Gaels Junior B Lacrosse Club Memorandum from Joseph Caruana, Director of Community Services regarding Report CSD -005.16 - Bethesda House, Bowmanville Hospital Foundation and Clarington Green Gaels Junior B Lacrosse Club Clerk's Department Memo 16 Corporate Services Department -- (Report COD -003-16) Attachment #4 16,1 COD -003-16 Supply and Haulage of Granular Material Attached please find Report COD -003-16 as listed on the Agenda June Gallagher Deputy Clerk JEGImc c: F. Wu, Chief Administrative Officer Department Heads Page 2 Final ATTACHI,PIENT # f TO Wo General Government Committee Agenda Date: February 16, 2016 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 mchambersaclarington.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 1. 2 3 4 5 6 6.1 7 7.1 7.2 7.3 7.4 8 8.1 8.2 8.3 8.4 Cali to Order General Government Committee Agenda Date: February 16, 2016 Time: 9:30 AM Place: Council Chambers New Business — Introduction Adopt the Agenda Disclosures of Pecuniary Interest Announcements Adoption of Minutes of Previous Meeting Minutes of a Regular Meeting of January 25, 2016 Delegations 6-1 Pam Lancaster, Stewardship Technician, Ganaraska Region Conservation Authority, Regarding Clean Water — Healthy Land Financial Assistance Program Brian Vincent Regarding Report EGD -008-16, Bond Head Park Expansion and Transportation Improvements Bill Skitch Regarding Report EGD -008-16, Bond Head Park Expansion and Transportation Improvements Jim Maia Regarding Report EGD -008-16, Bond Head Park Expansion and Transportation Improvements Communications - Receive for Information Minutes of the Newcastle Village Community Hall Board dated November 8-1 17, 2015 Minutes of the Central Lake Ontario Conservation Authority dated January 8-4 19, 2016 Minutes of the Ganaraska Region Conservation Authority dated December 8-11 10, 2015 Minutes of the Tyrone Community Centre dated January 20, 2016 8-17 Page 1 claringtonGeneral Government Committee Agenda Date: February 16, 2016 Time: 9:30 AM Place: Council Chambers 8.5 Jo -Anne McFarland, Clarington Polar Bear Swim Committee — Clarington 8-18 Polar Bear Swim Update 8.6 Stephen M. A. Huycke, Town Clerk, Town of Aurora — Ontario Municipal 8-19 Board Jurisdiction 9 Communications — Direction 9.1 Autism Ontario's Raise the Flag Committee, Autism .Ontario 9-1 (Motion to approve raising of the Autism Ontario's Flag on April 4, 2016) 9.2 Bunny Clark, Durham Region Representative, Huntington Society of 9-3 Canada (Motion to approve raising of the Huntington Society of Canada's flag and that the outside lights at the Municipal Administrative Centre be changed to blue and purple on an available date in May, 2016) 9.2 Sarah Smith, Acting Clerk, Township of Wainfleet — Resolution Requesting 9-5 that Ontario Cancel RFP for Added Wind Power Generation (Motion for direction) 9.3 Paddy Duncan and Richard Schreier, Lynda MacGregor and David and Sandra Walton -Ball — Bond Head Park Expansion and Transportation Improvements (Motion to refer correspondence for consideration during discussion of Report EGD -008-16 - Bond Head Park Expansion and Transportation Improvements) 10 Presentations 10.1 Lieutenant-Colonel Michael Rostek, Commanding Officer of the Ontario Regiment (RCAC) Regarding the 150th Anniversary of the Ontario Regiment Page 2 Clariflgt011 General Government Committee Agenda Date: February 16, 2016 Time: 9:30 AM Place: Council Chambers 11 Engineering Services Department 11.1 EGD -008-16 Bond Head Park Expansion and Transportation 11-1 Improvements 11.2 EGD -010-16 Northeast Bowmanville Subdivision Phases 1C, 2B and 6, 11-20 Bowmanville, Plans 10M-840 (part of), 40M-1670 (part of) and 40M-2389 'Certificate of Acceptance' and 'Assumption By-law', Roads and Aboveground Services 11.3 EGD -011-16 Port of Newcastle Subdivision Phase 2 West Stage 2, 11-25 Newcastle, Plan 40M-2327 'Certificate of Acceptance' and `Assumption By-law', Final Works Including Roads and Other Related Works 11.4 EGD -012-16 Port of Newcastle Subdivision Phase 1 Stage 6, Newcastle, 11-30 Plan 40M-2226 `Certificate of Acceptance' and 'Assumption By-law', Final Works Including Roads and Other Related Works 11.5 EGD -013-16 Huntington Subdivision Phases 2A and 2B, Courtice, Plans 11-35 40R-20915 and 40M-2148 'Certificate of Acceptance' and 'Assumption By-law', Final Works Including Roads and Other Related Works 11.6 EGD -014-16 Appointment of Inspector 11-40 12 Operations Department 12.1 OPD -003-16 Pitch In Week 12-1 13 Emergency and Fire Services Department 13.1 ESD -001-16 Automatic Aid Agreement — Oshawa Fire Services 13-1 14 Community Services Department 14.1 CSD -003-16 Community Services — 2015 Year End Review 14-1 14.2 CSD -004-16 Canada 150 Fund Program Application 14-21 Page 3 Clarington General Government Committee Agenda Date: February 16, 2016 Time: 9:30 AM Place: Council Chambers 14.3 CSD -005-16 Sponsorship Requests from Bethesda House, Bowmanville 1426 Hospital Foundation and Clarington Green Gaels Junior B Lacrosse Club 15 Municipal Clerk's Department 15.1 CLD -01016 Integrity Commissioner 15-1 15.2 CLD -011-16 Appointment of a Livestock Valuer 15-94 16 Corporate Services Department 16.1 COD -003-16 Supply and Haulage of Granular Material 17 Finance Department 17.1 FND-001-16 List of Applications for Cancellation, Reduction, 17-1 Apportionments or Refund of Taxes 18 Solicitors Department No Reports 19 Chief Administrative Office No Reports 24 New Business - Consideration 21 Unfinished Business None 22 Confidential Reports No Reports 23 Adjournment Page 4 ATTACH112%T # TO Fleming, Cindy Illllp � From: Paddy Duncan <paddyduncan@rogers.com> Sent: February -12-16 3:53 PM To: Clerks Department Outside; Woo, Willie; Partner, Wendy; MayorsExternalMaiiGroup; Neal, Joe; Cooke, Steven; Hooper, Ron; Traill, Corinna Subject: Fwd: Bond Head Park Expansion and Transportation Improvements Importance: High To the Mayor and Members of Council, Town of Clarington, We, the undersigned residents of Bond Head respectfully ask that you vote to defer the Phase One proposals for the Bond Head Park Expansion and in particular, the Transportation Improvements for Mill St, until they have received further study and input from residents. We ask that you consider the following: 1. We share the concern regarding safety for all users of Mill St. 2. We feel that there are still other unexplored options to the sidewalk proposed for the west side of Mill St. The option proposed is very "urban" in nature and not at all reflective of the rural nature of the Bond Head community, not environmentally sound and will result in severe damage to tree roots and hasten the loss of the existing tree canopy, and is extremely intrusive for many property owners on the west side of Mill St. 3. In this era of constrained municipal budgets and a generally poor economy, we do not feel that this project merits priority status in any way - there are far more urgent matters requiring expenditure of (our) taxpayers' dollars. We propose that a working group be formed of interested residents who will work with staff to develop a plan that will be acceptable to both the local residents and the Town for both Phases One and Two of this proposal. We would also like to draw your attention to the fact that erosion control work on the east end of the Bond Head Park is far more urgent than any other improvement. Since the Town acquired the property, no erosion control work has been done and the shoreline has receded considerably and will continue to do so without intervention. Sincerely, Paddy Duncan & Richard Schreier (27 Boulton St.) Lynda MacGregor (40 Boulton Si.) David and Sandra Walton -Ball (593 Mill St. South) ATFA01`61'Ei�ET # REPW# U er� Y` f y ff" 9 TO: Mayor Foster Members of Council FROM: Joseph P. Caruana, Director Community Services Department DATE: February 16, 2016 RE: Additional Sponsorship Requests - CSD -005-16 Sponsorship Requests Bethesda House, Bowmanville Hospital f=oundation, Clarington Green Gaels Junior B lacrosse Club In addition to the sponsorship requests received and presented in Report CSD -005- 16, three additional sponsorship requests have been received and are summarized below for Council's consideration during your deliberations of the above mentioned report: 1. Big Brothers Big Sisters of Clarington offers mentoring programs to over 500 children in Clarington. The "2016 Spring Food & Wine Festival" plays a significant role in financially supporting these programs in our community. This year's event is being held at the Newcastle Community Hall on Saturday, June 4, 2016. Big Brothers Big Sisters of Clarington has submitted a sponsorship request as a Lead Sponsor in the amount of $1,500.00 for this event (Attachment 1). The Municipality of Clarington supported this organization and event through the sponsorship program in 2014 and again in 2015 in the amount of $1,000.00. 2. Community hiving Oshawa / Clarington has been providing a variety of supports for children and adults with developmental disabilities and their families in our community for over 60 years. To kick off Community living Month this May and to raise funds for their organization, Community living Oshawa 1 Clarington is hosting "An Evening of Dreams Gala" on Friday, May 6, 2016 at the Deer Creek Golf and Banquet Centre. Funds raised through this event will help provide respite opportunities for families and various .supports in our community. Community Living Oshawa { Clarington has submitted a request in the amount CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO LIC 3A6 7(905)623-3379 F (905)623-5506 of $1,500.00 as a Table Sponsor (Attachment 2). The Municipality of Clarington supported this organization through the sponsorship program in 2014, and again in 2015 in the amount of $500.00. Earlier in 2016, the Municipality of Clarington sponsored an event of Community Living Oshawa 1 Clarington -- The Clarington Project's annual Gala fundraiser in the amount of $1,500.00, It is noted that the event requested mere would support the overall organization and initiatives throughout Oshawa and Clarington, whereas sponsorship of the recent Community Living Oshawa J Clarington — The Clarington Project Gala supports activities specific to Clarington. 3. Rotary Club of Courtice is holding their annual "Youth and Community Leaders Dinner and Auction" on Saturday, April 23, 2016 at the Garnet B. Rickard Recreation Complex. The primary objective of this event is to promote the words of Rotary "Service above Self," celebrating accomplishments of others while raising funds for those in need. The Rotary Club of Courtice has submitted a sponsorship request as a Corporate Sponsor in the amount of $750,00 for this event (Attachment 3). The Rotary Club of Courtice has neither applied for nor received funding from the Municipality through the sponsorship program, aside from the funding received for the annual Canada Day fireworks display, last received in 2013. Reg Jost WP. Caruana Cc; Franklin Wu, CAO Sharon Meredith, Recreation Services Manager Erica Mittag, Community Development Coordinator CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, I30WMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-5506 Attachment 1 February 9"' , 2016 Joe Caruana Director of Community Services The Municipality of Clarington 40 Temperance Street Bowmanviile, ON LIC 3A7 Dear Mr. Caruana, We are writing to invite The Municipality of Clarington/Clarington Tourism the opportunity to be our lead sponsor ($1,500) at the 2016 Spring Food & Wine Festival. For 16 years, Big Brothers Big Sisters of Clarington has been a part of, and -now hosts the Festival, which is a fundralsing event that has evolved Into a much -anticipated spring social. Several hundred residents from Clarington and across the Durham Region attend this event annually. The funds raised play a significant role in financially supporting the mentoring programs EBBS Clarington currently offers to the over 500 children of Clarington. This year's event is being held at the Newcastle Community hall & Gardens on Saturday, June 4, 2016. We will be hosting a number of local caterers, restaurants, bakeries, culinary schools, wineries and breweries to provide samples of their products to our guests. As our lead sponsor, the funding helps to cover ninny of the costs associated with hosting this great event, As Lead Sponsor, the Municipality of Clarington/Clarington Tourism would be show -cased in a number of ways, including: 0 Signage throughout the venue during the day of the event; G Promotion of Clarington Tourism: distribution of pamphlets and other documents; • Logo included on posters and flyers leading up to the event; i Recognition on the BBBS Clarington website, Facebook & Twitter sites; and a Recognition in all post -event material We are open to discuss other ways in which we might showcase the Municipality of Clarington/Clarington Tourism should you wish to put forth any other suggestions as all of our sponsorship levels can be customized to meet your needs. if you have any questions, or require any additional information, please don't hesitate to contact me by phone at (905) 623-6646. Thank you so much for your time and consideration and I look forward to hearing from you and your team. Sincerely, Darlene Brown Executive Director Big Brothers Big Sisters of Clarington Attachment 2 IVi 1\1 LJ IN I I Y 1,1 V1 1\1 ; Inspiring Poss1E)Ir tl s Q!•[ca 141ittag Community i)eveloll►ilentcoor(tinator C011111111n1ty Services Depilrtmient Municipality ofClaringtoll 40 Temperance Street, Bowmanville ON LIC 3A6 Pei) 3, 2016 Dear Ms. Mittag, Thank you for your continued support. i•nr overstxty years, Community Living Oshawa/Clarington has been providing a variety ofsupports rot. Children and adults with developlilel►tal disabilities and 01011 Families in our community. Did you know, that May is Community Living Month? To kick off Community Living Molith, and to help raise fullds and awareness for our organization, the are hosting An Evening of Dreams Gala. Please collsider joining its fol'Au Evening of Dreams Gala on Friday, May 6, 2016 at 6pim at Deer Creel( Golf and 13miquet Centre. As otlrgtiest, you will enjoy a three cotn:5e meal, silent auction and our musical entertainmtmt, The Dreamboats. The Dreamboats are bringing backgood oP fashioned Rock WWII Playing selections from The Beatles, Buddy holly, Ritchie Valens, and more, The Dreamboats deliver an exciting, nostalgic Show that will have you dancing and singhlg file night atvayl We are pleased to have Hall of name jockey, Sandy Hawley as ]lis wife Lisa back as Honorary Qvent Co -Chairs. Your Contribution goes a long way to remove the barrievs to I1lCIl1sio11 and Improve the lives of the people we support. VOLIR C NT I 'L' ONS WILL HELPt ■ CL,OC ensure that our homes are fully accessible and I10Cessat'y Cgttipinemt is current and safe Make accessible transportation available so that people tail travel throughout their conimullity with ease ■ Unable supports and opportunities fol' People to work, Iive alld play III file Cotllnlullity til whIC]l they Call home ■ Provide essentlal respite opportunities for families and create support mechanisms for ctiregivel•s ■ Provide support for youth still hr school to develop skills for living & thrtving in theircomm�tmity • Make dreams conte true for people who Imigh.t Ilot otherwise have the opportunity. Please consider Contributhlg to us this year as a sponsor; purchasing tickets, donating an auction item or oven ail In-kind gift that could help us accomplish our goal, Ott" Resource Deveiopmemand Public Relations Mallager, Julie Neely, will be following tip with you in the next few wouks. Thank you in advance for your consideration. Please feel fl -00 t0 c0litact tis foi' more information of to reserve your ticketsi (905) 576-3011 ext 330 or jneely@co11m1nn1iri 1>oc,c� Sincerely, Terri Gray, Rxecutive Director Sirpportlnry people tiho hove o developmental dlsah8lly. 39 wellington Avenue East 1, 905.576.3013 In(o@Contnmfflyfivingat.ia Oshavia, Ontarlo tlri 3Yi I. 905.575,9750 wcvtv.conlntunlly}ivin! tx.cs iFltEil,t:+ r�F�:nnlE,al.vnt�r,: IQ!43f Til1RSftiJt f•� Patrick Grist, Chairman/President t () (vi lvi ! 11\11 I Y I I'v'11 Jr I'- m- Coroversixty years, Cnnnntnnity riving Oshawa/Clarington has been providing a variety ofsuppoi'ts for children and adults with developmental disabilities and tlCil' faillilles In Our eoamiumity. Our animal fundraising event is a great opportunity to enhance yoln•company profile, and connect with approximately 300 people who live and work Iii the Durbam Region. Out most Importantly, when yen parhner with Community Living Oshawa/Ciarington, You know that every dollar raised is removing barriers and}lrovl(ing the best duality of life forthe people we support. Your contribution goes a long way to remove the barriers to inclusion and improve livesi ■ Ensure that our homes are fully accessible and necessary equipment is current and safe ■ Make accessible transportation available so tlatpeopie can travel throughout theii'comrtiuility with ease ■ Oilable supports and olnportanities for people to work, live arld play ht the community in which they call home ■ Provide essential respite opportunities for families and create support meellaills ills for caregivelx ■ Provide support for youtil still ill scilool to develop skills for living & thriving in their conlnlunity ■ Make dreanns come trine for people who might not otherwise have tile opportunity PIATONUM SPONSOR $10,000 hrcl+rdesCor)orate Name & to$o hirposure ojlrronzesponsarshfp (lifted belmvJ plus the jolloavlrrg arlditfarra! beae/lts... ■ Sixteen (ib) tickets (one tables) to An Csvening of Dreams in support of Community Living Oshawa/Clarington Ill a premium location witll opthllal viety of the stage Corporate Maine mention by MC at Podium ° Corporate Signage oil all print materials/ads/media releases & a fill page advertisement III event program Official cheque presentation - photo opportunity with nledla GOI D SPONSOR $5,000 Includes Corporate Name & Logo Exposure of Bronze Sponsorshfp filsted below) plus (hefolloiving additional ber q?M.. ■ Eight (8) tickets to Alt Evening of Dreams hl support of Community Living Oshawa/Ciariligton • Corporate Signage on all pi'hlt materials/acls/media releases & a full page advertisement in event program ■ Official cheque presentation _ photo Opportunity with media ■ Choose from lintertainmentSporrsor, Plroto Sporrsni; Prtze Table Sponsor or rrft flag Sponsor. OIL rrlloly its to customize samothing for yolt Sal VER SPONSOR SZOOO I nehaies Car{romte Name & Logo 8xposlrro ojlrrorrze 5ponrarshfp (!Istel LeIoSV) plus the following additionalbenejiis_ ` Four (4) tickets to An livening of Dreams In suppol'tofCommunity Living Oshawa/Clarington ° Corporate Signage at event & a half page advertisement in event program TABU SPONSOR $1,500 13�eiudesCortrureteNert:e Lops&�r�rnsttrcofllrpr�ze.5paasorsi�ip(fls�erthelptv)pluslhejolipsvlrr n�trlltta�rrrlbeneJlts,. Light (a) tickets to An Livening of Dreams in support of Contn unRy Living 0sliawa/Clarington BROM SPONSOR $1,000 ■ Two (2) tickets to An Evening of Dreams in support orcommunity mving Oshawa/Clal ingtorl ° 1/4 page ad in Rvent progi ain ■ Corporate logo added to event thank you ad Corparate logo in Conlil►unity Llvhlg 0shawil/Claringtoll Ammal Report, website and mentions on Vnebook/1%vittei•leading tip to the event FRIEND ff COMMUNITY RMONG $500 ■ Name or corporate name in Conulintlity hiving 0shaiva/Clarington Annual Report, plus if applicable a tax receipt for the full amount (considered a taxable donation to Coillnuinity Living 0shawa/Clarington) ON -KIND SPONSORSHIP In-kind donations allow us to create an evene that is elegant and polished, Wil I]esp+atding the funds raised where It is needed the most. We are pleased to offera nt►mber Of recognition apportultities for yom, donation depending Oil the valite. in -Kind donations Include items such as d6cor, prhlting, advertising, video production, graplllc design etc. Additionally, we are always pleased to accept and mco itlze gifts ofsetvlce umater'lals towavds one of the many pi of eats on oia, hipastr acture pt-loi lty fist, If this is snntething that your oiyanizatlon niay be latellested in, Please let us knot, Any donation will be greatly appreciated, and receipted in line with CRA Cstlidelines). Foil more 111forillation, please contact Julie Neely, Manager Resource Development and Public Relations (905) 576-3011 ext 330 jneely@coniniiiilityliviilgoc.Ca "Youth & Community Leaders" January 31 st, 201 G Dear Community Meltrbers; Attachment 3 Rotary ,.:. Club of Courtice Dinner & In Support of Auction I Wounded Warriors Canada The Rotary Club of Courtice annual "Youth & Coninnunity Leaders Dinner and Auction "will be held on Saturday April the 23rd 2016 at the Garnet B Rickard Recreation Complex ill Bowmanville. This evening will include a cash bar, dinner, award presentations a fabalot's silent auction and a keynote address by Jody Nlitic, A 20 year Canadian Armed forces veteran and Sniper Team Leader, Jody Mitic lost both his legs when he stepped on a landmine in Afghanistan on his third tour of duty overseas. After only, a few short months of rehabilitation, Jody was up and walking again, A year after his injury, Jody made national media headlines here at home when he completed the Achilles 51am run on two prosthetic legs, following that, he completed the Canada Army Run half marathon. Not only was Jody's accomplishment a personal milestone on his road to recovery but it also became a major event that helped inspire change in how the military views and handles injured veterans and their ability to be of service, A recognized and sought-after motivational speaker and role model for Canadians, Jody is a respected advocate for wounded veterans, people with disabilities and amputees. He founded the Never Quit Foundation and sat on the Board of Directors of 'Won with One', He has also helped raise upwards of a million dollars for numerous local and national charities, 'file primary objective of this event is to pr'otttote the words of Rotary "Service above Self". This event is committed to the betternterit of aur connnttrtity, by supporting Community services and Organizations, while recognizing community members for their comriritrnent to Clarington. Donations, large or small, may be made either by providing a donated item for auction or a cash donation that will be used to purchase an auction item in your name. We hope you can join us ort Saturday April 23"xi 2016 at the Garnet B, Rickard Recreation Complex in Bowmanville. Tickets are now available at a cost of $75 per person, Thank you for your consideration and for your continued generous support, Sincerely G Judi PviacDonald Treasurer Rotary Club of Courtice To make a donation or to purchase tickets, please contact Judi MacDonald 905-436-1509 or email courtice_rota events e ro eers_com Rotary Club Of Coumce "Youth & Community Leaders" Dinner & In Support of Auction Wounded Warriors Canada Dear Community i1vlelnbers; This evening will include a caterer{ meal, keynote address by,jody Mitic; Overcooling Adversity & Inspiring C0111111unities, award presentations and numerous ite111S tlp for atictioll, Please plan to join its on Saturday April 23, 2016 at the Garnet B. Rickard Recreation Complex in Bowlmanville. Tickets are now available at a cost of $78 per person, We are also collecting donation large and small to be used as part of our live and silent auction so if your business is unable to purchase a sponsorship }package at this time please consider a smaller in kind or cash donation, No item will be considered too small. Through this fundraising event we will be supporting Wounded Warriors Canaria and community services and organizations within Clarington that assist those less fortilliate. Thank you for your consideration and for your generous continued support. To make a donation or to purchase tickets, please contact ,Judi MacDonald 905486--1509 or email courtice_xotary eve�er5 COnl ftcrudes: Corporate Sponsor $750 ® Event Tickets for S e Corporate Table Signage e Recognition in Event Program Inclrxdes; Witte Sponsor $500 . Event Tickets for 4 Recognition in Event Program ftludm, Seat Sponsor $75 Event Ticket to be distributed to all award recipient ® Recognition in Event Program We are also collecting donation large and small to be used as part of our live and silent auction so if your business is unable to purchase a sponsorship }package at this time please consider a smaller in kind or cash donation, No item will be considered too small. Through this fundraising event we will be supporting Wounded Warriors Canaria and community services and organizations within Clarington that assist those less fortilliate. Thank you for your consideration and for your generous continued support. To make a donation or to purchase tickets, please contact ,Judi MacDonald 905486--1509 or email courtice_xotary eve�er5 COnl ATTAWIPIMT To 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: February 16, 2016 Report Number: COD -003-16 Resolution: File Number: CL2015-32 By-law Number: Report Subject: Supply and Haulage of Granular Material Recommendations: It is respectfully recommended that the General Government Committee recommend to Council the following: 1. That Report COD -003-16 be received; 2. That Robert E. Young Construction Ltd with a total bid in the amount of $185,981.97 (net H.S.T. rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2015-32 be awarded the contract for Supply and Haulage of Granular Material; 3. That the funds required in the amount of $185,981.97 (net H.S.T. rebate) be drawn from the respective 2016 operating budget; and 4. That the Purchasing Manager be authorized to extend the contract for one additional one year term pending satisfactory service, available funds, and subject to yearly rate increase based on the Consumer Price Index, All Items, Ontario, most recent issue. Municipality of Clarington Report COD -003-16 Report Overview Page 2 To request authorization from Council to award Tender CL2015-32 for Supply and Haulage of Granular Material as required by the Municipality of Clarington. 1. Background Tender CL2015-32 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. Notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. Four companies downloaded the document. The Tender closed on Monday November 26, 2015. 2. Supply and Haulage of Granular Material Three submissions were received in response to the tender call. Bids were reviewed and tabulated (see Attachment 1) and all submissions were deemed to be compliant. After review and analysis of the submissions by the Operations Department, and the Purchasing Services Division, it was mutually agreed that Robert E. Young Construction Ltd. be recommended for the award of contract CL2015-32. Robert R. Young Construction Ltd. has satisfactorily completed work for the Municipality in the past. 3. Financial and Budget Considerations The funds required in the amount of $185,981.97 (net H.S.T. rebate) to fulfil the granular material requirements included in the Tender CL2015-32 be drawn from the respective operating budgets. The unit pricing received is firm for the initial first year of contract. The Municipality has the option to extend the contract for one additional one year term pending satisfactory service, available funds and subject to yearly rate increase based on the Consumer Price Index, All Items, Ontario, most recent issue. The expended funds will be drawn from the respective 2016 departmental operating budget. Queries with respect to the department needs should be referred to the Director of Operations. Municipality of Clarington Report COD -003-16 Page 3 4. Concurrence This report has been reviewed by Fred Horvath, Director of Operations who concurs with the recommendation. 5. Conclusion It is respectfully recommended that the lowest compliant bidder, Robert E. Young Construction Ltd. with an amount of $185,981.97 (net H.S.T. Rebate) be awarded the contract for supply and haulage of granular material as per the specifications and terms and conditions of Tender CL2015-32. 6. Strategic Pian Application Not Applicable. Submitted O. uiremor or Corporate Services Reviewed b• (r Franklin Wu, Chief Administrative Officer Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or dferguson@clarington.net Attachments: Attachment 1 -- Tabulation of Bid Summary List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. MM/DF/jm Attachment I to Municipality of Clarington Report COD -003-16 Municipality of Clarington Summary of Bid Results Tender CL2015-32 Supply and Haulage of Granular Materials Did not submit a bid to supply granular material to all the locations requested. For the locations that Turk Valley Aggregates did offer to supply, they submitted the highest price. Total Annual Total Annual Bidder Recommended Award Recommended Award (including H.S.T, net H.S.T. rebate Robert E Young $206,524,79 $ 185,981.97 Construction Ltd. La l=arge Canada $280,625.33 $252,711.80 Turk Valley Aggregates* $70,173.00 $63,192.96 Did not submit a bid to supply granular material to all the locations requested. For the locations that Turk Valley Aggregates did offer to supply, they submitted the highest price. Handouts/Circulations General Government Committee Meeting Welcome to Bond Head A unique community in Clarington worth preserving Bond Heads Magnificent Tree Canopy > 100 years in the making Excerpt from a blogger who happened upon our historic utopia... http://cynthiasreyes.com/tag/historic-bond-head/ Clarington Official Plan Emphasizes that input from the public is essential when Council is considering steps to be implemented in the community Reference Section 3.2.2 Reference Section22.3.4 Zoning Designations Schedule 5B of Clarington Zoning By-Law 84- • 63 NOT a Major Activity Area Either in an Agricultural Zone Or Environmental Protection Zone Bond Head Parkette Section 19.11.1 NOT a major activity destination NOT an employment centre Assessment of Risk The risk assessment for pedestrians is based on a seriously flawed trafficsurvey. Survey data is 60% weekend and all peak summer season Survey data counts joggers as pedestrians …joggers don’t generally choose to run on sidewalks Survey data double counts round trippers …once going and once returning Day of Total Date% Pedestrian WeekTotal VehiclePedestrian 26-MayTuesday476255.3% 27-MayWeds.5996711.2% 30-MaySaturday977404.1% 31-MaySunday742223.0% 22-JunSunday1520603.9% Average863435.5% Total Vehicle and pedestrian traffic includes both north and south directions Note also that there is an ongoing but temporary high level of construction traffic until the build out is complete Traffic Pattern Summary Average daily foot traffic is 43 persons or 5.5 percent of total traffic in peak season If we adjust for assumptions regarding joggers, double countings and seasonal effects will drive this way down… Value for money? Why spend so much on so few? Will a sidewalk really increase foot traffic and make Bond Head more accessible? Potential Walkers face a 66 minute round trip from the Newcastle Town Center Concerns Additional potential costs? Mill Street South at 8 PM …will the sidewalk need to be lit? The additional light pollution will degrade one of the best places in town to enjoy the night sky Sidewalk Lighting Standards More on lighting from the Clarington Design Guidelines SECTION 600 STREET LIGHTING—23 1.0 GENERAL 1.01 Illumination shall be provided on all roadways and all walkways serving as direct street to street pedestrian links, within and fronting new developments. Illumination shall be in accordance with the latest edition of RP-8 American National Standard Practice for 2.0 LUMINAIRES • 2.01 High pressure sodium luminaires shall be used for all roadway • andwalkway illumination. 4.0 POLES • 4.01 Street light poles shall be StressCrete or approved equivalent, • direct buried, spun concrete and grey in colour, as approved by the Director. • The south part of mill is Environmentally protected Unintended Consequences Pave Paradise? Negative effects of paving with concrete EFFECTS ON THE MICROCLIMATE: URBAN HEAT ISLAND EFFECT • SMOGlevels have also been correlated to temperature rise \[1-3\]. • excerpted from Portland Cement Association, PCA R&D Serial No. 2068 ** Concrete is used to create hard surfaces which contribute to surface runoffthat may cause soil erosion, water pollution and flooding. The cement industry is one of the primary producers of carbon dioxide, a major greenhouse gas. Less cement anyone? The cement industry is one of the primary producers of • carbon dioxide, a major greenhouse gas. One reason why the carbon emissions are so high is because cement has to be heated to very high temperatures in order for clinker to form. A major culprit of this is alite (Ca3SiO5), a mineral in concrete that cures within hours of pouring and is therefore responsible for much of its initial strength. However, alite also has to be heated to 1,500°C in the clinker-forming process Concrete is used to create hard surfaces which contribute to surface runoffthat may cause soil erosion, water pollution and flooding. Impact on wildlife Did you know Snapping Turtles are a Species of Concern? Unfair distribution of impact -590 Mill St South Major property encroachment for some; no impact for others 14’ from the road to the ramp. 2m of road, 1m of buffer and 1.5m of sidewalk adds up to 14’ 9” Reduced accessibility, invasion of privacy, reduced physical security and a decline in value of their home will be some of consequences for these long time residents Unfair distribution of impact -612 Mill St South 200 ft of sidewalk to keep clear of snow and ice Some Bond Head Residents are seasonal or weekend only Have We Explored all options and funding sources? Ajax/Pickering accessed waterfront trail money to build their link . Has the town done a comparative study of the bridge concept? Suggestions: Keep an open mind about the magnitude of the safety issue. Given • the flawed traffic study data, a sidewalk may be a major solution to a minor problem Consider that a sidewalk does not enhance safety for >95% of all • traffic: motorists, motorcyclists, cyclists and joggers. Consider the risk to the tree canopy due to root disruption, root • compaction and chemical alkalinity from the cement. Consider the unfair negative impact of a sidewalk on the residents • on the west side of Mill St. South. Park is already 40% ashphalt Conclusion We as residents of Bond Head are extremely proud and naturally • protective of our neighbourhood. We want to share Bond Head with the larger community of Clarington, but not at the expense of what makes it so unique. We have no objection to enhancing the Bond Head Parkette, as long • as it is done in a way that respects the natural setting. The majority of the residents of Mill Street South in Bond Head • would prefer no development of the roadway. Many residents prefer the road widening option, believing that it • has less impact on residents and the canopy and benefits motorists, cyclists, joggers andpedestrians alike. Thank-you I sure hope they Since vehicle, jogger and cyclist choose EGD-008-16 traffic dominates Mill Street, why Rec 5 instead of Rec 4 not widen road first to enhance everyonessafety then re-visit need for sidewalks later?