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HomeMy WebLinkAbout05/09/2016 ro ingtoil General Government Committee Agenda Date: May 9, 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 mchambersclarin toq nnet. 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. Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or placed on non-audible mode during the meeting. Copies of Reports are available at www.clarington.net Clarington General Government Committee Agenda Date: May 9, 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 April 18, 2016 6-1 7 Delegations 7.1 Linda Lowery, Chairperson, Heads Up Durham, Regarding Brain Injury Awareness Month 7.2 Jose Beltran, Blackbird Constructors 407 General Partnership, Regarding a Noise By-law Exemption Request 8 Communications - Receive for Information 8.1 Minutes of the Newcastle Village Community Hall Board dated March 15, 8-1 2016 8.2 Minutes of the Tyrone Community Centre dated April 20, 2016 8-4 8.3 Minutes of the Ganaraska Region Conservation Authority dated April 21, 8-6 2016 8.4 Minutes of the Central Lake Ontario Conservation Authority dated April 19, 8-9 2016 8.5 Jason Carrier— Request for Rainbow Painted Crosswalks 8-13 8.6 Debi A. Wilcox, Regional Clerk/Director of Legislative Services, The 8-14 Regional Municipality of Durham — Proposed Excess Soil Management Policy Framework, Ministry of the Environment and Climate Change Environmental Bill of Rights Registry #012-6065 (2016-J-9) Page 1 Cladogton General Government Committee Agenda Date: May 9, 2016 Time: 9:30 AM Place: Council Chambers 9 Communications — Direction 9.1 Jerica Doiron, Board Member, Pride Durham Inc. — Request for Flag 9-1 Raising (Motion to approve raising of the Pride Durham Inc. Flag from May 30, 2016 to June 6, 2016.) 9.2 Brenda M. Brunt, Director of Corporate Services/Clerk, Municipality of 9-2 South Dundas — Rural Economic Development (RED) Program (Motion for Direction) 9.3 Amanda Gubbels, Clerk/Deputy Administrator, Township of Warwick — 9-6 Physician Recruitment (Motion for Direction) 10 Presentations No Presentations 11 Engineering Services Department 11.1 EGD-023-16 Proposed Amendments to Traffic and Parking By-law 11-1 #2014-059 Regarding Parking on the Boulevard of Corner Lots 11.2 EGD-024-16 Lambs Lane Reconstruction Public Information Centre 11-6 12 Operations Department No Reports 13 Emergency and Fire Services Department No Reports Page 2 Cladogton General Government Committee Agenda Date: May 9, 2016 Time: 9:30 AM Place: Council Chambers 14 Community Services Department 14.1 CSD-009-16 Sponsorship Request—Clarington Board of Trade and 14-1 Office of Economic Development 15 Municipal Clerk's Department 15.1 CLD-018-16 Recording of"Declaration of Interest" in Minutes 15-1 15.2 CLD-019-16 Appointment to the Energy From Waste—Waste 15-12 Management Advisory Committee 16 Corporate Services Department 16.1 COD-007-16 Visual Arts Centre Lease Renewal 16-1 16.2 COD-008-16 Tourism Update, Strategy and Metrics 16-4 16.3 COD-009-16 Joint Health and Safety Committee—2015 Summary 16-72 16.4 COD-010-16 Jackman Road Reconstruction 16-88 16.5 COD-011-16 Multi-functional Digital Copiers 16-95 17 Finance Department 17.1 FND-007-16 Building Permit Fees Annual Report for 2015 17-1 17.2 FND-008-16 Financial Update as at March 31, 2016 17-6 18 Solicitor's Department No Reports 19 Chief Administrative Office No Reports 20 New Business — Consideration Page 3 Clara wn General Government Committee Agenda Date: May 9, 2016 Time: 9:30 AM Place: Council Chambers 21 Unfinished Business None 22 Confidential Reports No Reports 23 Adjournment Page 4 General Government Committee Minutes Claringtoll April 18, 2016 Minutes of a meeting of the General Government Committee held on Monday, April 18, 2016 at 9:30 AM in the Council Chambers. Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper, Councillor J. Neal, Councillor W. Partner, Councillor W. Woo Regrets: Councillor Traill Staff Present: F. Wu, A. Allison, T. Cannella, C. Carr arrived at 11:35 AM, J. Caruana, L. Gordon until 11:35 AM, F. Horvath, M. Marano, G. Weir, J. Gallagher, M. Chambers i 1 Call to Order Mayor Foster called the meeting to order at 9:30 AM. 2 New Business — Introduction Councillor Partner added the following items, to the New Business — Consideration i section of the Agenda: • Durham Region Federation of Agriculture (DFRA) Funding Application to Farm Credit Canada • Orono Agricultural Society funding application to Farm Credit Canada Councillor Cooke added the following items, to the New Business — Consideration I section of the Agenda: r + Refreshment Vehicle By-law Exemption • Permitted Age of Taxi Vehicles I. • Bill 181, Municipal Elections Modernization Act, 2016, an Act to amend the Municipal Elections Act, 1996 and to make complementary amendments to other Acts 3 Adopt the Agenda Resolution #GG-198-16 Moved by Councillor Woo, seconded by Councillor Partner, i That the Agenda for the General Government Committee meeting of April 18, 2016, be adopted as presented, with the addition of the following new business items: • Durham Region Federation of Agriculture (DFRA) Funding Application to Farm Credit Canada • Orono Agricultural Society funding application to Farm Credit Canada 6-1 General Government Committee C1aFj1WRMinutes April 18, 2016 • Refreshment Vehicle By-law Exemption • Permitted Age of Taxi Vehicles • Bill 181, Municipal Elections Modernization Act, 2016, an Act to amend the Municipal Elections Act, 1996 and to make complementary amendments to other Acts Carried 4 Disclosures of Pecuniary Interest Councillor Partner declared a pecuniary interest in Report CSD-008-16 regarding the April Supplemental Sponsorship Requests and Report CSD-007-16 regarding the 2016 Community Grant Applications (Application #16-21). Councillor Neal declared a pecuniary interest in regarding Report CSD-007-16 regarding the 2016 Community Grant Applications (Application #16-28 and Application #16-22). 5 Announcements Members of Council announced upcoming community events and matters of community interest. 6 Adoption of Minutes of Previous Meeting Resolution #GG-199-16 Moved by Councillor Hooper, seconded by Councillor Cooke That the minutes of the regular meeting of the General Government Committee meeting held on March 29, 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 a handout. Ms. Hall provided an economic and lead update for 2016 and reviewed the recent activity of the CBOT. She continued by explaining that serviced lands are critical in Clarington, specifically in the south Courtice area. Ms. Hall noted ,that Clarington does not have a large inventory of vacant buildings which can make it challenging to find locations for incoming growth. She advised the Committee that the Board's top priorities for 2016 are exploring the work force and focusing on broadband issues. She added that, in 2016, they have attended 10 industry events and have - 2 - 6-2 General Government Committee Cladyngton Minutes April 18, 2016 hosted 12 events. Ms. Hall added that they have 23 new members and they have been busy with their business retention and expansion survey. She concluded her presentation by asking the Committee to attend their Annual General meeting to find out more information on the CBOT's activities and further details on their upcoming events. Resolution #GG-200-16 Moved by Councillor Partner, seconded by Councillor Woo That the delegation of Sheila Hall, Executive Director, Clarington Board of Trade, regarding an Economic Development Update, be received with thanks. Carried 7.2 Benjamin Earle, Feed the Need in Durham, Regarding a Feed the Need in Durham Update and Spring Campaign Benjamin Earle, Feed the Need Durham, was present regarding a Feed the Need in Durham Update and the Spring Campaign. He made a verbal presentation to accompany an electronic presentation. Mr. Earle provided background information on Feed the Need Durham. He provided an overview of the matter of hunger in Durham Region, which included statistics from the Price of Eating Well in Durham Region for 2015. Mr. Earle continued by highlighting statistics on the users of food banks from January to March of 2016. He summarized how Feed the Need in Durham is able to respond to the hunger problem in Durham Region with various solutions, which include collaborations, partnerships, and volunteers. Mr. Earle continued by providing details of their warehouse and distribution hub in south Oshawa. He advised the Committee that they are hoping to launch their spring campaign in May. Mr. Earle continued by explaining where they receive their funding and grants from, and noted that the balance comes from fundraising. He advised the Committee that their goal for 2016 is to acquire 50,000 pounds of non-perishable food items and $50,000 in funding to support their infrastructure. Mr. Earle concluded by thanking the Committee and encouraged them to visit their website for additional information on upcoming events. Resolution #GG-201-16 Moved by Councillor Neal, seconded by Councillor Partner I That the delegation of Benjamin Earle, Feed the Need in Durham, regarding Feed the Need in Durham Update and Spring Campaign, be referred to the consideration of Report CSD-007-16, 2016 Community Grant Requests. Carried i - 3 - 6-3 Uarftwil General Government Committee Minutes April 18, 2016 Recess Resolution #GG-202-16 Moved by Councillor Partner, seconded by Councillor Cooke That the Committee recess for 10 minutes. Carried The meeting reconvened at 10:30 AM with Mayor Foster in the Chair. 8 Communications - Receive for Information 8.1 Minutes of the Tyrone Community Centre dated March 16, 2016 8.2 Minutes of the Orono Arena Community Centre Board dated March 29, 2016 8.3 Minutes of the Ganaraska Region Conservation Authority dated March 17, 2016 8.4 Mark Wilson, Senior Advisor, Municipal Affairs, Enbridge — Ontario Energy Board Application #EB-2016-0004— Review of Mechanisms.to Recover the Costs of Natural Gas Expansion in Ontario 8.5 Debi A. Wilcox, Regional Clerk/Director of Legislative Services, The Regional Municipality of Durham — Notice of Motion from Councillor O'Connell and Councillor Jordan Regarding Nuclear Emergency Plans 8.6 Melodee Smart, Administrative Assistant, Works Department, The Regional Municipality of Durham — Durham/York Energy From Waste Project 8.7 Melodee Smart, Administrative Assistant, Works Department, The Regional Municipality of Durham — Durham/York Energy From Waste Project— Submission of the 2015 Durham York Energy Centre Annual Report 8.8 . Debi A. Wilcox, Regional Clerk/Director of Legislative Services, The Regional Municipality of Durham — Update and Feedback to the Province on the Proposed Climate Change Mitigation:and Low-Carbon Economy Act. 2016 (EBR Posting #012-6844) and Cap and Trade Regulatory Proposal and Revised Guidelines for Greenhouse Gas Emissions Reporting (EBR Posting #012-6837) (2016-F-22) Resolution #GG-203-16 Moved by Councillor Neal, seconded by Councillor Partner That Communication Items 8.1 to 8.8, be received for information. Carried - 4 - 6-4 Clarington General Government Committee Minutes April 18, 2016 9 Communications — Direction 9.1 Jayme Harper, Executive Director, PFLAG Canada Durham Region — Request for Flag Raising Resolution #GG-204-16 Moved by Councillor Woo, seconded by Councillor Partner That the raising of the PFLAG Canada Durham Region Flag on May 17, 2016, be approved. Carried 9.2 Mary Medeiros, Acting City Clerk, City of Oshawa — Request to Change the Ontario Building Code to Restrict the Permitted Use of Wired Glass Resolution #GG=205-16 Moved by Councillor Woo seconded by Councillor Hooper That the following City of Oshawa resolution, regarding the Request to Change the Ontario Building Code to Restrict the Permitted Use of Wired Glass, be endorsed by the Municipality of Clarington: Whereas there have been several incidents where people have fallen against wired glass and have injured themselves; and i Whereas wired glass does not react to forces in the same manner as safety glass, tempered glass or laminated glass; and Whereas wired glass is only designated to remain in place during a fire; and Whereas the Ontario Building Code currently permits wired glass to be installed in building entrances and in corridors which may be subject to damage from contact with the glass causing bodily injury; and i' Whereas it is important to amend the Ontario Building Code to further restrict the permitted use of wired glass; Therefore be it resolved: 1. That the Province of Ontario be requested to review and amend the Ontario Building Code regarding the use of wired glass to include the following: } • That wired glass not be permitted as a substitute for, or used in lieu of, safety glass, tempered'glass or laminated glass; o That wired glass not be permitted in guards; - 5 - 6-5 General Government Committee ClarftwaMinutes April 18, 2016 • That wired glass not be permitted in glass sidelights for building entrances, within a means of egress or adjacent to any door; • That the wired glass area and dimensions allowed in doors be reduced so that one dimension does not exceed 100 mm; and, 2. That the Province of Ontario be requested to consult with the Large Municipalities Chief Building Officials Group and the Ontario Building Officials Association on changes to the Ontario Building Code on further restricting the use of wired glass; and, 3. That a'copy of this resolution be forwarded to the Region of Durham, all Durham Regional municipalities, all Durham Region M.P's and M.P.P's, the Association of Municipalities of Ontario, the Large Urban Mayor's Caucus of Ontario, the Federation of Canadian Municipalities, the Large Municipalities Chief Building Officials Group, the Ontario Building Officials Association and the City's Building Industry Liaison Team. Carried 9.3 Laurie Scott, MPP Haliburton-Kawartha Lakes-Brock— Requesting Support for the Anti-Human Trafficking Task Force and Support for Bill 158, Saving the Girl Next Door Act, 2016 Resolution #GG-206-16 Moved by Councillor Partner, seconded by Councillor Cooke Whereas human trafficking is a heinous crime that has been referred to as modern day slavery; and Whereas traffickers recruit, transport, harbour and control the-girl next door for sexual exploitation or forced labour; and Whereas it is one of the,fastest growing crimes that starts and stays in Canada, targeting victims - 90 percent of which are Canadian-born and predominantly female, averaging the age of 14; and Whereas Ontario is a major hub of human trafficking in Canada, and victims are lured, manipulated and coerced, often over the internet from every part of Ontario; and Whereas human trafficking is in our neighbourhoods and our communities; Therefore Be It Resolved that the Council of the Municipality of Clarington support Bill 158, Saving the Girl Next Door Act, 2016, support MPP Laurie Scott's motion for a multi-jurisdictional and coordinated task force of law enforcement agencies, Crown prosecutors, judges , victims' services and frontline agencies; and - 6 - 6-6 General Government Committee Clarington Minutes April 18, 2,016 That a copy of this resolution be forwarded to all Durham Members,of Provincial Parliament and Durham Region municipalities. Carried 9.4 Wendy Partner— Regarding World Ovarian Cancer Day Resolution #GG-207-16 Moved by Councillor Partner, seconded by Councillor Woo That the raising of the World Ovarian Cancer Day Flag, on May 8, 2016, be approved. Carried 9.5 Mary Hitchon — Regarding Traffic By-law 2014-059 Resolution #GG-208-16 Moved by Councillor Cooke, seconded by Councillor Woo That the Communication Item 9.5, from Mary Hitchon, regarding the Traffic By-law 2014-059, be received for information. Carried 9.6 The Corporation of the Township of North Stormont— Regarding the Ontario j Energy Board Hearing Resolution #GG-209-16 Moved by Councillor Woo, seconded by Councillor Partner That the Communication Item 9.6 from The Corporation of the Township of North j Stormont, regarding the Ontario Energy Board Hearings, be received for information. Carried i 10 Presentations No Presentations Councillor Neal chaired this portion of the meeting. I ; I - 7 - i 6-7 P" General Government Committee Clringtoll Minutes April 18, 2016 11 Engineering Services Department 11.1 EGD-019-16 Report on Building Permit Activity for January, February, and March 2016 Resolution #GG-210-16 Moved by Councillor Hooper, seconded by Councillor Cooke That Report EGD-019-16 be received for information. Carried 11.2 EGD-020-16 Green Road and Bridge Construction, Contract CL2013-26 Project Summary and Reconciliation Report Resolution #GG-211-16 Moved by Councillor Hooper, seconded by Councillor Cooke That Report EGD-020-16 be received; That the final Green Road and Bridge Construction project reconciliation report be received by Council with the final costs coming in at $7,595,000 rather than the approved budget amount of$8,000,000; and That rather than debenture the final portion of the project costs, which are $1,156,400.00, delete the 2015 Concession Road 3 reconstruction project, Account No. 110-32-330-83416-7401, and those funds can be re-directed to the Green Road and Bridge construction project. Carried 11.3 EGD-021-16 Rickard Neighbourhood Park-Parking Lot Construction Resolution #GG-212-16 Moved by Councillor Partner, seconded by Councillor Woo That Report EGD-021-16 be received; That additional funding in the amount of$72,541 to construct a parking lot as part of Rickard Neighbourhood Park be added to Contract No. CL2015-14; and That funding for the parking lot be drawn from unexpended capital in Foster Creek Neighbourhood Park 110-32-325-83317-7401 in the amount of$11,060, South Courtice Arena Parking Expansion110-32-325-83405-7401 in the amount of $31,000, and the Development Charges Park reserve fund in the amount of$30,481. Carried - 8 - 6_8 f General Government Committee Clarftwn Minutes April 18, 2016 11.4 EGD-022-16 Update for the Environmental Assessment for Highway 401 Improvements from Courtice Road to the Region of Durham Boundary (East Townline Road) Resolution #GG-213-16 Moved by Mayor Foster, seconded by Councillor Cooke That Report EGD-022-16 be received; That Council direct staff to write to the Minister of the Environment and Climate Change to rescind the Municipality of Clarington's request for a Part ll Order for the Transportation Environmental Study Report for the Highway 401 Improvements from Courtice Road to the Region of Durham Boundary (East Townline Road); and That all interested parties be notified of Council's decision. Carried 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 14 Community Services Department 14.1 CSD-007-16 2016 Community Grant Requests i Resolution #GG-214-16 i Moved by Councillor Neal, seconded by Mayor Foster That Report CSD-007-16 be received; That Council consider all submitted grant requests; and and an delegations be advised Report CSD-007-16 That all interested parties listed m E' y g of Council's decision. Carried i - 9 - 6-9 General Government Committee Clarington Minutes April 18, 2016 Brownsdale Community Centre Kendal Community Centre Orono Town Hall Solina Community Centre Tyrone Community Centre Newtonville Community Centre Hampton Community Association Resolution #GG-215-16 Moved by Mayor Foster, seconded by Councillor Cooke That Grant Application #16-01, Brownsdale Community Centre, be approved in the amount of$3,000.00; That Grant Application #16-02, Kendal Community Centre, be approved in the amount of $3,000.00; That Grant Application #16-03, Orono Town Hall, be approved in the amount of $3,000.00; That Grant Application #16-04, Solina Community Centre, be approved in the amount of $3,000.00; That Grant Application #16-05, Tyrone Community Centre, be approved in the amount of $3,000.00; That Grant Application #16-06, Newtonville Community Centre, be approved in the amount of$3,000.00; and That Grant Application #16-40, Hampton Community Association, be approved in the amount of $3,000.00. Carried Bowmanville Ecology Garden Orono Horticultural Society Bowmanville Allotment Gardens Newcastle Horticultural Society Bowmanville Horticultural Society Resolution #GG-216-16 Moved by Councillor Cooke, seconded by Mayor Foster That Grant Application #16-07, Bowmanville Ecology Garden, be approved in the amount of $500.00; - 10 - 6-10 General Government Committee CjIaFjDgt0R Minutes April 18, 2016 That Grant Application #16-08, Orono Horticultural Society, be approved in the amount of $500.00; That Grant Application #16-09, Bowmanville Allotment Gardens, be approved in the amount of $500.00; That Grant Application #16-10, Newcastle Horticultural Society, be approved in the amount of $500.00; and That Grant Application #16-11, Bowmanville Horticultural Society, be approved in the amount of $500.00. Carried Lakeshore New Horizons Band Great Canadian Town Band Festival Newcastle Village Concerts j Music Night in the Park (Newtonville) Clarington Concert Band Resolution #GG-217-16 Moved by Councillor Neal, seconded by Councillor Woo That Grant Application #16-14, Lakeshore New Horizons Band, be approved in the amount of $750.00. Motion Withdrawn j Resolution #GG-218-16 Moved by Councillor Neal, seconded by Mayor Foster That Grant Application #16-14, Lakeshore New Horizons Band, be approved in the amount of $750.00. 4 That Grant Application #16-15, Great Canadian Town Band Festival, be approved in the amount of $1,000.00; That Grant Application #16-16, Newcastle Village Concerts, be approved in the amount of $750.00; i That Grant Application #16-17, Music Night in the Park (Newtonville), be approved in the amount of$1,000.00; and That Grant Application #16-18, Clarington Concert Band, be approved in the amount of i $1,000.00. Carried c I i - 11 - 6-11 General Government Committee ClafiRgt011Minutes April 18, 2016 Durham East 4-H Club Resolution #GG-219-16 Moved by Councillor Partner, seconded by Mayor Foster That Grant Application #16-13, Durham East 4-H Club, be approved in the amount of $2,500.00. Carried Driftwood Theatre Group Resolution #GG-220-16 Moved by Councillor Woo, seconded by Councillor Partner That Grant Application #16-19, The Driftwood Theatre Group, be approved in the amount of$1,200.00. Motion Lost Resolution #GG-221-16 Moved by Councillor Woo, seconded by Mayor Foster That Grant Application #16-19, The Driftwood Theatre Group, be approved in the amount of$1,500.00. Carried Beech Street Theatre Co. Resolution #GG-222-16 Moved by Mayor Foster, seconded by Councillor Woo That Grant Application #.16-20, Beech Street Theatre Co., be approved in the amount of $1,000.00. Carried Orono Santa Claus Parade Councillor Partner declared a pecuniary interest in the Community Grant Application for the "Orono Santa Claus Parade" as she is a member of the Committee. Councillor Partner left the room and refrained from discussion and voting on this matter. P z - 12 - 6-12 i General Government Committee Minutes Clarington April 18, 2016 I Resolution #GG-223-16 Moved by Councillor Cooke, seconded by Councillor Woo That Grant Application #16-21, Orono Santa Claus Parade, be approved in the amount of $500.00. Carried Newcastle Village and District Historical Society i Resolution #GG-224-16 Moved by Councillor Neal, seconded by Councillor Woo That Grant Application #16-23, Newcastle Village and District Historical Society, be approved in the amount of$1,500.00. j Carried I Councillor Partner returned to the meeting. Architectural Conservancy of Ontario - Clarington Branch i Resolution #GG-225-16 i Moved by Councillor Woo, seconded by Councillor Cooke i That Grant Application #16-24, Architectural Conservancy of Ontario - Clarington Branch, be approved in the amount of $3,000.00. Carried Newcastle Art Show Councillor Neal declared a pecuniary interest in the Community Grant Application for j the "Newcastle Art Show" as this is a Gift of Art event and a member of his family j volunteers for the Gift of Art. Councillor Neal left the room and refrained from discussion j and voting on this matter. Resolution #GG-226-16 Moved by Councillor Partner, seconded by Mayor Foster That Grant Application #16-22, Newcastle Art Show, be approved in the amount of $2,500.00. Carried i Councillor Neal returned to the meeting. c I — 13 - 6-13 General Government Committee Claringtoll Minutes April 18, 2016 Polish Heritage Youth Group Resolution #GG-227-16 Moved by Councillor Woo, seconded by Councillor Neal That Grant Application #16-25, Polish Heritage Youth Group, be approved in the amount of$500.00. Motion Lost Resolution #GG-228-16 Moved by Councillor Woo, seconded by Mayor Foster That Grant Application #16-25, Polish Heritage Youth Group, be denied. Carried The Gathering Place Resolution #GG-229-16 Moved by Mayor Foster, seconded by Councillor Neal That Grant Application #16-26, The Gathering Place, be approved in the amount of $1,500.00. Carried Home Base Durham Councillor Neal declared a pecuniary interest in the Community Grant Application for "Home Base Durham" as he is a Director for this group. Councillor Neal left the room and refrained from.discussion and voting on this matter. Resolution #GG-230-16 Moved by Councillor Cooke, seconded by Councillor Woo That Grant Application #16-28, Home Base Durham, be approved in the amount of $2,500.00. Carried Councillor Neal returned to the meeting. - 14 - 6-14 i General Government Committee Minutes clarilwil April 18, 2016 Pride Durham Inc. Resolution #GG-231-16 Moved by Councillor Neal, seconded by Councillor Cooke i That Grant Application #16-27, Pride Durham Inc., be approved in the amount of $1,500.00. Carried i Feed the Need Durham Resolution #GG-232-16 Moved by Councillor Partner, seconded by Councillor Neal That Grant Application #16-29, Feed the Need Durham, be approved in the amount of $3,000.00. Carried Durham Youth Council Resolution #GG-233-16 Moved by Councillor Woo, seconded by Councillor Partner That Grant Application #16-30, Durham Youth Council, be approved in the amount of $2,000.00. Carried i Big Brothers and Sisters of Clarington i Resolution #GG-234-16 Moved by Mayor Foster, seconded by Councillor Woo That Grant Application #16731, Big Brothers and Sisters of Clarington, be approved in the amount of$2,000.00. Carried Boys and Girls Club of Durham Resolution #GG-235-16 r Moved by Councillor Cooke, seconded by Mayor Foster That Grant Application #16-32, Boys and Girls Club of Durham, be denied. Carried - 15 - 6-15 General Government Committee Minutes clarhwn April 18, 2016 The Animal Guardian Society Resolution #GG-236-16 Moved by Councillor Neal, seconded by Councillor Cooke That Grant Application #16-33, The Animal Guardian Society, be denied. Carried Soper Valley Model Railroad Association Resolution #6G-237-16 Moved by Councillor Partner, seconded by Councillor Woo That Grant Application #16-35, Soper Valley Model Railroad Association, be approved in the amount of$1,000.00. Carried Bowmanville Tennis Club Resolution #GG-238-16 Moved by Councillor Woo, seconded by Councillor Neal That Grant Application #16-34, Bowmanville Tennis Club, be approved in the amount of $1,000.00. Motion Withdrawn Resolution #GG-239-16 Moved by Councillor Woo, seconded by Councillor Neal That Grant Application #16-34, Bowmanville Tennis Club, be approved in the amount of $2,000.00. Carried Clarington Swim Club Resolution #GG-240-16 Moved by Mayor Foster, seconded by Councillor Partner That Grant Application #16-36, Clarington Swim Club, be approved in the amount of $1,000.00. Carried f - 16 - 6-16 General Government Committee Clarington Minutes April 18, 2016 Durham Synchro Club Resolution #GG-241-16 Moved by Councillor Cooke, seconded by Councillor Neal That Grant Application #16-37, Durham Synchro Club, be denied. I Carried Oshawa Camaros Baton Club Resolution #GG-242-16 Moved by Councillor Neal, seconded by Mayor Foster That Grant Application #16-38, Oshawa Camaros Baton Club, be approved in the amount of $1,000.00. Carried i Bowmanville Figure Skating Club i Resolution #GG-243-16 Moved by Councillor Partner, seconded by Mayor Foster That Grant Application #16-39, Bowmanville Figure Skating Club, be approved in the I amount of $2,000.00. Carried Recess i Resolution #GG-244-16 Moved by Councillor Woo, seconded by Mayor Foster I That the Committee recess for one hour. j Carried i The meeting reconvened at 1:02 PM with Councillor Hooper in the Chair. 14.2 CSD-008-16 April Supplemental Sponsorship Requests Councillor Partner declared a pecuniary interest in the Supplemental Sponsorship Request for the In the Face of an Angel Golf Tournament as she is the founder of this event. Councillor Partner left the room and refrained from discussion and voting on this matter. i is - 17 - 6-17 General Government Committee ClarftwaMinutes April 18, 2016 Resolution #GG-245-16 Moved by Mayor Foster, seconded by Councillor Cooke That Report CSD-008-16 be received; That Council consider the sponsorship requests submitted by the In the Face of an Angel Golf for Ovarian Cancer Tournament, the John Strange Memorial Foundation, the Clarington Fire Fighters Association, Lupus Ontario, the YWCA Durham and Habitat for Humanity Durham; and That all interested parties listed in Report CSD-008-16 and any delegations be advised of Council's decision. Motion Divided (See following motions) Resolution #GG-246-16 Moved by Mayor Foster, seconded by Councillor Woo That the sponsorship request for In the Face of an Angel Golf for Ovarian Cancer Tournament, in the amount of$1000.00, be approved. Carried Resolution #GG-247-16 Moved by Mayor Foster, seconded by Councillor Woo That the sponsorship request for John Strange Memorial Foundation, in the amount of $2500.00, be approved. Carried Councillor Partner returned to the meeting. Resolution #GG-248-16 Moved by Mayor Foster, seconded by Councillor Cooke That the sponsorship request for Clarington Fire Fighters Association, in the amount of $300.00 for the Captain "Par 3" sponsorship, be approved. Carried Resolution #GG-249-16 Moved by Mayor Foster, seconded by Councillor Partner That the sponsorship request for Lupus Ontario, in the amount of $250.00 for the "Community Stroller" sponsorship, be approved. Carried - 18 - 6-18 i General Government Committee Clar-ington Minutes April 18, 2016 j Resolution #GG-250-16 Moved by Councillor Neal, seconded by Councillor Partner That the sponsorship request for YWCA Durham, in the amount of$550.00 for the "Corporate Table" sponsorship, be approved. Carried Resolution #GG-251-16 Moved by Councillor Neal, seconded by Councillor Woo That the sponsorship request for Habitat for Humanity Durham, be denied. Motion Withdrawn Resolution #GG-252-16 Moved by Councillor Woo, seconded by Mayor Foster That the sponsorship request for Habitat for Humanity Durham, in the amount of $350.00, be approved. Motion Lost j Resolution #GG-253-16 I Moved by Mayor Foster, seconded by Councillor Woo That the sponsorship request for Habitat for Humanity Durham, in the amount of $200.00, be approved. E Motion Lost I I Resolution #GG-254-16 i Moved by Councillor Neal, seconded by Councillor Cooke That the sponsorship request for Habitat for Humanity Durham, be denied. Carried Mayor Foster chaired this portion of the meeting. 1 i r f - 19 - 6-19 Clar*wjiGeneral Government Committee Minutes April 18, 2016 15 'Municipal Clerk's Department 15.1 CLD-014-16 Private Property Parking Enforcement Resolution #GG-255-16 Moved by Councillor Neal, seconded by Councillor Hooper That Report CLD-014-16 be received; That the By-law, attached to Report CLD-014-16 as Attachment 2, to appoint Paragon Security as Private Parking Officers for 219 and 221 King Street East, Bowmanville, be approved; and That all interested parties listed in Report CLD-014-16 and any delegations be advised of Council's actions. Carried 15.2 CLD-015-16 Accessibility Advisory Committee Terms of Reference Resolution #GG-256-16 Moved by Councillor Partner, seconded by Councillor Hooper That Report CLD-015-16 be received; That the updated draft Terms of Reference for the Clarington Accessibility Advisory Committee be approved; and That all interested parties listed in Report CLD-015-16 be advised of Council's decisions. Carried 15.3 CLD-016-16 Feral Cats Resolution #GG-257-16 Moved by Councillor Partner, seconded by Councillor Woo That Report CLD-016-16 be received; That the draft by-law, being Attachment 1 to Report CLD-016-16, be approved to provide specific amendments to the Responsible Pet Owners' By-law 2013-024, to exempt feral cats from the licensing requirements, and to delete feral cats from the at large definition provided they meet specified identification and spay/neuter criteria; and That all interested parties listed in Report CLD-016-16 and any delegations.be advised of Council's decision. Carried - 20 - 6-20 20 - 6-20 I General Government Committee Minutes Clarington April 18, 2016 16 Corporate Services Department 16.1 COD-005-16 Kendal Community Centre Lease and Sublease Renewal Resolution #GG-258-16 Moved by Councillor Partner, seconded by Councillor Woo That Report COD-005-16 be received; That approval be granted for the Municipality to renew the head-lease agreement with the Kendal Community Centre in a form acceptable to the Municipal Solicitor in an amount of $2.00 per year for a 5 year period commencing on January 1, 2016 to December 31, 2020. That the Municipality, as head landlord, consent to renew the sublease agreements with the Kendal Lions Club and Paula Sheppard (Kendal Postal Outlet) in a form acceptable to the Municipal Solicitor for use of the facilities at the Kendal Community Centre each in an amount of$2,400.00 plus H.S.T. per year for a 5 year period commencing on January 1, 2016 to December 31, 2020 and subject to a yearly rate increase based on j the Consumer Price Index, All Items, Ontario (most recent issue); and j That the Mayor and the Clerk be authorized to execute the necessary agreements. Carried 16.2 COD-006-16 Grass Cutting Services i Resolution #GG-259-16 Moved by Councillor Neal, seconded by Councillor Hooper That Report COD-006-16 be received; That B&D Tractor Services with an annual bid amount of$185,960.30 (net H.S.T. rebate) and 2262728 Ontario Ltd O/A BJ Flint and Sons with an annual bid amount of $134,089.56 (net H.S.T. rebate), being the lowest compliant bidders meeting all terms, conditions and specifications of Tender CL2016-7 be awarded the contract for Grass Cutting Services for three years and subject to yearly rate increase based on the Consumer Price Index, All Items, Ontario, most recent issue; That the Purchasing Manager be authorized to extend this three year contract for up to two additional one.year terms pending satisfactory service, available funds, and subject to yearly rate increase based on the Consumer Price Index, All Items, Ontario, (most recent,issue); and That the funds expended be drawn from the respective operating budgets. Carried i - 21 - 6-21 GClaringtoneneral Government Committee Minutes April 18, 2016 17 Finance Department No Reports for this section of the Agenda. 18 Solicitor's Department 18.1 LGL-002-16 Clarington v. Original Road Allowance Title Issues (1) Lots 34 and 35, Concession 1, Darlington (2) 3499 Concession Road 7, Orono (Barraball) Resolution #GG-260-16 Moved by Councillor Hooper, seconded by Councillor Cooke That Report LGL-002-16 be received; and That the By-laws attached to Report LGL-002-16 (Attachments 3 and 4) be passed. Carried 19 Chief Administrative Office No Reports for this section of the Agenda. 20 New Business — Consideration 20.1 Orono Agricultural Society funding application to Farm Credit Canada Resolution #GG-261-16 Moved by Councillor Partner, seconded by Councillor Woo That the General Government Committee recommends Council endorse the Orono Agricultural Society funding application to Farm Credit Canada to upgrade washroom facilities on site at the fairgrounds; and I That municipal staff be authorized to execute the necessary documents required for the application to Farm Credit Canada. Carried - 22 - 6-22 General Government Committee Minutes April 18, 2016 20.2 Durham Region Federation of Agriculture (DFRA)'Funding Application to Farm Credit Canada Resolution #GG-262-16 Moved by Councillor Partner, seconded by Councillor Woo That the General Government Committee endorse the following recommendation, from the Agricultural Advisory Committee of Clarington: That the Agricultural Advisory Committee of Clarington recommends Council endorse the Durham Region Federation of Agriculture (DRFA) funding application to Farm Credit Canada for a trailer and display kiosks, to be owned, operated and maintained by DRFA Farm Connections program; and That municipalal staff be authorized to execute the necessary documents required for the application to Farm Credit Canada. Carried i 20.3 Refreshment Vehicle By-law Exemption i Resolution #GG-263-16 I Moved by Councillor Cooke, seconded by Councillor Woo Whereas interest in and use of refreshment vehicles have significantly increased in Durham Region; and Whereas the property located at 1967 Taunton has established a niche market for refreshment vehicles appealing to'a wide variety of tastes and interests; Now therefore be if resolved that an exemption to the provisions of By-law 2004-114 be approved to allow for up to six refreshment vehicles to be located within 60 meters of r each other on the property municipally known as 1967 Taunton Road; and I That Mr. John Cancellieri be advised of Council's decision. Motion Referred (See following motion) Resolution #GG-264-16 i Moved by Councillor Neal, seconded by Councillor Partner That the Refreshment Vehicle By-law exemption request be referred to Staff to provide a report to the May 2, 2016 Council meeting. Carried - 23 - 6-23 GClaritwiteneral Government Committee Minutes April 18, 2016 20.4 Permitted Age of Taxi Vehicles Resolution #GG-265-16 Moved by Councillor Cooke, seconded by Councillor Woo Whereas, the Municipality of Clarington currently licenses Taxicabs and limousines in its Taxi By-law 2005-205; And whereas the current by-law is under active review and revision for many factor including the permitted age of taxi vehicles; And, in order to be consistent with the majority of Durham Region Councils; Now therefore be.it resolved that the Council of the Municipality of Clarington, notwithstanding Section 22.1 of By-law 2005-205 vehicles to be licensed as taxi cabs may be up to 10 years of age minus the current licensing year. Carried 20.5 Bill 181, Municipal Elections Modernization Act, 2016 An Act to Amend the Municipal Elections Act, 1996 and to Make Complementary Amendments to other Acts Resolution #GG-266-16 Moved by Councillor Cooke, seconded by Councillor Woo Whereas the Ministry of Municipal Affairs, and Housing made a commitment to undertaking a review of the Municipal Elections Act, 1996 (the Act) and other related Acts with a goal of.modernizing and providing clarity to the Act; And Whereas the Ministry provided a public consultation period seeking input from the public and other stakeholders; And Whereas the Bill 181, received 1st Reading on April 4, 2016; And Whereas Bill 181 incorporated many of the recommendations which has resulted in achieving the goals of modernizing and clarifying the Act thus underscoring the value of public consultation; And Whereas Ranked Balloting is a complex process both from the perspective of the elector and administratively by the Clerk and did not receive overwhelming support through the public consultation process; - 24 - 6-24 k General Government Committee ClaringtonMinutes April 18, 2016 And Whereas Bill 181 has included the option of Ranked Balloting but has not provided any supporting rules and procedures, despite public input which identified the importance of balancing clear, consistent provincial direction in the way ranked ballots were be used across Ontario, and rules governing the approval process for use of ranked voting in two-tier municipalities; And Whereas the Council of the Municipality of Clarington believes that to enact Bill 181 prior to providing Municipalities, the public and other stakeholders the opportunity to review the proposed rules and procedures would be premature and inconsistent to the Ministry's goal of"fostering productive and co-operative provincial-municipal relationships by facilitating direct client contact and outreach, and by building partnerships and local networks". And Whereas Bill 181 grants the authority to all municipalities to prohibit corporations and trade unions from making contributions to candidates which may result in a patchwork approach within regional areas and across the province, and ultimately lead to confusion for the electorate; r And Whereas the flexibility afforded to municipalities in the administration of their i municipal elections through the Act, has proven to be very successful; f Now therefore be it resolved that the Council of the Municipality of Clarington requests the Province suspend the enactment of Bill 181 until such time as municipalities, the public and other stakeholders have an opportunity to receive, review and submit public comment on the rules and procedures respecting Ranked Balloting; That the Province remove the municipal authority to prohibit corporations and trade unions from making contributions to candidates and establish a province wide consistent approach through the Act; and That the Minister of Municipal Affairs and Housing, MPP Granville Anderson, and Durham Region area municipalities, be advised of Council's decision. Carried I 21 Unfinished Business None I 1 - 25 - 6-25 ClarftwaGeneral Government Committee Minutes April 18, 2016 22 Confidential Reports 22.1 LGL-003-16 Proposed Tax Sale 4601 Bethesda Road, Bowmanville Resolution #GG-267-16 Moved by Councillor Cooke, seconded by Councillor Hooper That Report LGL-003-16 be received; and That the recommendations contained in Confidential Report LGL-003-16, regarding the proposed tax sale, 4601 Bethesda Road, Bowmanville, be approved. Carried 23 Adjournment Resolution #GG-268-16 Moved by Councillor Partner, seconded by Councillor Neal That the meeting adjourn at 2:12 PM. Carried Mayor Deputy Clerk t - 26 - 6-26 26 - 6-26 NEWCASTLE VILLAGE COMMUNITY HALL BOARD March 15, 2016 7 pm Council Chambers I Present Were: Shirley Rogers—chair Sierd DeJong Dave Eastman Peter Hazelton i Willie Woo— Regional Councilor Wendy Partner— Local Councilor Regrets From: Kevin Symak i Also Present: Gabrielle Bell —secretary 1. MINUTES f Motion by W. Partner, seconded by D. Eastman i That minutes of February 16 2016 are accepted with amendment "add Sylvia VanHaverbeke to attendees" "Carried" i 2. BUSINESS ARISING 2.1 A/C update—S. Rogers reported Operations Dept is working on update of report 2.2 Bowling Alley Fan has been installed as requested by D. Forget. 2.3 Fall Festival update—nothing to report at this time. E 2.4 Discussed acknowledgement of previous board members Pete DeJong and Cathy Abraham's service. Suggested that we present plaque with picture to previous members at Concert on April 9 2016. Motion by S. DeJong, seconded by W. Woo That certificate of appreciation be presented to Pete DeJong (12 yrs) and a plaque presented to Cathy Abraham (23 yrs). "Carried" 3. FINANCIAL REPORT E C r Motion by W. Partner, seconded by D. Eastman That the financial report is accepted with correction "insurance premium to be moved to debit column". "Carried" r C< 'r 8-1 f' 4. INVOICES Motion by D. Eastman, seconded by S. DeJong That the following invoices be paid as presented—S. Fogg$300.00 "Carried" 5. CORRESPONDENCE 5:1 Newcastle Bowling Association financial report received for information. 5.2 Donation received from Ed &Sylvia VanHaverbeke in the amount of$5000.00 to be used towards the kitchen refurbishment. Letter of thank you to be sent out. 5.3 Village Easter Egg Hunt sponsored by BIA received for information. 5.4 Blood Donor Clinic would like to put a large sign on front lawn of hall 1 week prior to clinic. Board discussed larger signage and agreed we would adhere to policy of only Sandwich Board/A Frame type allowed. 5.5 Canada 150 Fund information. Possibility of grants for kitchen or A/C. P. Hazelton will investigate further. Discuss with Horticultural Society plantings for 2017 to be red to celebrate the 150th 5.6 Tourism forum invite received for information 5.7 Voting via email statement received from Municipality- received for information. 6. HEALTH &SAFETY 6.1 Report received for information and copy will be sent to Operations Dept. 6.2 Two trees have been removed on east side of parking lot by Town— they were considered dead and will be replaced in the spring. 7. Newcastle's of the World September 18—23 2016 Suggested that we should receive itinery for the week so that we may work'with them on having hall ready at all times for events during this week. 8. Doors Open June 11 2016 P. Hazelton has contacted Bernice for details. There will be representatives in each room, it was decided this would be a self guided tour. 9. Fundraising 9.1 Waiting list for tickets is at about 50. 9.2 Volunteers for Hotel California— Linda Bray, Debra McGiffin, Suzanne (candle lady), George Rickard,Jean-Anne Symak, Sue White, Cathy Abraham, Barry Carmichael, Pat Thexton —Touch of Glass—Kim Touw, John Touw, Rayna, Fleur Santacona 10. New Business 10.1.1 April 15 2017 wedding would like to rent day prior April 14. As this is Good Friday there is little chance the date will be rented. Secretary would like permission to go ahead with giving this date to wedding now rather than wait until 6 months prior to 8-2 - l I i i their date as is our new policy. Board decision is to adhere to new policy. Secretary will inform client they will have to wait until November 2016 to confirm day prior rental. 10.1.2 August 13/14 2016 wedding has emailed their cancellation of date. They have decided to elope. No refund of deposit will be given. 10.1.3 Motion by P. Hazelton, seconded by W. Woo That we advertise at Big Brothers Wine and Food for$75.00 "Carried" i 10.1.4 Village Concerts will attend the April meeting at 7 pm. 10.1.5 Director of Operations will attend April meeting to discuss A/C and possibly new policy manual. 10.1.6 S. Rogers, D. Eastman and G. Bell will be attending meeting on March 22 presented by Operations Dept on new alcohol policy. - 10.1.7 Presentation to Council re: budget request March 18 2016. S. Rogers will present to council on behalf of the board. D. Eastman will attend with her. 10.1.8 Facebook page—Peter and Gabrielle will meet to discuss. 10.1.9 Site tour is scheduled for 6:00 pm on April 19. Regular board meeting to follow. j I Motion by P. Hazelton to adjourn at 8:25 pm I Shirley Rogers, Chair I Gabrielle Bell, Secretary ii r r C' 'r 8-3 I' i i f i Tyrone Community Centre Monthly Meeting April 20, 2016-05-01 I Present: Joy Vaneyk, Claude Godin, Cecile Bowers, Larry Quinney, Alvina Hare, Dave Taylor, Corinne VanDeGrootheveen,Danielle Carroll, Katherine Caplan and Walter Loveridge. Regrets: Paul Rowan would be late, Marlene Craig and Councillor Corinna Traill, Justin Vachon Minutes from February Meeting M/S by Katherine Caplin and Corinne VanDeGrootevheen. CARRIED. Treasurer's Report: Currently in bank$17,803.00. Expecting$2100.00 from Town for Hydro, purchased .and paid for Scrubber/Buffer$3,389.00. Larry got this at a good price. March dance proceeds were $1,975.00. M/S by Larry Quinney and Walter Loveridge to accept Treasurer's report. CARRIED. April Dance: 160 present...Door$1600.00, bar$1010.00 with $1200.00 profit. May 7 at 12 pm need volunteers to make sandwiches. Hall Bookings: Danielle Carroll has quite a few bookings in May. Jobs left from Clean Up Day...Larry to power wash registers and paint them. He will also vacuum ducts. Old Business: regarding counters installation and cupboard repairs in kitchen...all chosen includes cupboard repairs, counter, sink and faucets all chosen and price in last month's minutes. Claude to look into screen door purchase for the bar. F E Building sign...Tyrone is missing from it...this is still a work in progress: Regarding feedback on Draft Alcohol Policy from Fred...Joy to respond to these matters. CPR Training was held in Tyrone April 13...another to be held May 14...Claude may attend. Friday, April 22 is Earth Day-clean up...from 6-8 pm. Bring wheelbarrows,tools, etc. New Business: Saturday, May 28, 28 meeting at Bowmanville Town Hall from 9 am to all day I regarding Financial competence and insurance issues. I Breakfast with Santa was a good event and plan to continue this in December. Funeral lunches: UCW does not have enough help, it was decided that the HallBoard can help to carry this on. After much discussion it was decided that Danielle can add this to the Tyrone Community Centre brochure they are passing out throughout the village plus include Enniskillen. Exact wording can come up at the May meeting. Joy noted that the big coffee urn did not work for a past event and asked for permission to C purchase a new one, Dave noted he has one he can donate. j. 8-4 2/2 Tyrone Community Centre Board April 20, 2016 meeting Discussion followed regarding Oktoberfest and handing out sports awards and it was mentioned that this-fall would be 40 years for the completion of the Tyrone Community Centre, We have set September 24, 2016 the date for the celebration of this event/. The committee consisting of Paul Rowan, Corinne VanDeGrootevheen and Cecile Bowers will organize the days and evening events and get back to Chairman Joy Vaneyk, so we can apply to the Town for a Grant. It was M/S by Larry Quinney and Katherine Caplin that we apply fora $2,000.00 grant from the Town to offset the expenses for this celebration. Joy noted that in May there would be a Smart Serve course at the Garnet Rickard Centre. Discussion regarding painting the line in the parking lot, it was decided to ask Town to sweep it first,then paint in the lines for parking. Corinne is planting a tree in memory of her Mother and Father in the Park. Moved by Dave Taylor to adjourn. CARRIED. 8-5 GANARASKA REGION CONSERVATION AUTHORITY MINUTES OF THE FULL AUTHORITY April 21, 2016 FA 02/16 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 Jeff Lees- Municipality of Port Hope Heather Stauble - City of Kawartha Lakes Willie Woo- Municipality of Clarington ALSO PRESENT: Linda Laliberte, CAO/Secretay-Treasurer Mark Peacock, Director, Watershed Services Greg Wells, Manager, Planning and Regulations Ian Jeffrey, GIS/Remote Sense Specialist Jessica_Mueller, Watershed Hydrogeologist ABSENT WITH REGRETS: Theresa Rickerby-Town of Cobourg Louise Ferrie-Blecher- Municipality of Port Hope ALSO ABSENT: Jeff Lees- Municipality of Port Hope i 2. Disclosure of Pecuniary Interest None 3. Minutes of Last Meeting FA 06/16 MOVED BY: John Fallis I' SECONDED BY: Ray Benns THAT the Full Authority approve the minutes of the March 17, 2016 meeting. CARRIED. I. 8-6 Minutes FA 02/16 Page 2 4. Adoption of the Agenda FA 07/16 MOVED BY: Mark Lovshin SECONDED BY: Heather Stauble THAT the Full Authority adopt the agenda as presented. CARRIED. 5. Delegations None 6. Presentations a) Assessment of Floodplain Mapping Status and Case Studies to Assess Large Scale Geospatial Data and Hydraulic Models for Floodplain Mapping. Staff presented information on the project that the Ganaraska Region Conservation Authority is completing for the Ontario Ministry of Natural Resources and Forestry to assess and advance large scale base mapping processes, hydraulic modelling options and risk assessment for floodplain mapping. FA 08/16 MOVED BY: Heather Stauble SECONDED BY: John Fallis THAT the Full Authority receive the presentation for information purposes CARRIED. 7. Business Arisinq from Minutes None 8. Correspondence None 9. Applications under Ontario Regulation 168/06• Permits approved by Executive: FA 09/16 MOVED BY: Wendy Partner SECONDED BY: Heather Stauble THAT the Full Authority receive the permits for information. CARRIED. Permit Application require Full Authority discussion: None 8-7 Minutes FA 02/16 Page 3 10. Committee Reports: . a) Ganaraska Forest Recreation Users Committee Minutes, April 7, 2016 FA 10116 MOVED BY: Mark Lovshin SECONDED BY: Ray Benns THAT the Full Authority receive the Ganaraska Forest Recreation Users Committee Minutes from April 7, 2016 for information. CARRIED. j 11. New Business: None 12. Other Business Ray Benns asked about the Ganaraska Conservation dinner. Heather Stauble updated members on wind turbine at Windy Ridge, Sumac and Snowy Ridge. Wendy Partner asked about Kendal Crown lands and moving forward. She further asked about dredging the ponds in Orono and Kendal Crown lands and a shelter for Kendal k Crown Lands. 13. In Camera None j 14. Adjourn E' The meeting adjourned at 8:30 p.m. on a motion by Mark Lovshin. I M CHAIR CAO/SECRETARY-TREASURER r I 8-8 i C j CENTRAL LAKE ONTARIO CONSERVATION AUTHORITY MINUTES NO. 3 ANNUAL AUTHORITY MEETING Tuesday,April 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 Shaun Collier Joe Drumm Adrian Foster Derrick Gleed Ron Hooper Joe Neal John Neal Gem Lynn O'Connor David Pickles Nester Pidwerbecki L Elizabeth Roy C.Darling,Chief Administrative Officer B.Boardman,Administrative Assistant/Recording Secretary H.Brooks,Director,Watershed Planning&Natural Heritage R.Catulli,Director,Corporate Services G.Geissberger,Mm arketing&Comunicafions Coordinator P,Lowe,Director,Community Engagement P.Sisson,Director,Engineering&Field Operations N.Allen,BDO Canada H.Allison,BDO Canada Excused: John Aker Tom Rowett D.Hope,Land Management&Operations Supervisor C.Jones,Director,Planning&Regulations The Chair called the meeting to order at 5:00 p.m. i DECLARATIONS of interest by members on any matters herein contained—NONE E I Res.#33 Moved by B. Chapman Seconded by A.Foster THAT Agenda Item No. 7(4),Director of Corporate Services Staff Report#5452-16 be moved forward on the agenda. CARRIED S. Collier arrived at 5:04pm I; Presentation by BDO Canada on the Draft 2015 Audited Financial Statements DIRECTOR,CORPORATE SERVICES (4) Staff Report#5452-16(Agenda pg.41) Re: Draft 2015 Audited Financial Statements j' Res.#34 Moved by B. Chapman Seconded by D.Pickles - C THAT the matter be referred back to Staff to confirm figures in the Audit report and to clarify year end operational numbers. CARRIED cont'd r i; I. 8-9 M I N U T E S N O.3-AUTHORITY MEETING April 19,2016 Page 2 It was the consensus of the Board of Directors to move to a Closed—"In-Camera"session. Staff were excused from the meeting at 5:55pm. Staff invited to return to the meeting at 5:59pm. N.Allen and H.Allison were excused from the meeting at 6:00pm ADOPTION OF MINUTES Res. #35 Moved by G.L. O'Connor Seconded by B. Chapman THAT the Authority minutes of February 23,2016 be adopted as circulated CARRIED CORRESPONDENCE (1) Correspondence from Conservation Ontario(Agenda pg. 1) Re: Conservation Authorities—Supporting Federal Government Priorities in Managing Extreme Weather and Green Infrastructure Partnerships in Ontario (2) Correspondence from Premier Wynne(Agenda pg. 8) Re: Phragmites australis (3) Correspondence from Minister Mauro,Ministry of Natural Resources&Forestry(Agenda pg. 10) Re: Phragmites (4) Correspondence from Conservation Ontario(Agenda pg. 12) Re: Conservation Ontario Queen's Park Day—Thank you Res. #35 Moved by R.Hooper - Seconded by A.Foster THAT the above correspondence items be received for information. CARRIED DEVELOPMENT REVIEW&REGULATION (1) Staff Report#5447-16 (Agenda pg. 16) Re: Permits Issued for Development,Interference with Wetlands and Alteration to Shorelines and Watercourses-February 1 to March 31,2016 Res. #37 Moved by E.Roy Seconded by A.Foster THAT Staff Report 5447-16 be received for information. CARRIED (2) Staff Report#5445-16(Agenda pg. 19) Re: Launch of CLOCA Regulation Limit On-line Browser Res. #38 Moved by E.Roy Seconded by A.Foster THAT Staff Report#5445-16 be received for information. CARRIED 8-10 cont'd M I N U T E S N 0.3-AUTHORITY MEETING April 19,2016 Page 3 DIRECTOR,ENGINEERING&FIELD OPERATIONS (1) Staff Report#5344-16(Agenda pg.22) Re: Conservation Area Pay and Display Parking i Res.#39 Moved by A.Foster Seconded by S. Collier THAT Staff Report#5344-16 be received for information. CARRIED r (2) Staff Report#5448-16(Agenda pg. 33) Re: National Disaster Mitigation Program Grants 6 Res.#40 Moved by A.Foster Seconded by S. Collier THAT Staff Report#5448-16 be received for information. CARRIED DIRECTOR,COMMUNITY ENGAGEMENT (1) Staff Report#5446-16(Agenda pg. 35) Re: A Watershed Moment—2015 Year in Review(Draft) Res.#41 Moved by A.Foster Seconded by B. Chapman THAT Staff Report#5446-16 be received for information;and, THAT the 2015 Year In Review final draft be reviewed, and Board of Directors provide written feedback to staff by Friday April 22,2016 at which time the document will be preparedfor printing, distribution and posted on the website. CARRIED DIRECTOR,CORPORATE SERVICES (1) Staff Report#5449-16(Agenda pg. 36) Re: CLOCA Personnel Policy—Section B-6 Leaves of Absence Res.#42 Moved by A.Foster Seconded by D. Pickles THAT Staff Report#5449-16 be referred back to staff to investigate revised wording. CARRIED (2) Staff Report#5450-16(Agenda pg. 38) Re: Independent Auditors Report—Schillings Tract—Enfield.Conservation Area Res.#43 Moved by E.Roy Seconded by D. Pickles i THAT Staff Report#5450-16 be received for information; THAT the audited Statement of Allowable Expenditures and Matching Funds be received for information;and, THAT the Board approve the establishment of a Schillings Land Reserve in the amount of,$13,500 to satisfy the OQO funding agreement CARRIED I 8-11 cont'd MINUTES N O.3-AUTHORITY MEETING April 19,2016 Page 4 DIRECTOR, CORPORATE SERVICES—Cont'd (3) Staff Report#5451-16(Agenda pg. 39) Re: Roger's Endowment Fund—Disbursement Quota(DQ) Res. #44 Moved by E.Roy Seconded by D.Pickles THAT Staff Report#5451-16 be received, WHEREAS the Endowment Fund Agreement between Gay Rogers and The Central Lake Ontario Conservation Authority (the "Agreement') requires the endowment fund to be used only for the management of the property municipally known as 12950 Mast Road and 13240 Mast Road, Port, Perry, Ontario (the "Property'); AND WHEREAS the Agreement permits up to 3% of the fair market value of all the assets of the Fund to be withdrawn by CLOCA on an annual basis, AND WHEREAS the CLOCF is required to spend 3.5% of the Fund each year to meet its disbursement quota requirements imposed by the Canada Revenue Agency(the "DQ Amount"); AND WHEREAS the annual costs to manage the Property may, on occasion, exceed the DQ Amount, AND WHEREAS CLOCA has certain planned future capital projects for the Rogers Tract, AAD WHEREAS the requirements of the Agreement are inconsistent with the needs of CLOCA and may jeopardize the charitable registration of both CLOCA and CLOCF, BE IT RESOLVED that the Endowment Fund Agreement between Gay Rogers and The Central Lake Ontario Conservation Authority be modified to: 1. Permit CLOCF to spend 3.5% of the Fund on an annual basis in order to meet its disbursement quota requirement as required by the Canada Revenue Agency; and 2. Permit CLOCA to use the DQ amount to manage the Property and to place the excess DQ amount and rental income in a reserve fund for future capital projects appropriate to furthering the Guiding Principles relating to the property. CARRIED MUNICPAL AND OTHER BUSINESS D.Pickles inquired if we have a policy for"In Camera"meetings and requested to have a copy. C.Darling will forward. Joe Neal noted that CLOCA is governed by the Conservation Authorities Act not the Municipal Act. ADJOURNMENT Res.#45 Moved by A.Foster Seconded by Joe Neal THAT the meeting adjourn. CARRIED The meeting adjourned at 6:23 p.m. 8-12 E Fleming, Cindy From: Jason Carrier<jc52891@yahoo.com> Sent: May-02-16 5:00 PM To: Clerks Department Outside Subject: Letter to Mayor and Members of Council I I Anne Greentree, Municipal Clerk 40 Temperance Street Bowmanville, Ontario L1 C 3A6 Re: Rainbow Painted Crosswalks For General Government Committee Agenda Dear Mayor Foster and Members of Council, I am a Clarington resident living in Courtice. I'm writing for you to please consider painting one or more rainbow crosswalks on Courtice streets and possibly other roadways throughout Clarington. As_ you may know, "Pride" events for members of the LGBTQ communities are coming up in June. Many communities across the world have decided to paint crosswalks in rainbow colours to show support for not only the people who have been accepted by their loved ones and friends but also the people including many children who continue to struggle with their identity. I think that it is important to know that their community; Clarington really supports them and is a safe and inclusive place to live, grow, work and play. As safety of all residents is paramount and painting at night could cause motorists to be distracted or detoured I would suggest at least starting with a smaller road with less traffic such as Nash Road. What is important about Nash Road is that along the route there are a number of schools. Younger children and teens would see these crosswalks and know that they will feel supported and that could possibly reduce depression and suicide rates in people struggling with their identity. It also may reduce bullying in schools and increase morale of the population in general due- to its pleasing appearance. Finally, It would also promote Clarington as a forward thinking municipality. j k Thank you for your time and consideration, 1. $"F'RI B V T I O Jason Carrier I REVIEWED BY 58 Kintyre Street y i original To: file Courtice, Ontario ❑Council Direct! D GG Direction D PD Direction Ll E 2Y6 a Council,Informab%on GG information DPD Information copy To: D Mayor D Members of D Ward Councillors Council D CAO D Clerks D Communications DC4rpgrate ❑Emergency D CommunityServices Services f Services Engine DFnance .0 Legal Services services operations DPlonniseices D Other: Municipal Clerks Fe i j • r 1 I 8-13 i - - r April 28, 2016 D@STR TION f REVIEWED BY Mr. Chris Lompart Original To: Ifo Manager L Use Policy ❑Council Direction ❑GG Direction ❑PD Direction • MinistVd he Environment and Climate Chang ❑Councillnformation �dGGlnformatfon ❑PDinformation Land Water Policy Branch Copy TO: 13 t. Clair Avenue West, 6th Floor ❑Mayor Li members of ❑Ward Councillors Council Toronto, ON M4V 1P5 13 GAO ❑Clerks L3 Communications The Regional ❑Community- cCorporate ❑Emergency Municipality Services Services Services of Durham RE: Proposed Excess Soil Management P I e aik 13 Legal Corporate services Ministry of the Environment and Clim esc�ieang services ❑Operations fanning Department- Services Legislative services Environmental Bill of Rights Registry #81 -6065 (2016-J-9), 605-ROSSLAND RD. E. Our File: D04 ter PO BOX 623 Municipal Clerk's file ( ; WHITBY ON L1 N 6A3 CANADA Mr. Lompart, please be advised that the Joint Finance &Administration, Planning & Economic Development and Works Committees of Regional 905-668-7711 Council considered the.above matter and at a meeting held on A rll 27, 1-800-372-1102 g p . Fax:905-668-9963 2016, Council adopted the following recommendations of the Joint www.durham.ca Committees, as amended: Matthew L.Gasket! "A) That Joint Report#2016-J-9 be endorsed and-submitted to the Commissioner of Ontario Ministry of the Environment and Climate Change (EBR Corporate Services Registry# 012-6065) as Durham Region's comments on the r document entitled "Proposed Excess Soil Management Policy Framework". Key recommendations include that: i) MOECC should clearly define its role in the enforcement of the Environmental Protection Act related to contaminated soils in the excess soil management process, and not download the responsibility to-municipalities and Conservation Authorities; ii) the defined terms related to excess soil management should be reviewed by MOECC in the context of�other provincial legislation, policies and guidelines, to ensure consistency; iii) the Province include a mechanism to allow municipalities to provide comments on updated aggregate pit rehabilitation plans, to address municipal matters related to the movement to, and placement of, excess soil at aggregate sites; iv) MOECC introduce mechanisms for the Region and area L municipalities to collect fees and royalties related to excess soil management to offset impacts to infrastructure, and establish monitoring and compensation requirements for all haul route communities to cover dust, traffic, noise and air quality effects; "Snce fo,r -MMI If this information is required in an accessible format, please contact '� the Accessibility Co-ordinator at 1-800-372-1102 ext. 2009. 8-14 - 2 - v) MOECC provide more detail regarding the approval I - requirements and implementation responsibilities for excess = soil management plans; vi) the Province should move forward with the necessary f { amendments to the Municipal Act and Conservation Authorities Act to allow for site alteration by-laws to apply in CA-regulated areas; vii) MOECC should address-the prohibition of excess soil from ,. . .. outside municipal boundaries through site alteration by-laws; viii) MOECC should require strict record keeping for all receiving '. sites, including the development of a central database; ....... =ix) MOECC should address the necessary protocols between source and receiving sites related to soil type and impact on natural features and the water table/hydrology; x) the Province should lead by example and advance regulations to apply to large-scale infrastructure projects to egpture major projects such as Highway 407 East Phase 2 and the Metrolinx GO Rail improvements; xi) the-Province work with the Federal government to clarify the appropriate application of site alteration by=laws to airport lands and aerodromes; xii) MOECC should identify a process for appointing representatives to the stakeholder group, technical sub- working group and municipal and CA sub-working group to ensure that membership is appropriately representing the views and experience of municipalities and Conservation Authorities across the province, and that Durham, represented by.the Region, or by one or more of the Area Municipalities be included in the municipal and conservation authorities sub- working group; xiii)'the Province should provide adequate funding and.an operational model for an excess soil management oversight organization without municipalities bearing the costs directly or through Conservation Authorities; xiv)That, through the development of the excess soil management plan, specific consideration be given to the concerns and interests:of individuals whose property abut receiving sites, to address the impacts of the movement and placement of excess soil on their quality of life; and 8-15 - 3 — x xv) That consideration be.given by the Province to assign one lead Ministry or agency to address all matters related to excess soil management; B) That should these oversight and enforcement responsibilities related to the Environmental Protection Act be downloaded to the municipalities and/or Conservation Authorities, provincial funding be provided to finance the downloaded costs; and C) That a copy of Joint Report#2016-J-9 be forwarded to the Ministry of Municipal Affairs and Housing, the Association of Municipalities of Ontario, the area municipalities and Conservation Authorities for information." Please find enclosed a copy of Joint Report#2016-J-9, for your information. Debi A. Wilcox, MPA, CMO, CMM fll Regional Clerk/Director of Legislative Services DW/tf c: The Hono.urable Ted McMeekin, Minister.of Municipal Affairs and Housing P. Vanini, Executive Director, Association of Municipalities of Ontario M. deRond, Clerk, Town of Ajax T. Gettinby, CAO/Clerk, Township of Brock A. Greentree; Clerk, Municipality of Clarington i S. Kranc, Clerk, City of Oshawa D. Shields, Clerk, City of Pickering N. Wellsbury, Clerk, Township of Scugog D. Leroux, Clerk, Township of Uxbridge ' C. Harris, Clerk; Town of Whitby C. Darling, Chief Administrative Officer, Central Lake Ontario Conservation Authority L. Laliberte, CAO/Secretary Treasurer, Ganaraska Region Conservation Authority R. Messervey, Chief Administrative Officer, Kawartha Conservation ' M. Walters, Chief Administrative Officer, Lake S.imcoe Region Conservation Authority B. Denney, Chief Executive Officer, Toronto & Region Conservation Authority B. Bridgeman, Commissioner of Planning and Economic Development R.J. Clapp, Commissioner of Finance C. Curtis, Commissioner of Works rc 8-16 c` If this information is required in an accessible format, please contact 1-800-372-1102 ext. 2564 The Regional Municipality of Durham Report To: The Joint Finance &Administration, Planning & Economic Development and Works Committee From: Commissioners of Finance, Planning and Economic Development and Works Report: #2016-J-9 Date: April 14, 2016 Subject: Proposed Excess Soil Management Policy Framework, Ministry of the Environment and Climate Change ¢ Environmental Bill of Rights Registry # 012-6065, File: D04-33-02 Recommendations: That the Joint Finance & Administration, Planning & Economic Development and Works Committee recommends to Regional Council: A) That this report be endorsed and submitted to the Ontario Ministry of the Environment and Climate Change (EBR Registry# 012-6065) as Durham Region's comments on the document entitled "Proposed Excess Soil Management Policy Framework". Key recommendations include that: i) MOECC should clearly define its role in the enforcement of the Environmental Protection Act related to contaminated soils in the excess soil management process, and not download the responsibility to municipalities and Conservation Authorities.; ii) the defined terms related to excess soil management should be reviewed by MOECC in the context of other provincial legislation, policies and guidelines, to ensure consistency; 8-17 Report #2016-J-9 Page 2 of 11 I iii) the Province include a mechanism to allow municipalities to provide comments on updated aggregate pit rehabilitation plans, to address municipal matters related to the movement to, and placement of, excess soil at aggregate sites; iv) MOECC introduce mechanisms for the Region and area municipalities to collect fees and royalties related to excess soil management'to offset impacts to infrastructure, and establish monitoring and compensation requirements for all haul route communities to cover dust, traffic, noise and air quality effects; v) MOECC provide more detail regarding the approval -requirements and implementation responsibilities for excess soil management plans; vi) the Province should move forward with the necessary amendments to the Municipal Act and Conservation Authorities Act to allow for site alteration by-laws to apply in CA-regulated areas; vii) MOECC should address the prohibition of excess soil from outside municipal boundaries through site alteration by-laws; viii)MOECC should require strict record keeping for all receiving sites, including the development of a central database; ix) MOECC should address the necessary protocols between source and receiving sites related to soil type and impact on natural features and the water table/hydrology; I f x) the Province should lead by example and advance regulations to apply to large- scale infrastructure projects to capture major projects such as Highway 407 East Phase 2 and the Metrolinx GO Rail improvements; xi) the Province work with the Federal.government to clarify the appropriate application of site alteration by-laws to airport lands and aerodromes; Ai) MOECC should identify a process for appointing representatives to the stakeholder group, technical sub-working group and municipal and CA sub- working group to ensure that membership is appropriately representing the views and experience of municipalities and Conservation Authorities across the province; .and xiii)the Province should provide adequate funding and an operational model for an excess soil management oversight organization without municipalities bearing the costs directly or through Conservation Authorities; 8-18 Report#2016-J-9 Page 3 of 11 B) Should these oversight and enforcement responsibilities related to the Environmental Protection Act be downloaded to the municipalities and/or Conservation Authorities, provincial funding be provided to finance the downloaded costs; and C) That a copy of this report be forwarded to the Ministry of Municipal Affairs and Housing, the Association of Municipalities of Ontario, the area municipalities and Conservation Authorities for information. Report: -1. Purpose 1.1 On January 26, 2016, the Ministry of the Environment and Climate Change (MOECC) posted a document entitled "Proposed Excess Soil Management Policy Framework" (Proposed Framework) on the Environmental Bill of Rights (EBR) registry (refer to Attachment 1). The deadline for feedback was March 26, 2016, however, the Region was granted an extension to April 27, 2016, to allow for the report to be considered by both Joint Committee and Council. Regignal.staff participated in MOECC stakeholder consultation on this matter, held on March 2, 2016. 1.2 The purpose of this report is to provide an overview of the Proposed'Framework, and a Regional response in the context of Regional interests and jurisdiction. 2. Background 2.1 According to the Proposed Framework, "excess so.il" is generally described as soil that is surplus to the requirements at a construction or development site or project ("source site"), and as a result must be moved to an off-site location. In some instances, excess soil is transported and.stored temporarily at an "interim site" before being transported to another site. Sometimes the excess soil is transported directly to a "receiving site"where the.soil will remain. 2.2 Management of excess soil is a growing concern in the Greater Toronto Area (GTA) and rural municipalities surrounding the GTA. As urban areas continue to grow and intensify, opportunities to re-use soil on-site become limited, resulting in the need to export excess soil. The primary concern is when the excess soil being moved or imported is contaminated. Other concerns arising from the movement of excess soil include: 8-19 Report#2016-J-9 Page 4 of 11 a. illegal dumping; j b. the quality of excess soil deposited at receiving sites, which are generally located in rural areas that are intended to support agricultural and natural heritage/open space uses; c. movement of soil from one municipal jurisdiction to another; from one soil type to another; d. the impact on the road network from truck traffic; and e, the costs associated with prosecuting operations that violate municipal site alteration by-laws: i 2.3 More specific concerns from a Regional perspective, include: I a. protection of prime agricultural areas and natural heritage features, including I groundwater; b. impacts on Regional Roads due to the haulage of excess soil; j c. impacts due to dust and truck traffic; and I d. stewardship of excess soil from Regional infrastructure projects. _ j 2.4 The Region has requested the Province address the issues associated with excess soil and commercial fill in various ubmissions on previous provincial review initiatives, including the Provincial Policy Statement review, Aggregate Resources Act review, and the Conservation Authorities Act review. 2.5 The current regulatory framework for managing excess soil focuses on receiving sites. As such, area municipalities and Conservation Authorities (CAs) are the main permitting bodies for receiving sites. Area Municipalities may adopt site alteration j by-laws and enter into agreements in accordance with section 142 of the Municipal Act. The Region, as an upper tier municipality does not have the same authority. CAs are responsible for regulations,made.under section 28 of the Conservation f Authorities Act (i.e. Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation). Excess soil may also be received at sites that are governed by other legislation such as the Aggregates Resources Act for pits and quarries and the Environmental Protection Act for landfills. 4 H 2.6 A patchwork of municipal site alteration by-laws has resulted in the movement of j excess soil to jurisdictions with limited capacity to appropriately deal with the related issues. To assist in this regard, in June 2012, the Region prepared a model by-law- as a means to assist the area municipalities to update their site alteration by=laws. 2.7 Existing legislation, regulations, policies and by-laws address different aspects of excess soil management such as waste approvals for soil processing sites, records of site condition for brownfield redevelopment sites, and municipal permits under site I I f' a 8-20 Report#2016-J-9 Page 5 of 11 alteration by-laws. However, there is no overall policy framework for the management of excess soil. 2.8 In January 2014, the MOECC released a guide titled the "Management of Excess Soils —A Guide for Best Management Practices (BMP)". The BMP sets out the Province's expectations for soil management and encourages the beneficial reuse of excess soil in a manner that promotes sustainability and the-protection of the environment. The BMP encourages the reuse of soil and provides guidance on managing excess soil at the site where it is excavated, during transportation and where it-is received:_. 3. Overview of Proposed Framework 3.1 The Proposed Framework is intended to provide stronger direction and clear and enforceable rules, identifying the roles and responsibilities for excess soil as it is generated, moved from the source site., and the receiving site. It is intended to provide better life-cycle management, place a greater responsibility on the source sites and more emphasis on reuse of excess soil. is 3.2 Oversight of excess soil could continue to be provided at receiving sites through existing permitting authorities, including municipalities and CAs. However, the Province would provide technical guidance to help municipalities and others impose appropriate conditions on receiving sites. Sourde.sites would be responsible for characterizing their excess soil,,tracking it and verifying that the excess soil from the source site reaches an appropriate destination. Reuse of excess soil would also be encouraged, where appropriate. The requirements are intended to enhance due- diligence at both ends of the system. The Proposed Framework also suggests enabling policy tools for interim sites, where excess soil could be stored for reuse. 3.3 The Proposed Framework also clarifies the roles and responsibilities of.all parties involved, including: a. The .Province - oversight and implementation of sustainable excess soil management through various ministries, including: • MOECC: - Regulatory requirements for excess soil generators; - Technical guidance; Clarification and enforcement of the Environmental Protection Act, 8-21 Report #2016-J-9 Page 6 of 11 Integration of excess soil management requirements into relevant approvals; • Ministry of Municipal Affairs and Housing (MMAH): - Guidance and educational materials for municipalities regarding use of by-laws, land use planning and development approvals; - Authority for municipal by-laws; provide integration with other planning and development regulatory tools, as appropriate; • Ministry of Natural Resources and Forestry (MNRF): - Legtslative.authority for.CAs_and. associated regulations; - Integration of excess soil management requirements into relevant approvals,such as aggregate resource licenses and permits; • Ministry of Transportation (MTO): - Implement best practices for highway construction; • Ministry of Agriculture, Food and Rural Affairs (OMAFRA): - Promotion of best practices for farmers; b. Municipalities and CAs: • enforcement 9f site alteration by-Imus (Municipalities); • Enforcement of permits within CA-regulated areas (CAs); • oversight of receiving sites; integrating provincial guidance into municipal by-laws and CA permissions, as appropriate; and • integrating sustainable excess soil management into planning and . i infrastructure decisions; c. Qualified Persons' — provide accountability, credible service and professional practice on technical matters; and d. Industry, Property Owners and Non-Government Organizations (NGOs) — management of excess soil, including development of fill management plans; supporting implementation through development of programs to facilitate due diligence and education of the community. 3.4 The Proposed Framework focuses on six policy areas with 21 proposed "priority actions" categorized by those that are "currently underway", "short-term (2016)" and "longer-term", to address: 4 a. source sites; i b. interim sites; - i A new regulation would define what a"Qualified Person" is, and may draw on the definition of a QP contained in O. Reg. 153104 of the Environmental Protection Act. 8-22 Report#2016-J-9 Page 7 of 11 c. receiving sites; d. technical standards; e. planning for reuse opportunities; and f. integration and implementation. 3.5 The 21 "priority actions" include undertakings that will: a. develop guidance documents to: • link excess soil management requirements to Planning Act approvals; • work--with Q°Ps, . ...__. • assist farmers to limit impacts of soil importation onto farmland; • test excess-soil; • manage smaller, lower risk source or receiving projects or sites; and • consider excess soil in environmental assessment processes that govern large infrastructure and other development projects; b. review and update-existing guidance for provincial projects, to.ensure alignment; c. develop educational materials related to.receiving sites, and approaches and standards for re=use of excess.soil; d. provide provincial support for pilot projects that identify opportunities and procedures for excess soil re-use; e. establish a stakeholder group to provide input on proposed policies, technical . matters, guidance and implementation; f. investigate approaches to promote market-based mechanisms to encourage reuse of excess soil; and g. revise the excess soil regulatory framework to: • add requirements to prepare and implement excess soil management plans for larger and/or riskier source sites, certified by a QP; • add requirements for proof of an Excess Soil Management Plan prior to issuance of certain building permits; • clarify when waste approvals apply to excess soil processing sites and requirements for temporary storage sites; • change the land use planning framework to encourage municipalities to identify appropriate locations for excess soil storage, processing and local re- use; • permit municipal site alteration by-laws to apply in CA regulated areas; • improve provisions -related to compliance and enforcement contained in,the Municipal Act and Conservation Authority Act, 8-23 "� Report #2016=)-9 Page 8 of 11 • add requirements for record keeping for fill being brought to aggregate sites, through the ongoing review of the Aggregate Resources Act; and • integrate and align various aspects of provincial policy/regulations. 4. Comments General and Financial Implications 4.1- Nine of the twenty-one proposed actions will result in regulatory changes to the excess soil managernentpolicy and legislative framework. The other twelve proposed actions focus on: a. preparing and improving guidance documents; b. developing educational materials; c. establishing a stakeholder advisory group; d. developing approaches and standards for re-use of excess soil; and e. supporting pilot projects. 4.2 There i"eeds to be consistency in terminology, not only in MO.ECC regulatory documents and guidelines, but across all Provincial documents and guidelines related to excess soil management. For example, there is some confusion between the use of the terms "excess soil", "fill" and "waste". In addition to defining these terms in the Framework, it is recommended that the defined terms related to excess soil management be reviewed in the context of other provincial legislation, policies and guidelines, .to ensure consistency. i 4.3 It is unclear from the Proposed Framework as to how much oversight MOECC is going to provide related to contaminated soils, in particular, the enforcement of the Environmental Protection Act. It is appears that stakeholders are responsible for managing excess soil in accordance with the regulations, but the Ministry's enforcement role has not been clearly defined. Most oversight and enforcement responsibility seems to fall to the municipalities and CAs with the need to hire a QP. I Similar to how the Province addresses environmental spills; the MOECC should. have ability to step in under the powers of Environmental Protection Act to clean-up the site. It is recommended that MOECC clearly define its role in the enforcement of the Environmental Protection Act for contaminated soil in the excess soil management process. If this responsibility is downloaded to municipalities and Conservation Authorities, that the funding that is currently funded through the Provincial Budget, be provided. i i 10 8-24 Report #2016-J-9 Page 9 of 11 4.4 The Proposed Framework directs that MNRF will consider the requirement of record keeping for fill being brought to licensed and permitted aggregate sites, through the current review of the Aggregate Resources Act. However, there is no mechanism to allow a municipality to identify issues or concerns regarding the use of an aggregate pit for rehabilitation purposes beyond the initial Aggregate License and Regional Official Plan Amendment process. For example, in some cases, the entrance configuration onto a municipal roadway for the aggregate pit may have been suitable for hauling activities related to the aggregate pit in the past, but is no longer suitable due to current traffic volumes and speeds. It is recommended that the Province include a mechanism to allow municipalities to provide comments on updated rehabilitation plans for aggregate pits, to address municipal matters related to the placement of excess soil at aggregate sites. 4.5 The Proposed Framework does not address the impact of haul routes through municipalities. There appears to be no mechanisms for the Region, or area municipalities to collect fees or royalties from the operators to offset impacts to municipal roads and services (e.g. road rehabilitration, dust, traffic, noise and air quality) similar to the mechanisms provided through the Aggregate Resources Act. it is recommended that MOECC include funding mechanisms for the Region and area municipalities to collect fees and royalties related to excess soil management to offset impacts to infrastructure, and establish monitoring and corn pens ation.req uirements for all haul route communities to cover dust, traffic, noise and air quality effects. Detailed Comments 4.6 Attachment 2 provided detailed comments and recommendations for each of the 21 "priority actions" and associated timeframes. Key recommendations include that: a. MbECC should provide more detail regarding the approval requirements and implementation responsibilities for excess soil management plans; b. the Province should move forward with the necessary amendments to the Municipal Act and Conservation Authorities Act to allow for site alteration by-laws to apply in CA-regulated areas, c. MOECC should address the prohibition of excess soil from outside municipal boundaries through site alteration by-laws; d. MOECC should require strict record keeping for all receiving sites, including the development of a central database; 8-25 Report #2016-J-9 Page 10 of 11 r e. MOECC should address the necessary protocols between source and receiving sites related to soil type and impact on natural features and the water table/hydrology; f. the Province should lead by example and advance regulations to apply to large-, scale infrastructure projects to capture major projects such as Highway 407 East j Phase 2 and the Metrolinx GO Rail improvements; j g. the Province work with the Federal government to clarify the appropriate application of site alteration.by-laws to airport lands and aerodromes; h. MOECC identify a process for appointing representatives to the stakeholder group, technical sub-working group and municipal and CA sub-working group to ensure that membership is appropriately representing the views and experience of municipalities and CAs across the province; and i. the Province should provide adequate funding and an operational model for an excess soil management oversight organization without municipalities bearing the costs directly, or through CAs. 5. Conclusions and Next Steps 5.1 MOECC intends to complete the consultation on the Proposed Framework this spring and subsequently set up a multi-stakeholder working group that will meet three to four times a year to provide advice to the Ministry on matters related to excess soil management. It is anticipated that sub-working groups will also.be set I up over the next year. Any guidance documents, reuse and sampling standards, and other policies are expected to be developed by the end of 2016. Further consultation will be held on these matters at the appropriate time. 5.2 By the end of 2017, MOECC expects to amend other regulatory tools (e.g. the Municipal Act, Planning Act and Ontario Building Code) to effect additional regulatory changes: _ 5.3 Committee and Council will be kept apprised of any future consultation opportunities regarding the Excess Soil Management Policy Framework and related matters. 5.4 This report was prepared in consultation with the Corporate Services Department, Legal Services Division, the Durham Agricultural Advisory Committee (DAAC) and the Durham Environmental Advisory Committee (DEAC). 5.5 It is recommended that this report be forwarded to MOECC as the Region of Durham's submission on the document entitled "Proposed Excess Soil Management 12 8-26 , Report#2016-J-9 Page 11 of 11 Policy Framework", EBR Registry# 012-6065, and that a copy be forwarded to various stakeholders. 6. Attachments Attachment#1: Proposed Excess Soil Management Policy Framework document Attachment#2: Regional Comments on the Proposed Excess Soil Management Policy Framework Respectfully submitted, .B. E. Bridgeman, MCIP, RPP Commissioner of Planning and Economic Development R.J. Clapp, CPA, CA Commissioner of Finance C. R. Curtis, P.Eng., MBA Commissioner of Works Recommended for Presentation to Committee G.H. Cubitt, MSW Chief Administrative Officer F � 8-27 Y _cif•'. 4c,bMilan ' '"•' -r - _- - - - a q _' "� fez• -- _ -. -- �u.. ��-�� U vs 1.0 INTRODUCTION< ...................................................................................................................... 3 ..:.................................................. 3 .. 1.2 ENVIRONMENTAL BILL OF RIGHTS REVIEW ...................................................................:.... 4 2.0 NEED FOR A REVISED POLICY FRAMEWORK............................................................................. 6 2.1 SUMMARY OF FINDINGS FROM ENGAGEMENT.................................................................. 6 2.2 SUMMARY OF FINDINGS FROM RESEARCH ......................................................................... 7 3.0 POLICY FRAMEWORK APPROACH............................................................................................. 9 4.0 GOALS AND PRINCIPLES................................................................................................:.........14 5.0 POLICY NEEDS AND ACTIONS.............................. =� 1. SOURCE SITES......................................................................................................................16 `v 2. INTERIM SITES....................................................................................................................1.8 3. RECEIVING SITES ................................................................................................................20 4. TECHNICAL STANDARDS ....................................................................................................23 5. PLANNING FOR RE-USE OPPORTUNITIES...........................................................................25 6. INTEGRATION AND IMPLEMENTATION........................................................... .........26 &0 PRIORITIES AND TIMELINE........................_..............................................................................29 7.0 QUESTIONS FOR CONSIDERATION...........................................................................................31 8.0 APPEN DICES......................... ......................32 ............................................................................. 8:1 EXISTING POLICY.................................:..................................................................................32 8.2 SUMMARY OF SELECT OTHER JURISDICTIONS....................................................................34 8.3 SUMMARY OF KEY ISSUES HEARD.................._......................................................................36 8.4 GLOSSARY OF FREQUENTLY USED TERMS..........................................................................39 2 8-29 r. : i . j 1 .0 INTWDUCTION �R i i ��cess-sol-is a result-ofintensive'(and-developrnenfacross the-provinci=:iNhile c7ties -- -- �; continue to grow, proper excess soil management is necessary to protect human health and the environment. Managing excess soil in a responsible way is integral to building-sustainable communities. Impro.per management can result in impacts to ground or surface water quality and/or ----------------------------- quantity, --------------------------quantity, natural areas and agricultural lands, and cause a number of local issues including concerns What is excess soil? regarding noise, dust, truck traffic, road damage, ' erosion, drainage and other social, health and i Excess soil is soil that is excess to environmental concerns_ requirements at a construction or development site or project i The Growth Plan for the Greater Golden ("source site");it is not needed on j Horseshoe, under the Places to Grow Act, 2005, i the source site after it is and the Provincial Policy Statement, 2014 under i excavated and must be moved to the Planning Act encourages the'-redevelopment i a new,off-site,location. Soil of brownfield sites and intensification of urban i remaining within a project site is areas. Redevelopment of brownfield sites (those i not considered excess soil(see with former industrial or commercial activities) can i glossary—Section M-for more also generate excess soil, with potentially elevated i detailed definitions of italicized levels of contaminants. As urban areas intensify, terms). opportunities to re-use soil on-site become limited which results in excess soils needing to be '------------------------- transported from the redeveloped sites. Development of infrastructure, such as transit systems, may also generate excess soil. Management of excess soil is a growing concern in the Great Toronto Area (GTA) and rural municipalities surrounding the GTA. The issue has received media attention with a focus on illegal dumping of soil, site alteration by-laws., commercial fill operations, tracking excess soil, concern over the quality of excess soil, and protection of the environment, water, and agriculture. The way excess soil is managed and disposed of also impacts greenhouse gas j emissions. Annually, thousands of trucks move excess soil around the province emitting 3 ..r 11 8-30 greenhouse gases. Local re-use of excess soil can reduce these greenhouse gas emissions. While existing legislation, regulation, by-laws and policies address different aspects of excess soil management such as waste approvals for soil processing sites, records of site condition for brownfields redevelopment sites, and municipal permits under site alteration by-laws —see Appendix 8.1 for more information), there is no overall policy .framework for the management of excess soil. In January 2014, the Ministry of the Environment and Climate Change (MOECC) released a--guide-titled-the "Management-af-Excess soil—A Guide for Best-Management Practices" (BMP). This BMP sets out the province's expectations for all those managing. soil and encourages the beneficial reuse of excess soil in a manner that promotes sustainability and the protection of the environment. It assists those managing excess soil, particularly when the excess soil may be affected by contamination, and in preventing and mitigating the potential for adverse effects. The BMP encourages re-use of soil and provides guidance on managing excess soil at the site where it is excavated, during its transportation and where it is received. Many organizations in Ontario are working to improve the management of excess soil through their own activities (including industry best management practic6s, conservation authority guidelines, municipal pilot projects, qualified person guidance and soil matching programs). The province developed the proposed Excess Soil Policy Framework to protect human health and the environment from inappropriate relocation of excess soil and enhance opportunities for the beneficial reuse of excess soil. In January 2014, the Ministry of the Environment and Climate Change accepted to undertake a review of excess soil management in response to an Environmental Bill of Rights (EBR) application of November 2013. The application for review requested "a review of the need to establish a new comprehensive, province-wide policy to address the problem of compromised soil'. The applicants stated that they were concerned about the impacts of what they termed "compromised soil" from urban development to health and safety and the environment. They also stated that current rules related to excess soil were a "patchwork"with a lack of oversight and called for leadership to ensure "compromised soil is disposed of properly:" They also asked fora multi-ministry approach, including involvement from the Ministry of Municipal Affairs and Housing. The EBR review supports a provincial commitment made in Ontario's Great Lakes Strategy to "develop a policy framework for soil management, including encouragement of best management practices to support the re-use of excess soil for beneficial uses, as long as it can be done in a way that protects human health and the environment." 4 7 Y 8-31 r Further, this issue was recognized in the Ontario legislature. In December, 2014, a motion received all party support for the government to "...consider the development of a strategy for disposing of[excess soil]in a sustainable and environmentally conscious fashion". The EBR review also assessed whether certain aspects of MOECC's BMP required = a_dditi:ona,]-.policy_.to-support-_its-i.pler-eratetio:,.-:__ and address any policy gaps. As part of undertaking the review, the MOECC convened a multi-ministry working group, consisting of Ministries of Municipal Affairs and Housing; Natural Resources and Forestry; Agriculture, Food ane! Rural Affairs; and the Ministry of Transportation, Economic Development, Employment and Infrastructure and Tourism, Culture and Sport. This group helped inform the findings of the review and will continue to work together to develop the solutions needed to implement the r6commendations of the review.. � Listening sessions on the application for review were held in the fall 2094, including: • Two sessions with'a wide range of municipalities • Agricultural and rural community sectors • Select Conservation Authorities and Conservation Ontario • Ontario Environment Industry Association • Residential and Civil Construction Alliance of Ontario Ontario Sand, Stone and Gravel Association • Municipal-Engineers Association • Association of Professional Geoscientists / Professional Engineers Ontario • Ontario Waste Management Association • Brownfield stakeholders, the development sector, and government agencies including Infrastructure Ontario and Metrolinx • Local community and environ mental'groUPS j First Nations were informed about the review and a meeting was held with those that expressed interest. The.,MOECC and-other_ministries_re-engpged select representatives in,Fall_2015_to__ validate and discuss preliminary findings and outline the general elements of the proposed framework (see Appendix 8.3 for a list of what was heard in these sessions). The conclusion from these sessions is that there is wide support for the proposed approach. i 5 I i 8-32 The province consistently heard that the current system for oversight and management of excess soil requires stronger direction and clear and enforceable rules which clearly identify the roles and responsibilities as excess soil is generated and then moved from a source site to a final receiving site. In Through stakeholder engagement, it was assessed that excess soil management policy could be clarified and improved, and that some new policies may be warranted, including a need for: • greater responsibility by owners of source sites that generate excess soil to ensure that their excess soil reaches appropriate receiving °sites • clearer roles and responsibilities amongst all who manage or provide an oversight.role in the management of excess soil • filling specific gaps in receiving site oversight and new guidance to promote better oversight at receiving sites, including to inform municipal by- laws, • greater clarity of existing regulations such as brownfields-related requirements and inert fill provisions clarifying when excess soil must be managed as a "waste" • enhanced enforcement mechanisms and tools to address illegal activities • clearer technical guidance'and direction with respect to excess soil re=use standards and testing procedures, toassist technical professionals, to integrate into oversight policies, and to help ensure excess soil management is protective of human health and the environment • better tracking and record keeping of excess so#movements to confirm-that excess soil reaches intended receiving sites and to facilitate oversight • protection of sensitive areas of provincial and local interest, including natural heritage and hydrologic features and functions, farmland, and significant cultural heritage landscapes and archaeological resources • greater-consideration.of excess.soil.management when.planning.for... development and infrastructure projects, to better plan for appropriate excess soil re-use and to identify and promote local re-use opportunities for excess soil 6 -8 -33 i By improving these areas, the province could further strengthen environmental protection and provide greater confidence in the proper management of excess soil. Further reviews and assessments have informed the need for policy. Key research findings indicate: - -- -:------- ------------------ -- — -- • Ontario could learn from approaches in other leading jurisdictions: Other jurisdictions including the United Kingdom (CLAIRE), Quebec, the Netherlands and some US states, such as'Massachusetts; employ a range of approaches and a variety of tools to provide oversight to.the management of.6 cess soil. These approaches range from extensive government oversight fhroug.h regulation, tracking, and planning for re=use to more flexible and voluntary approaches allowing industry to self-regulate and agreed upon codes of practice (see Appendix 8:2 for more information). Key lessons learned from these jurisdictions include the need for: I' o Clearly articulated goals and principles to guide governments, local authorities and industry o Rules around tracking-of excess soil to improve compliance, garner public -confidence and allow for transparency o Clear roles and responsibilities for those who manage excess soil, whether it be industry, government or qualified persons o Standards to allow for the beneficial reuse of excess soil as a resource, while protecting sensitive areas and clearly articulating when excess soil is a waste o Greater source site responsibility, including better planning early on in the development planning process to encourage excess soil re-use and minimize the need to move excess soil • Existing policy tools do not provide adequate oversight over the life cycle of.excess soil: The current oversight for managing excess soil focuses on receiving s%tes. Municipalities and conservation authorities are the main permitting bodies for these receiving sites through site alteration by-laws under section '142 of the Municipal Act and regulations made under section 28 of the Conseryation Authorities Act. Excess soil-may also be received at sites overseen ..__._._by-other legtstation-st�c--h=as-#he-Aggfega#es-Resourc-es A-e#-or 1-anct�lls under-#he-- :. Environmental Protection Act. Generally, the MOECC may respond to incidents of mismanagement of excess soil if there are complaints of illegal dumping of waste or of potential adverse effects under the Environmental Protection Act. Existing policy tools are not clear regarding source site responsibility, and the 8-34 policy tools providing authority for oversight of receiving sites leave some gaps in authority. • Excess soil from "brownfield" sites could be better tracked: The MOECC reviewed Records of Site Condition (under O. Reg. 153104 of the Environmental Protection Act). Records of Site Condition are required to be filed when a property use changes from a lesser to more sensitive use (e.g. industrial use to residential). In its analysis the MOECC'found that many of these properties are a source-of excess soil. While the regulation requires information on soil moving on to these properties, there are no requirements or records of where excess soil may.-be going once-it--leaves-these-properties. Since this-excess soil may-be leaving properties which once had industrial or commercial uses, it is important for it to be managed properly and tracked. • Munici-pal site alteration .by=laws could benefit from additional guidance to promote better oversight: Many municipalities have recently updated their by- laws to assist in the management of excess soil. These by-laws often vary in scope based on local challenges, with some adopting strong municipal control and restrictions and others allowing for fill placement under differing degrees of oversight. Some of these by-laws incorporate MOECC soil quality standards for Records of Site Condition and others Ado not. Similarly, some allow for recovery of costs of oversight through revenue and others do not. They also incorporate a variety of rules to provide oversight to other matters associated with the management of excess soil, including noise, truck traffic and dust. The varying approaches has resulted in the movement of excess soil to those jurisdictions with limited capacity to deal-with the issue and/or less stringent requirements. vU •�*' •411:'_:9'<`Is' - � •b.:.Y'4:e.tu.. • There is confusion about what standards shoulda.pply to the movement of excess soil and when excess soil is "inert fill": In the absence of provincial direction on standards for excess soil movement, brownfelds standards are being-applied. However, these standards were not developed to be used in relation to excess soil movement. The models used to develop these standards 8-35 `�� �" I are based on potential spill scenarios that may have occurred at a property I where a Record of Site Condition is to be filed and were not designed to deal with large amounts,,of fill from many locations being deposited at a particular property. 4 Regulation 347 under the EPA (Waste Management—General) designates "inert fill" as a waste and then goes on to exempt "inert fill" from the waste j management requirements under Part V of the EPA. "Inert fill" is defined as "earth or rock fill or waste of a.similar nature that contains no putrescible materials or soluble or decomposable chemical substances". Currently -gener.ators-of-ex-cess-soil-must decide-whet- er-the-.-excess-:soil.-meets4he- definition of inert fill but there are no clear means to make this determination. i • Approvals for processing sites could be clarified:-The MOECC reviewed c Environmental Compiianoe Approvals far soil processors and mobile soil processors and found that since 1993 approximately six applications have been j approved, with two pending approvals for 2015. The MOECC found that older approvals had differing approaches related to the management of excess soil, with newer ones being more consistent and taking into account the MOECC's January 2014 BMP. } b • There is a general lack of information about the amount and quality of excess soil being managed in Ontario: The Residential and Civil Construction Alliance of Ontario (RCCAO) estimates that approximately 20 million cubic metres of excess soil is excavated annually from-construction sites from 2008 to 2010. However these figures are based on broad assumptions and the actual movement of excess soil is largely unknown. Similarly the quality of the excess soil moving in Ontario is largely unknown. . .3.0 POLICY FRAMEWORK APPRO.ACH This document outlines a proposed policy framework and proposed actions under that framework. The proposed policy framework.embraces an approach that puts materials, .like excess soil,•back into the system so that they can be reused, when safe to do so. To achieve L' this, it is necessary to move toward a system that better provides.for life-cycle management) irvith�rpate[_ responsib f placed on the so.r�rce si#es approach recognizes that the generators of excess soil are in the best position to r support its reuse. 9 8-36 ' Source sites are largely CURRENT Source l Interim E unregulated. SYSTEM POTENTIAL Greater policyfocus on source POLICY Source interim 3 sites enables several potential SHIFT policy needs to be addressed: • Re-use planning Tracking . Site where excess Site wh ere excess Sites receiving • Re-use responsibility sollisgeneroted sollistempororlly excesssollg • Matchingofsoil with appropriate stored orprocessed receiving sites The current oversight for managing excess soil focuses on receiving sites. The _ province heard about the need for generators of excess soil to be more responsible for proper management, including ensuring that soil reaches an appropriate receiving site. Greater source site responsibility also enables proper planning for re-use of excess soil; better tracking of excess soil movements; and matching of excess soil with appropriate receiving sites. Under the new proposed framework source sites would be responsible for characterizing their excess soil, tracking it, and verifying that their excess soil reaches an appropriate destination. They would also be encouraged to re-use excess soil wherever appropriate, minimizing the need to move excess soi/in the first place. Together, these requirements would help enhance due-diligence at both source sites and receiving sites. Building on and Enhancinq Existing Tools Under the proposed framework, excess soil management and oversight would continue to be provided at receiving sites through existing permitting authorities, including municipalities and conservation authorities. This approach recognizes the local knowiedge-of public-bodies the-value--of-then-e tools-and-bodies-to address Iocal concerns and the efforts they have put in to date to deal with the issue. Under this framework, the province would provide technical guidance to help municipalities and - others impose appropriate conditions on sites that receive excess soil. 10 s-37 2. 3 i The approach will include a combination of a few critical new policy tools; consider potential amendments to enhance and clarify existing policy tools; and provide guidance to clarify application of existing tools under the framework. Enforceable policy tools that are part of the proposed framework are noted in the table below: ® oij�gljjl o • NEW regulation on excess Municipal Act (bylaws) • Municipal Act(bylaws) j soil management • Environmental • Conservation Authority Act • _Regulation 347,..if-_. __-.-Gom li.ance_Approvals.f..or... _o___Ontaro=Regulation-153/0-4. considered waste soil processing sites —records of site condition • Aggregate Resources Act • Environmental Compliance Approvals for landfill sites • Environmental Protection f Act—no adverse effect provisions I Other requirements would be set out in other regulatory tools, such as the Building Code (applicable law) and Planning Act approvals where relevant. Many guidance documents also exist that could be updated to help inform use of these regulatory tools such as: • MOECC's BMP • Ontario provincial standards (OPSS180 / 1010) j • RCCAO (Industry) BMP Clarifying Roles and Responsibilities Under the proposed framework, roles and responsibilities would be clarified. The (' provincial role will be established through a multi-ministry approach. Ministries will enable and facilitate, and in some cases provide oversight and implement, sustainable j excess soil management. All ministries will facilitate engagement with interested parties in relation to their mandate. The province recognizes that municipalities, conservation authorities and other public bodies have multiple responsibilities with roles in oversight, planning for re-use and implementation. Industry and non-governmental organizations will help-i'n the development of programs to facilitate innovative approaches to soil re-use, use of best practices, compliance and raising awareness, as illustrated in the diagram below: I' r C Key roles are described below: i 11 1 i 24 8-38 N ri=Goveinmental itescaridard° ijtrits =r5si; ,.. slp_ '_ - (faci)tateguidance,innovation._ - -- r Hess d cat on'efc:• 1' �=w7VlufGliln ;1 - _ �i i' - A - 1: ;� pproprruteJteuse y Ministry of the Environment and Climate Change • minimum regulatory requirements for generators of excess soil • technical guidance to facilitate consistency in oversight, management and re-use, and general excess soil best practices • clarification abid enforcement of Environmental Protection Act and associated regulations, e.g. no adverse effect, waste provisions, brownfields regulations • integration of excess soil management requirements into relevant approvals, as appropriate, e.g. processing sites Ministry of Municipal Affairs and Housing • guidance and educational materials to support municipalities, e.g. use of municipal by-laws, land use planning and development approvals • authority for-municipal by-laws; provide for integration with other planning and development regulatory tools, as appropriate Ministry of Natural Resources and Forestry • legislative authority for conservation authorities and associated regulations • integration of excess soil management requirements into relevant approvals, as appropriate, e.g. aggregate resource licenses and permits Ministry of Transportation • implement best practices for highway construction Ministry of Agriculture, Food and Rural Affairs • promotion of-best-practices-for farmers - Municipalities and Conservation Authorities • oversight of receiving sites, and integrating provincial guidance into municipal by- laws and conservation authority permissions, as appropriate 12 8-39 25 i ` . i • integrate sustainable excess soil management as appropriate into planning and development decisions and infrastructure decisions and contracts I Qualified Persons • provide accountability and credible advice consistent with provincial direction and professional practice on technical matters provide quality assurance and consistency in advice Industry, Property Owners and Non-Governmental Organizations • owners-of-sol r-ce•-sites-are--responsible-for-the---manage-men-t-of--.excess•soil-from.-their-.----.. - - properties, including development of excess soil management plans, identification of appropriate receiving sites, and appropriate contractual arrangements • owners of receiving sites are responsible forthe management.of excess,soii-at their properties, including-development•of1ll management plans • support implementation through development of programs to facilitate due diligence (e.g. best practices, matching and tracking programs which could include a registry, i professional standards, education) potentially through non-governmental organizations F" • education of the industry community The figure below provides an illustration of roles and responsibilities: PROVINCE Coordinatedevelopmentof _ Provides Input on excess soil management matters as part Initial framework,developnew offra'mewark Could Include regulation relatedtosourcesites 4 ':`_;. StaICF}101dBfOrOu j scienceandstandards MOEC ',_. p J qualified.persons,industry, ministry staff,municipal development, andguidanceon interests,CAs,community testing requirements, interest's,others. Work with municipalities to encourage r better planning for re-use and provideI ti'es Municipalities providefor education and guidance. MMA_f_1 MuniClPelil land use planning. ` MunicipalltfesandCAs Incorporate consistent rules for - provide local by-law and P .:'=MNRi?:-.:': C, ns excess soil managementinto i 'z= =` V permitting enforcement. existing policies as theyrelateto: • aggregates, Generators andreceiversof • road construction, excess soil,responsible for infrastructure projects etc. industry. } meeting applicable Provides education and outreach r :01V_li4l?RA standards,tracking excess fe.g.to.farmers)to J " " soil,developing.supporting encourage best -`" programsand matching .. _ management-prackicesare-_._----. QflaEl'S=._...... .... .... ...-•---• r---- ---- --------- beingfollowed. - Prov ides expert advice and -•• Qualified Persons opinions toensure - I consistency in meeting Workwith MEDEI and MTO to r IRffd`Of1t2G10 provincially mandated Incorporate rules into standards developmentprojects •(�fetrolinx 13 26. 8-40 i i The following goals would guide the implementation of a provincial framework: 1.; .Protect human._health and the.environment from inappropria e relocation of excess soil 2. Enhance opportunities.for the beneficial reuse of excess soil The following principles would further guide decision making with respect to the provincial excess soil framework: 1., The public should have confidence in the management of excess soil. 2.g Generators of excess soil should be responsible for appropriate management of excess soil 3. Excess soil management should ensure that farmland, environmentally sensitive areas and ecological functions are protected, and that the future uses of land are considered. 4. Excess soil should be treated as a resource and not a waste, where it can safely be reused 5. Generation of excess soil should be minimized, excess soil should be re-used locally if possible, and planning for re-use should be undertaken early to maximize opportunities for re-use 6. Movement of excess soil should be traceable to provide for transparency and compliance 7. Approaches-should be consistent, flexible, fair and enforceable, using modern regulatory and compliance approaches. S. Approaches should consider and integrate with existing business practices of the - public and private sectors, and should support development of industry-led programs for sustainable re-use of excess soil. 9. Approaches should be science and evidence-based. The-principles of the.Ministr-y-of the-Env_ir_o.nm.en.t.and GlimateLbana.e Statement-of Environmental.Values would also be considered (e.g. precautionary principle, polluter pays, etc.). 14 21 8-41 jT �r R. 5 POLICY NEEDS AND ACTIONS *' -. e •u n eatt: � n r-o e � e�,e oea io xs sor s -� 6. r%tegrcifian - a�a- Jmpemen1'at�oil Aligrp%ovigciat :' e '' ;;policj%040lt!d-M- er'. eg,q.: Q=Reg �i:1• t Update extstrng 4, :. MVP z 2. Inienm sites Ml.-ggqefor , r;-:.pravincial;P ojes • ... a ..• • �;��.;;Sripport�smootF%;�t• ;'511 T P.qm .. " mrriistr & r . •. industry ..;:.sea tieholder'group�.==�- A. l ci`srll:--a! Sti7ndards = :3. Receiving SOGS �. ''la nning for, reuse • Develop approaches to =y standards Consider amendments(as pat of the municipal arc: legislation review)to remove:restriction on by-laws _ • Develop guidance on: i` m __ • testing and sarzipling in c-onseivation authority regulated areas • Smaller/fess risk sites Support development cf educational materials for. •� receivinsites 1. Soui*ce Sit(S Environmental �'_ Asse sment. Consider need for improved provisions under the. F; ige:wregulatIon iequir'ngplans • Municipal Act arid the Conservation Authorities Act r=', Consider Growth Plan • Require proof of plans for Building iHd Consider requrig recorkeeping for fill broughtto,: policies ie encourage reuse Permits liceiZsed/permitted aggregate sites,through revi--A_ Support pilot projects • Link requirements to Planning Act • Develop besi-practice guidance for farmers ='! • Develop guidance for QPs • Clear responsibility on the owner of the source site to provide better planning, tracking,_.and_managementfrom".source_to-re-use' and._in_crease d.ue d.il.igen.ce....-.--._.. . . . • Ensure early characterization of excess soil and planning for beneficial reuse, where feasible. • Verify that excess soil is received.at an appropriate location for reuse. Ensure relevant information is recorded on excess soil movement(e.g. quality, quantity, source site, hauler, interim site, receiving site). The province proposes the following policy actions related to source sites: 1. MOECC to work with partner ministries to develop a new regulation under the Environmental Protection Act requiring larger and/or riskier source sites to develop and implement excess soil management plans certified by a Qualified Person and made available to MOECC'and local authorities. The proposed regulation could apply to the following: • Larger sites, defined byWill . a volume threshold to yEty1i =iii,ts �� _ , capture Larger infrastructure projects and larger developments (e.g. buildings with underground parking, larger sub-divisions). They would not include smaller projects and _ex-c-ess-soil fForn- development of small residential properties. 16 8-43 o Risk-based sites, including industrial or commercial properties, or other properties that have had a potentially contaminating activity or sites with greater chance of having impacted excess soil. The proposed regulation would require .the owner of the source site to hire a qualified person and ensure that an excess soil management Plan is prepared and certified. The regulation and requirement for a Plan would not apply to soil remaining at a site: The Plan would be required, at a minimum, to include the following: • characterization of excess soil in-situ (including quality, type and volume) requirements for test'ing excess soil which could be based on past land use and potential contamination • identify and ensure receiving sites,are authorized to accept excess soil(e.g. site is regulated by municipal perrrait and authorized_to accept specific quality of excess soil) • confirmation that the quality of excess soil is appropriate for the receiving site and that testing results are made available to prospective receiving sites. • tracking plan to ensure and verify the excess soil arrives at the receiving site • ittandard record keeping requirements. The new regulation would require the owner of the source site and any person the owner contracts to manage excess soil from that property to implement the excess soil management plan. The owner would also be required to retain a copy of the excess soil management plan at the property for inspection on request of the MOECC. If there is a failure to develop an excess soil management plan or a failure to comply with a provision of the plan by any person, and excess soil from a source site is deposited at another property unlawfully, in addition to any enforcement action under the EPA that can be taken to deal with such non- compliance such as prosecutions, the owner of the source site may be required to remove the excess soil material from the site where it has been deposited and transport it to an appropriate receiving site. The new regulation would define what a Qualified Person is and may draw on the definition of Qualified Person in O.-Reg. 153104.. Some ministries, such as the Ministry of Transportation (MTO) have developed best practices for the management of excess soil and related materials that.are genets#ed from-inft-ast-ruetu-re-prgects-s-uch�s-highways-:-The-ministry-will-see-k to ensure that the requirements developed for soil management plans take into account these best management practices and may consider methods to recognize equivalencies of practices. To achieve this, it may be appropriate in i certain instances for the regulation to adopt'by reference a government 17 8-44 document such as a best management practice guideline, thus ensuring the enforceability of that guideline. 2. MMAH and MOECC could require proof of an Excess Soil Management Plan 'for issuance of certain building permits. Requirement to have prepared an Excess Soil Management Plan could be made applicable law for certain building permits. The requirement would be met by showing the building official a-letter issued from a Qualified Person certifying an excess soil management plan has been developed. This would ensure that those w io manage excess soil-considerimplications earCy in a project,incfudding-the need-to minimize excess soil and maximize excess soil re-use, where appropriate. It would also ensure that excess soil is characterized and appropriate.receiving-sites are located.before excavation of the soil. 3. MMAH and MOECC to promote linking requirements for excess soil management to applicable Planning Act approvals through guidance As a best practice, the province would promote linking planning for excess soil management under any new regulatory requirements, such as the new regulatory requirements outlined above, to applicable Planning Act approvals and develop appropriate guidance to support implementation. 4. IVIOECC to work with Qualified Persons on excess soil management guidance. Guidance will be developed in partnership with professional bodies to help achieve consistency and enhance public confidence in Qualified Person's work and opinions. The guidance will assist in bringing together to help inform the opinions of Qualified Person's on such matters as implementation of.regulatory requirements; approaches to and direction on the use of standards; testing and sampling frequency; direction on storage, remediation and other receiving sites; best practices for record keeping; and other related matters. It could also serve as a repository linking information from other sources of guidance. n Z.1=:Polk: _ _ - rNeeds: ::: _ • Encourage and allow for temporary excess soil storage where it supports beneficial reuse at an appropriate location. 18 8-45 i E I f • Authorize generators of excess soil to temporarily store the excess soil at another location where they comply with a set of minimal requirements without approval. • Define appropriate temporary storage sites for excess soil and encourage storage close to source/receiving site to reduce transportation and environmental impacts. • . Clarify requirements for excess soil storage and soil processing sites. • Distinguish between interim storage and processing sites governed by waste approvals. c • Promote widespread remediation of contaminated soils to enable re-use and help -minimize thoquantity sent to landitls for disposal, unless appropriate --- - The province proposes the following policy actions related to interim sites: 5. MOECC to clarify when waste approvals apply to excess soil processing sites and prescribe requirements for temporary storagelsites. MOECC will continue to issue Environmental Compliance Approval (ECA) waste approvals for excess soil processing sites (i.e. remediation) to promote remediation while ensuring the environment and human health are protected. The new EPA regulation-would clarify when ECAs are required to permit the temporary storage of excess soil. The regulation would establish the permissible duration for temporary storage and specify minimum controls'to ensure the temporary storage does not become permanent and`does not result in unacceptable impacts. 6. MMAH with MOECC to consider approaches that would encourage municipalities to identify appropriate areas (e.g. industrial) for excess soil storage and processing to encourage local.re-use, to be achieved through ongoing updates to the provincial land use planning framework, including the coordinated review of provincial plans. MMAH working with MOECC to encourage municipalities to allow for off-site excess soil storage and sal processing sites where appropriate. 29 32 8-46 "' ,;. ri •�--� — -�,=' �.•mss - �.�.. ��- MIN .� .. _..,c '„r �fir•'`b' n, �". - -.� �.,�"�--�� a:, V i6-«E2a;:t�-.r.� _ -f .a3=.,. zh,..`-`-.'t,,._.'re�'-���- v.•:�.%.sa' -t.... r.-�'_ ,�;y,���i,,. • Improve rules for receiving sites, including improved oversight with specified minimum environmental and technical requirements. • Provide guidance to support local (e.g. municipal or conservation authority) oversight for receiving site management Help-addres$"nuisance-effects"-related-to-excess s©il-movement and-placement on*the receiving site, such as noise, dust, odour, and truck traffic as well as wear and tear of roads. • Help address impacts related to climate change,.including greenhouse gas emissions from.transporting excess.soils over long distances. _ -3.2 Actons:. o;lie:fiaken The province proposes the following policy actions related to receiving sites: Y, 7. IVIIVIAH and MNRF to consider amendments to legislation to remove restrictions on site alteration by-laws in conservation authority regulated areas. Changes would consider whether municipalities and conservation authorities have the appropriate tools to address issues related to the management of excess soil within their authority and that those tools work together effectively. Municipalities currently have little control over the establishment and operations of a commercial fill operation within the municipal boundaries if it is located in an area regulated by the conservation authority. Conservation authorities are limited under the Conservation Authorities Act to consideration of specific matters which do not include many matters that could be considered under a municipal by-law. Section 142 of the Municipal Act, 2001, provides municipalities with specific powers to prohibit or regulate the placing or dumping of fill, removal of topsoil, and the alteration of the grade of the land, subject to certain limits, such as subsection 142(8). Subsection 142(8) provides that municipal site alteration by-laws have no effect in areas that are regulated by the conservation authority under the Conservation Authorities Act (the Development and Alterations regulations). 20 43 8-47 i i - I I Changes that would allow municipalities to regulate site alteration and placement of fill Within their municipality, while allowing conservation authorities to fulfill their � mandate, have been proposed. This would allow both conservation authorities ! and municipalities to continue to work collaboratively to regulate the placement of fill. {�t F�. �r t� 8. MMAH and MOEC.0.to,deve.lop educational materials respecting receiving s os, .including:larger:(commerc-ia:l) sites, to inform -municipalities in the- develdpmnt or updating of-by--laws. These educational materials would be used by municipalities to update and/or . create by-laws and inform the development-of fill management plans (used at receiving sites to manage excess soil being brought on to the site). The educational materials could include information about: • Guidance on fill quality standards; • Use of Qualified Persons; • Testing requirements (audit sampling, frequency); • Record keeping and documentation (e.g. source sites, volumes and quality); • Verification of source site; • Contents of Fill Management Plans; • Considerations for: o filling in relation to natural features and maintenance of ecological processes (e.g. infiltration); F o consultation, notification; o invasive species; 0 odour, noise and dust; (during transport and during fill placement at the receiving site) o site security and signage; o stormwater considerations and erosion controls; o complaint receipt and handling; 21 34. - 8-48 r i o groundwater protection considerations;. and o protecting significant cultural heritage landscapes and archaeological resources. 9. , MMAH and MNRF to explore, with partners, legislative and non-legislative wags to improve compliance and enforcement with Municipal Act and Conservation Authorities Act requirements. Consider whether there is a need for changes to legislation, procedures or consequences to provide better management and oversight of excess soil -matters: .. . . . .. . . ....... .. ...... . --..._..- '-- -------- . 10.MhlRF to consider requiring record keeping for fill being brought to licensed and permitters a_ggregate_:s:ites,:through;the_.current:review gregate:Rof h.e Agesources Act- -- -- - -..-. . --. ----- .... ...... .. _..._. - - The importation of fill °a for the rehabilitation of aggregate sites ' has been a growing - concern over the past few .years. To ensure that all sites that are authorized to ' import fill for fY `` rehabilitation are �`-Vimaintainingminimum :�. .. records,r changes are g being considered to the Aggregate - i;- Resources Act that - r: • '. would require existing sites to keep records of fill(e.g. source, shipper, deposit location) where it is brought onto a site for rehabilitation purposes. These changes would address requirements related to fill now and will provide power to improve record keeping and reporting on activities that could impact the environment in the future. ll.OMAF-RA anzi-ii OE—C-C-to-develop-b-estTracti-ce-guidance-for-farmers-to--._..- limit impacts of the importation of soil onto farmland. Guidance would help clarify the issues that farmers should consider when making decisions on importing excess soil onto their properties for use in their 22 °3 5 8-49 I I i agricultural operations. The intent would be to limit negative impacts on farmland. This guidance could include information on: j • beneficial uses of imported excess soil; • potential issues associated with bringing excess soil onto an agricultural property (environmental impacts, drainage alteration, stockpile runoff/dust, impacts on neighbouring properties, municipal considerations, insurance coverage, legal considerations); • the regulatory provisions, requirements and approvals that may apply - -(pr-av ncla# legislation;tntut-iicipai-iegisiation-a-ftd--b�laws-Farming-and-Food Production Protection Act, Conservation Authorities Act); and The intended outcome.would be for farmers to be better informed of the benefits . .._and_nsks_of accepting excess so..i1.._Far_rtaer_s_wou.ld..:become mare a�care.of....._.. � regulatory requirements and-approvals for importing excess soil onto their agricultural operations and will become familiar with best management practices for handling and using excess soil in their agricultural operations. 4MPo�ac. • Provide direction on technical.matters such as standards for re-use and testing requirements.that: o Ensure the protection of.human and ecological health o Reflect quality of excess soil appropriate for beneficial reuse at a variety of - receiving sites o Enable characterization, and support tracking, matching, re-use, including remediation o Can be used to support a variety of policy tools (e.g. provincial regulations, municipal by-laws) o Are science and evidence based o Are flexible and practical, but also provide for consistency in application o Help define when excess soil is a "waste", including following treatment at a processing site -e --Promote-t•ransparency-o#-standards--in--or-ler-te-gain-public-confdeneie-- _. ._--- - e The province proposes the following policy actions related to technical matters: 23 8-50 I 12.MOECC to develop approaches and standards for re-use of excess soil that provide for environmental protection and sustainable re-use of excess soil MOECC would work with stakeholders to develop approaches which could consider the following: • Protection of Sensitive Sites — There could be recognition that certain types of areas have particular features, resources or sensitivities and should not be areas where excess soil is deposited (e.g. natural-areas such as wetlands) unless for a specific beneficial reuse (e.g. restoration). Excess soil brought to such-sites-could--be-required to meet-certain-stringent-standards.- --- • Use of local background conditions — For some sites, the use of excess soil that meets.background levels ma-y-be preferred. We have also heard the .need.to..better enable--use_of local.background_conditions...rath.er-than.current provincial background levels (i.e. Table 1 in O. Reg. 153/04). Feasible approaches to enable this-could be considered. • -Use of generic risk based approaches - It is proposed that generic risk based standards based on land use could be used for the deposit of excess soil in some circumstances. This could allow for the reuse of marginally impacted soils in specific circumstances, particularly in areas already impacted and areas where future uses will be less sensitive. • Specific risk based approaches — Risk-based standards could also be developed in relation to specific uses or circumstances. It may also be possible to incorporate predictable risk management measures into these standards. Examples of these specific uses may include infrastructure projects, sound and sight berms, flood control structures, certain former aggregate sites undergoing rehabilitation, certain brownfields sites, or mines. Specific circumstances with specific rules could also be considered, for example specific rules associated with salt-impacted excess soil. Site specific risk assessments and risk management approaches requiring technical review and ongoing requirements or restrictions would generally be limited to circumstances involving an appropriate site specific legal instrument, e.g. where a record of site condition is required by regulations. 13.MOECC to develop clear guidance to inform requirements for testing of excess soil. MOECC would work with industry, consultants and experts to develop clear rules and guidance for testing and sampling excess soils in a variety of circumstances to inform regulatory requirements and guidance for by-laws and other policy. 24 8-51 I These requirements would be pragmatic and will consider the costs of testing and risks to human and ecological health. They would be developed in close collaboration with experts including the Qualified Persons who would be expected to use them. 14.MOECC to develop guidance for smaller, lower risk source or receiving projects or sites The province would work with industry to develop.,pr-otocols-to-support-to. of- - materials from smaller projects which do not fall within the categories of"riskier sites" or within volume thresholds for larger sites (as described in Action 1). This could include-testin protocols at source and%or receiving sites and _ the development of an inspection protocol for 4 these sites. E F �} _,..-,-"s 'gin•.'- :.�:.:; . f I I • Encourage municipalities to plan excess soil re-use opportunities when planning for growth and intensification. • Integrate identification of re-use opportunities into design and management of large projects • Facilitate identification of viable re-uses and management protocols. . I The province proposes the following policy actions related to planning for re-use: r 15.MMAH with MOECC to identify opportunities to encourage municipalities to develop soil re-use strategies as part of planning for growth and __developme-nt-_(".-official-p.lams,--roaster-pla-ening)-thr-oug h-oftg:oi-hg--updates to the provincial land use planning framework, including the coordinated review of provincial plans. i Encourage municipalities to help ensure that future growth and planning includes an assessment of excess soil that may be generated and considers opportunities for re-use. This proposed direction could help inform future updates to official 25 i 8_52 plans.and ensure consideration is given to large scale developments which require the management of excess soil, and also the location of future receiving sites and temporary sites for excess soil. 16.MOECC to develop guidance for the consideration of excess soil in the environmental assessment processes that govern large scale infrastructure and other development projects. MOECC would develop guidance to help ensure that proponents consider excess.soifmanagement, This-approach.could-help--integr-ate-excess--.soi/- " management planning into Environmental Assessments-for large projects, including consideration of opportunities for re-use within the project, re-use locally, and for use of other local excess soils within a project. Guidance would also be developed to help ensure proponents consider integrating excess soil management as part of the overall project planning process, as applicable. 17.Province to support pilot projects identifying opportunities and procedures for excess soil re-use. r The province will continue to support pilot projects with partners to help promote opportunities for excess soil re-use. These types of projects will also help to identify areas for improvements in the proposed framework and inform proposed future-policy, guidance'and regulatory development. . Y...:..., ..:. • Integrate and align provincial legislation, regulations, guidelines, processes and other policy related to excess soil to ensure consistency and alignment with new framework. Including alignment related to: o Environmental Protection Act ■ Inert fill definition in Regulation 347 (General-Waste . Management) ---------.- O-ntar-iaRegulation-.1-53/04-(Records_.of-Site_.Co-ndi#ion)_._.__. o Aggregate Resources Act o Provincial plans o Municipal tools (by-laws, policies) o Environmental Assessment Act • Draw upon the expertise outside of the Ministry to ensure effective and practical policies 26 8-53 Education to facilitate alignment of policies and implementation 6.2 Actions to:be Taken The province proposes the following policy actions related to integration and implementation: 10.MOECC to integrate and align various aspects of provincial policy. The province will ensure that current legislation, regulations and policy are afig ned-with-new framework—T-his wouldAnclude:_... _._ ..._.._....._ _.. a. Amend the definition of inert fill in Regulation 347 (Waste) under the Environmental Protection Act to clarify when excess soil is a waste; a new .approach could link to standards for_re-use_sf excess soil_ b. Amend Ontario Regulation 153/04 (Records of Site Condition) under Environmental Protection Act to clarify requirements and ensure alignment both as a source site and receiving site (e.g, requirements for excess soil brought to a site, record keeping of receiving sites used, roles of qualified persons). 19.Province, including MOECC, MTO and MEDEI, to review and update existing guidance for provincial projects (e.g. transportation and infrastructure) to ensure alignment. The province, including MOECC, MTO and MEDEI, would review existing guidance, practices and rules for provincial infrastructure projects and expenditures to align with new requirements and incorporate best practices for the management of excess soil. Guidance would provide for greater consistency in the management of excess soil with consideration for the goals and principles laid out within this framework. This approach would respond to stakeholders who have indicated that there are gaps in current tendering processes. This approach could further be promoted to municipalities, in particular those who may have large source sites for projects producing excess soil. Procurement practices could be formalized through education and outreach efforts with agencies responsible for large scale projects, but also by working to ensure that standardized tendering requirements incorporate considerations for sustainable management of excess soil. 20.MOECC to develop a stakeholder group (and potential sub-working groups) to provide input on proposed policies, technical matters, guidance and implementation, including coordination with external programs. 27 `X 8-54 MOECC would establish an Excess Soil Stakeholder and Engagement Group to help validate approaches. This working group could consist of provincial ministries, the development.and construction industry, qualified persons, municipal representatives, conservation authority representatives (both urban and rural), community and environmental representatives, the aggregate industry, the agricultural and rural community sectors, infrastructure, transit and the waste sector, and others as appropriate. First Nation and Metis representatives would also be included or otherwise engaged in policy development. This group-would-also support-implementation,-t-h-rough--relevant-ass-ociations,to- help ensure education and outreach is undertaken. This.group could also.provide a critical role in informing fhe_development.of industry. -led_-innovation,s.in.clu.din.g__suppart.fo.r.ex.cess..soil_matchin.g-.p[ograms that facilitate and encourage matching and better tracking of excess soil between source sites and appropriate receiving sites. The stakeholder group could further be.supported by sub-working groups which would focus more closely on specific policy products. These could include: 1. Technical sub-working group to provide input on technical matters, including standards, sampling, tracking and record keeping. This group could consist of experts in partner ministries, industry, qualified persons, and scientists. 2. Municipal and Conservation Authority sub-working group to provide input on receiving site guidance and other implementation matters. These groups would include membership from other ministries, including the Ministry of Municipal Affairs and Housing, Ministry of Transportation, Ministry of Natural Resources and Forestry, and the Ministry of Agriculture, Food and,Rural Affairs, wherever appropriate. 21. Industry and MOECC will jointly investigate approaches to program delivery, e.g. like the UK CLAIRE model, that promote market-based mechanisms to encourage the reuse of excess soil. Industry and MOECC would work jointly, through the working group, to consider program delivery approaches led by industry or through a non-government o�ganizafion ore�erp�ise:-Thistype of enterprise could-rause awareness; - ' encourage reuse, and facilitate better.matching and tracking (e.g. through a registration system) of excess soil between source sites'and appropriate receiving sites. This approach could help identify innovative and practical solutions for planning, management and re-use of excess soil. 2s 8-55 1 i The actions outlined in the proposed framework will be prioritized based on feedback heard through consultation. The Ministry would work with its partner ministries, industry and qualified persons to follow through on a number of actions over the next year and into the future, including the following potential actions which are either already underway or would be initiated in the near future: 02 1. MOECC to work with.partner ministries to develop a new regulation under the ERA requiring-larger andlor riskier source sites to develop - X and Implement excess soil management plans ceded by a C �iaiified Person.and made available to MOECC and local authorities. 2. MMAH and MOECC, could require proof of an Excess Soil Management X Plan for issuance of certain building permits. 3. MMAH and MOECC,to promote linking requirements for excess soil X managementto applicable Planning Act approvals through guidanc , 4. MOECC to work with Qualified Persons on excess soil management X I' guidance, j 5. MOECC to clarify when waste approvals apply to excess soil processing X j sites and prescribe requirements for temporary storage sites. MMAH with MOECC to consider approaches that would encourage municipalities to identify appropriate areas(e.g. industrial)for excess X soil storage and processing to encourage local re-use, to be achieved through ongoing updates to the provincial land use planning framework, including the coordinated review of provincial plans. T. MMAH and MNRF to consider amendments to legislation to remove X restrictions on site alteration by-laws in conservation authority regulated areas. 8. MMAH and MOECC to develop educational materials respecting X receiving sites, including larger(commercial)sites,to inform municipalities in the development or updating of by-laws. 9. MMAH and MNRF to explore,with partners,,legislative and non- X legislative ways to improve compliance and enforcement with Municipal Act and Conservation Authorities Act requirements. C 10. MNRF to consider requiring record keeping for fill being brought to licensed and permitted aggregate sites,through the current review of X the Aggregate Resources Act 11. OMAFRA and MOECC, to develop best-practice guidance for farmers to X limit impacts of the importation of soil onto farmland. 12. MOECC to develop approaches and standards for re-use of excess soil --tatoi foreronmen excess soil. 13. MOECC to develop clear guidance to inform requirements on'testing of X excess soil. 14. MOECC to develop guidance for smaller, lower risk source or receiving X - projects or sites. 29 -� 8-56 i ON - s'-^fir_f,�, rn,} 4' .i•: o c ='u>: - 0 © 8 ti - �- r"-3- �_;pr�- ski 2• - 15. MMAH with MOECC to identify opportunities to encourage municipalities to develop soil re-use strategies as part of planning for X growth and development(e.g. official plans, master planning)through ongoing updates to the provincial land use planning framework, including the coordinated review of provincial plans. 16. MOECC to develop guidance for the consideration of excess soil in the X environmental assessment processes that govern large infrastructure and.other development projects. 17. Province to support pilot projects identifying opportunities and X .-procedures�or,excess.soi/-re=-use...._.....- --—.--_-----......_..._.._. . .. .... ... . __ 18. *MOECC to integrate and align various aspects of provincial policy X including Regulation -347(Waste)and O. Reg: 153/04. 19. Province., including MOECC, MTO and MEDEI,to review and update X .existing guidance..for provincial.projects (e.g. transportation.and .--infrastciid uro�o_.-ensure..ali nment.___ 20. MOECC to develop a stakeholder group (and potential sub-working groups)to provide input on proposed policies, technical matters, X guidance and implementation, including coordination with external programs. 21. Industry and MOECC will jointly investigate approaches to program X delivery, e.g. like the UK CLAIRE model,that promote market-based mechanisms to encourage the reuse of excess soil. 30 8-57 - I • I The Ministry would like your opinion and comments on this framework, including the following key questions: 1. Does the Proposed policy_framework include adequatepolicy tools and actions to improve the management of excess soil in Ontario? If not, what additional tools or actions would you suggest? 2. Are-yQu aware of-examples-of-eXisting:best-.practices:from otner-jurisdictions-that � may-be-helpfui-to-Ontario-that-you-would-litce-ta shere?--------_..._ 3. Which proposed actions do you see as a priority? 4. What role do you see for you or your organization in implementing the proposed framework? 5. What role do you see for industry or non-governmental organizations in supporting delivery of excess soil programs for soil matching, tracking, and promoting innovation, etc.? I 6. How can the province best continue to engage you or your organization and the public as it moves forward? 7. Do you have any other comments or feedback? I C I i 31 8-58 .&G A. While several pieces of legislation and regulations apply to specific aspects of excess soil management, the majority of excess soil moved in Ontario is, for the most part, not directly regulated by MOE.CC. Ontario's January 2014 Best Management Practices for ex..cess_soil though.:provides-gu.idance.on_excesssoi/,management, in.cJ ding-at the_site where it is excavated, during its transportation and at the receiving site. Different levels of government and various agencies regulate certain aspects of excess soil movement, particularly the province, municipalities and conservation authorities. The table below outlines specific legislation, regulation, policy and other instruments and their roles in the management of excess soilp #' Environmental Protection Act(EPA)"Adverse Effect"and Ontario Water Resources Act Broad provisions prohibiting discharges that cause or may cause adverse effect,and providing authority for the Ministry to issue orders requiring measures to prevent,stop or remediate adverse effects Provides authority to address impairment of waters,and measures to prevent impairment of waters. Weblinks for more information: • http://ww.w.ontario.ca/laws/statute/90e19 • http://www.on!aCo.ca/laws/statute/9Oo40 Records of Site Condition(RSC)—EPA and O. Reg.153/04 A Record of Site Condition(RSC)is required before certain changes in property use take place,where the property use goes from a less sensitive to more sensitive use(e.g.from industrial to residential). The regulation ensures the quality of soil brought to an RSC property meets certain standards,depending on a number of factors including historical uses,as well as environmental site assessment requirements. Weblink for more information: .....bttp.://_wvcw.-ontario-cal.lavys/r_eguJ.atio.n/040..153 ._ .. . _. ... . .. Management of Excess soil—A Guide for Best Management Practices • A best practices document that provides guidance on how to handle excess soil generated from large- scale projects.It provides guidance for:soil source sites;soil receiving sites;temporary soil storage sites; traffic and transportation management;and procurement practices for projects that include soil management. It also provides guidance that could be used to inform municipal by-laws. 32 8-59 Weblink for more information: • http://www.ontbrio.ca/document/management-excess-soil-guide-best-management-practices Reg.347 General-Waste Management under the EPA I Transportation,storage,deposit and disposal of soil that is waste must be authorized by an Environmental Compliance Approval(ECA),except where the waste soil is"inert fill"as defined in Reg.347. Inert fill is designated as waste,but exempted from the need for an ECA.Inert fill may or may not be soil. Weblink for more information: • http://www.ontario.ca/laws/regulation/900347 Municipal Act,2002-By-laws S. 142 provides authority for municipalities to establish by-laws to prohibitor regulate theplaeing ordurnping of fill,removal of topsoil,or alteration of the grade of land,and establish a requirement for permits for these I activities. Municipalities may also enact bylaws to manage other aspects of site alteration and filling(e.g. noise and dust control). Municipal site alteration bylaws are of no effect in certain Conservation Authority regulated f areas. Weblink fipr more information: • http://www.ontario.ca/laws/statute/01m25 Conservation Authorities Act-Regulations Enables municipalities to establish conservation authorities and defines regulation-making authority for purposes of public safety and natural hazard management.The placement of any material in areas affected by.the regulations made under the Conservation Authorities Act requires a conservation authority permit. All conservation authorities have programs in flood and erosion control within their jurisdictions. Weblink for more information: • http://www.ontario.ca/laws/statute/9Oc27 Provincial Policy Statement and Provincial Plans Include a range of policies affecting development and site alteration. Policies do not generally apply to excess soil, j as commercial filling is not considered a land use. • k Weblinks for more information: • http://www.mah.gov.on.ca/Page215.aspx • http://www.niah.gov.on.ca/Pagel86.aspx Aggregate Resources Act Supplementary guidance to the legislation provides conditions for placing of fill on aggregate sites(e.g.for rehabilitation purposes). k Weblink for more information: • http://www.ontario.ca/laws/statute/9OaO8 I 33 8-60 Farming and Food Production Protection Act The Act continues the Normal Farm Practices Protection Board and provides a procedure to apply to the Board to determine what constitutes a"normal farm practice"in a particular case. The Act protects farmers from liability in nuisance resulting from a normal farm practice. It further provides that certain municipal by-laws may not restrict a normal farm practice that is carried on as part of an agricultural operation.The Act provides the Minister with authority to issue directives,guidelines or policy statements and Board decisions are required to be consistent. with those documents. Weblink for more information: • http://www.ontario.ca/laws/statute/98f01 Environmental Assessment Act Sets framework for individual environmental assessments(EAs),Class EAs,and streamlined EAs under regulation. Weblink for more information: • http://www.ontario.ca/laws/statute/90el8 OPSS(180 and 1010) Provides guidance for management of excess earth,aggregate, rock,and various other materials for consideration in provincial transportation and infrastructure contracts. Weblinks for more information: • OPSS180 OPSS1010 Below is a summary of findings from key jurisdictions. UNITED KINGDOM Implementation.Approach: • Voluntary best practices approach, when following code of practice provides exemption from government approvals • Contaminated Land:Applications in Real Environments (CL:AIRE) is an independent not-for-profit organization in the UK which encourages the regeneration of contaminated land • Primarily industry-led Key Elements: • CL:AIRE developed a Code of Practice (COP)which allows users to determine if excavated _-mater-ialsare-a.waste-or-not.--- ._.--._.-._. ...._._. ....._. . .. .. .---... _._._._..__.-............. --_--.---..__..._...._ ._ _......_..:. • If deemed not to be a waste the material can be used without an Environmental Permit or Waste 'Exemption from the UK Department of the Environment,and requires some self-regulation. • The COP is applicable to those who commission earthworks and a range of other parties. It is also of interest to land owners and developers. • The three basic steps of the process are 1. Ensuring that a Materials Management Plan (MMP) is in place for the use of materials on a specific site. 34 tv� 8-61 i 2. Ensuring that the MMP is based on risk assessment, that underpins the Remediation Strategy(for contaminated sites) or Design Statement(for uncontaminated sites); 3. Auditing the process in a Verification Plan. • Standards and exceedances for re-use based on direction for.UK Environment Agency; CoP has additional technical direction, e.g. testing strategies. C A Qualified Person must review evidence related to a proposed used of materials and if it is acceptable sign a Declaration. This is submitted to the UK Environment Agency. CLAIRE has also developed a Register of Materials website,that helps link source sites(donor sites)with receiver sites. QUEBEC .Implementation-Approach: ... . • Over-arching soil management policy supported by regulations and incentives • Primarily led by province • Also has guidance for sampling .Key___Elements:----___ --- -._.....------------- ----..—-—--------—--— -- • Approach strongly based on reuse; Quebec has a variety of regulations affecting the landfilling of soil • Quebec has developed a Soil Management Grid, which provides management options for excavated soils depending on their level of contamination • Province provides grants to foster contaminated sites clean up and revitalisation. • Regulation Respecting Contaminated Soil Storage and Contaminated Soil Transfer Stati6ns determines the conditions for the operation of transfer stations and temporary storage sites for contaminated soils f BRITISH COLUMBIA Implementation Approach: • Primarily led by ministry and industry • Uses Environmental Protection Act, Contaminated Sites regulation, and a range of guidance I c Key Elements: . I • Uses Contaminated Soil Relocation Agreements (CSRAs)for applicable soil movements based on size and quality standards;the focus is on contaminated soil and the size threshold is small(5 cubic metres) • A CSRA is an agreement between the owner of a source site,the receiving site, and the Director of Waste Management, authorizing the relocation of soils from a contaminated site to a suitable deposit site. • Soils to be relocated need'to be adequately characterized to determine re-use options and if the soils will meet the numerical or risk-based environmental quality standards for the receiving site NETHERLANDS C Implementation Approach: • Strong government oversight,with high level of government investment. ._.,—implemented-#trough-federal-government-,-as-weal-as-rnunicipal.-partners----..-.. ----------_--- Key Elements: • Has a detailed range of Acts, regulations and protocols to address soil • Various protocols outline sampling requirements-and strategies. • Soil is an especially valuable resource; legislation and policies are tied to ensuring the sustainable use of soils at all levels of government. 35 8-62 • Has national and private registries for soil matching with-substantial government investment in a soil banking system. • To enable reuse, adopts principles such as the"standstill principle", which requires that the excess soil to be placed at then receiving site should be of equal or better quality than the soil that is present at the receiving site, and soil quality maps of zones with varying sampling and reuse requirements MASSACHUSETTS Implementation Approach: • Requirements largely self-regulated by Licensed Site Professionals (LSPs). Key Elements:--_ .. i . . . . ..- .. • Regulatory approach for sites falling under the Massachusetts Oil and Hazardous Material Release Prevention Act(Chapter 21 E sites) • Has a Similar Soils Provision outlined in a guidance document which intended to prevent the degradation of sites by ensuring that the relocated soil does not increase the risk at the receiving .site=since-itAWiill-be similar=to.what-is-already-there:•---.....----......--............._..-......-----. ._._.. _-._._......------.... _ • In May 2015, The Massachusetts Department of Environmental Protection (DEP) released a new Draft Interim Policy on the Re-Use of Soil for Large Reclamation Projects, describing an approach for obtaining site-specific approval from the DEP for the reclamation of quarries, sand pits and gravel pits using more than a threshold.amount. The policy states the type of information to be submitted to support the issuance of an approval for such projects (e.g. soil management plan. f; f: -k-tl''•.x tit - R '�•`- 1P• � - "' 1 .s+& :� •+ _ _ 3y_c<..a. �r...—.. __ Below is a list of some of the broader key issues heard through engagement on the EBR review related to excess soil management policy. This list is not a reflection of provincial opinion, but rather a listing of some of the broader themes heard through engagement sessions with various stakeholders. 1. Improved oversight— issues raised related to general perception that current system is fragmented and requires stronger provincial direction 2. Standards.and direction —issues raised related to need for clear standards to provide direction on where excess soil can be re-used and where it may be a "waste" 3. Testing - issues raised related to scope of testing needed, costs and timing 4:-Source site-responsif,iiity=issues ratsed-related-to-rieedfiorgeneratorafi -° excess soil(source sites) to be more responsible for its end use 5. By-laws— issues raised related to difference in approaches being taken in by- laws and need for guidance 36 8-63 6. Education and outreach - issues raised related.to need for additional.technical guidance and education for others (e..g. farmers, public) 7. Traceability and tracking — issues raised related to need for mechanisms to ensure excess soil is better tracked 8. Municipal by-laws in conservation authority regulated areas — issues raised related to the need to remove restriction on by-laws in conservation authority regulated areas 9-. P-r-otecting-agr-iculture issues--raised-,r-elated-,to--need-to-protect-agr-icultu�'al-- - land from potential contamination so as to limit potential impacts on crops and/or livestock 10.Need-to protect sensitive areas_and 1im'it env ro_nm_entat impacts issues _ raised related to the need to protect sensitive areas (e.g. Greenbelt, Oak Ridges Moraine, groundwater, source protection, soil erosion and climate change) 11.Temporary storage—issues raised related to need for clearer direction on temporary storage of excess soil 12.Planning process issues raised related to perception that excess soil should be managed early on in the development and planning process 13.Identification of appropriate receiving sites— issues raised related to need to identify appropriate sites which could be appropriate for excess soil re-use 14.Enforcement— issues related to the perception that there is a lack of ability to enforce current requirements due to limited capacity-and scope of powers 15.Pilots —support for pilot.projects to incent change and garner buy-in 16.Information gaps— issues raised related to the lack of information with respect to the movement of excess soil(e.g. quantity, quality, impacts) 17.Traffic, air, dust, noise, and other social impacts — issues raised related to the need to minimize impacts like traffic, noise, air, dust, etc. I! 18.Liability— issues raised related to the need to consider financial insurance, security, and monetary penalties 19.Restrictions on aggregate licenses — issues raised related to perception that requirement for rehabilitation of aggregate sites are too restrictive 37 50 8-64 20.Aerodromes - issues raised related to whether excess soil is being inappropriately brought on to properties who are operating as an aerodrome under federal jurisdiction and as a result are avoiding municipal permits 21.Normal farm practices - issues raised about whether some farmers may not be following certain municipal by-laws because they are under the misconception that the by-law does not apply to them 22.Soil remediation — support for the need to promote remediation 23.Flexibi[itjr and costs=support for-the-need for fleXibility ih approaches and- ''- need to consider costs of excess soil management in any future approaches 24.Smaller projects - need to recognize that smaller sates have a cumulative impact;-brat--need-to-be-handaed-differentay from--larger--sites--- .-- ---- -- ----.-_ .- . ... 25.Municipal capacity—issues raised related to lack of capacity amongst some municipalities to deal with issues, both technically and financially 26.Cultural heritage resources — issues raised related to need to assess impacts to and protect sites of cultural heritage value or interest (e.g. significant built heritage resources, cultural heritage landscapes, or archaeological resources) 27.Need to better consider excess soil management in government projects— issues related to the need to better consider excess soil management in government-funded projects 28.Need to align provincial policy— issue related to the need to better align on excess soil related management across ministries 29.Protection of rural areas and rural lens —issues raised related to the perception that there are policies allowing for the contamination of rural areas at the expense of development and intensification in urban centres. 30.Qualified persons - issues raised related to skills, credibility, consistency in opinion, conflict of interest and public confidence. 38 5 8-65 Below are general definitions for terms used more frequently throughout this document. For the purposes of any future policy or regulation, the province would develop and consult on appropriate definitions for these terms. Beneficial re-use: The placement of excess soil at a site that is-not a waste disposal site, in a manner that complies with applicable legislation and is environmentally responsible. i Excess soil: Soil that has been excavated, typically as a result of construction activities that:-can0ot_or-wil1_not he_:reus-ed-at:t.be-aite-where-the_soil-_w*.as-excavated.-a.nd-must b.e moved offsite:to some=cases,�exc�ss soil may be te-rrmporarily stored at another`- - - - location before the excess soil is brought back to be used for a beneficial reuse at the site where the soil was originally excavated. Excess soil does not refer to such materials as compost, engineered fill products, asphalt, concrete, re-used or recycled aggregate product and/or mine tailings., other products, including soil mixed with debris such as garbage, shingles, painted vWod, ashes, or other refuse. It could include naturally occurring materials commonly known as earth, topsoil, loam, subsoil, clay, sand or gravel, or any combination thereof. Excess soil management: The management of excess soil, including its excavation, placement, hauling, tracking, characterization, and disposal. Fill: Any type of material deposited or placed on land Interim site: Sites owned or controlled by the owner/operator of a Source site or Receiving site, at which excess soil is temporarily stored. The term can also refer to sites that treat, remediate and transfer excess soil to other sites for final placement or disposal (defined below as "soil processing sites"), Receiving site.: Sites that accept and receive excess soil and constitute the excess soil's final resting place. The term also includes larger commercial fill operations as well as other sites like agricultural operations or aggregate operations. Soil processing site: Are subsets of interim sites, such as a waste disposal site that processes poorer-quality soil to remove or reduce the concentrations of contaminants, such that-t-he--s-oil-can-be--re-used.. These-sites--are-subject-to-approval-requirements.... under Part V of the Environmental Protection Act and are subject to inspections by the I Ministry of the Environment and Climate Change. Source site: Sites that generate excess soil. 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E -I-- .8-76 vo, �7 .8-7 6 Chambers, Michelle j I From: lerica Rose Doiron <jdoiron@pridedurham.com> Sent: May-04-1611:51 AM To: Fleming, Cindy Subject: Flag raising i Hi there, i As per our conversation this morning. Pride Durham is requesting a flag raising on May 30th to j celebrate pride week in Durham. We are asking if the flag could be raised for the whole week until June 6 2016 Thank you so much, Jerica Doiron Board member `�DISTRI Tjb N Pride Durham inc REVIEWED 8 'Original To: O File Sent from my iPhone 0 Council Direction GG Direction O PD Direction o Council,Information 0 GG Information 0 PD Information Copy To:. zl Mayor 0 Members of 0 Ward Councillors Council O CAO 0 Clerks 0 Communications 0 Community- 0 Corporate 0 Emergency Services Services Services 0 Engineering 0 finance 0 Legal Services Services Operations 0 Planning Services i ❑Other: Municipal Clerk's File I f 4 I i 1 is 9-1 C I r i Greentree, Anne From: Brenda Brunt <bbrunt@southdundas.com> Sent: April-26-16 9:31 AM To: rhunter@southdundas.com Subject: FW: RED Program Attachments: RED Program Project List.pdf; RED Program Resolution.pdf i I Good Morning: Please find attached a resolution that was passed by Council of the Municipality of South Dundas at their regular Council meeting held on April 19, 2016 for your Council's consideration and support. The government of Ontario has suspended the current intake of applications to the Rural Economic Development (RED) program with plans to integrate it into the restrictive Jobs and Prosperity Fund. This will prevent the ability of rural municipalities to access funding for capacity building community economic development projects. Please see the attached list of projects that were eligible for funding under the RED program. Thank you for your consideration! Brenda M. Brunt, CMO Director of Corporate Services/Clerk Municipality of South Dundas ! 34 Ottawa Street, P.O. Box.740 Morrisburg, ON KOC 1X0 I 613.543.2673 southdundas.com I I i ' I I i I I I I I 1 9-2 i ®ISTRI U . [ON E MUNICIPALITY OF SOUTH DUNDAS �REVIEWED BY 34 Ottawa Street, P.O. Box 740 Original To: 0-File C]Council Direction GG Direction ❑PD Directio C1/IOrrISt?UI'g ON KOC 1X0OCouncil_informafion ❑G6lnformation aPDinformafi 613.543.26731 southdundas.com Copy To: ❑Mayor ❑Members of C3 Ward Councilic Council CAO ❑Clerks <!Communicauoi Cl Community ❑Corporate ❑Emergency Services Services Services MOVED BY � --C,_ RESOLUTION ASn,In 6dng. ❑Finance ❑Legal SECONDED BY rvices ❑operations Planning DATE Apr 1 191 2016 Services ❑Other: -WHERE AS in the 2016 Ontario Budget, the governm MunicipalClerk'llt suspended current intake of applications to the Rural Economic Development program and has indicated that it plans to integrate the program into the Jobs and Prosperity Fund. WHERE AS the Jobs and Prosperity Fund is narrowly focused and is restricted to private sector organizations and industry partners, which prevents access to funding for rural -municipalities and others who formerly benefitted from the Rural Economic Development Program. The emphasis on large projects that meet either of minimum $5 million or $10 million in eligible project costs thresholds, will significantly restrict benefits from this fund. INHERE AS in'contrast, the Rural Economic Development Program supported a number of capacity building projects including but not limited `Business Retention and Expansion' and `Downtown Revitalization' projects and Economic Development Strategic Planning projects for small rural municipalities who were looking to improve their local economy, Also*of note is that because the Jobs and Prosperity Fund is not specifically designated for rural areas, that funds from this program will likely favour more urban areas of the province. NOW-THEREFORE BE IT RESOLVED THAT THE Council of the Municipality of South Dundas asks the government of Ontario to reconsider the suspension of and the integration of the Rural Economic Development Program into the Jobs and Prosperity Fund with the view to ensuring that Rural Economic Development Program stays as an intricate funding program of the Province that will support capacity building and foster economic growth in rural municipalities in Ontario. 9-3 �. _— 1: 11CIPALITY CSE SO T-H DUNDAS 34cQttawa,:Street, F.0. Box 740 -.:Mpgjsburg ON KOC-IXO 613, 4 ,26: I southdundas.com . BEFIT FUKT_H,tR*RESOLVED THAT this resolution be circulated to allmunicipal nd,,,rpgionaj councils in Ontario requesting that they endorse and support this resolution and communicate their support to the Premier and the Minister of Food and Rural Affairs. V, CARRIED ❑ DEFEATED ❑ DEFERRED I i i i C MAYOR - i i E I J t Recorded Vote: i Mayor Delegarde Deputy Mayor Locke Councillor St. Pierre Councillor Ewing I�I Councillor Mellan 9-4 L Community Development Stream Application Form ( page 4 of 17 Step 2 Project Information 2.1 Project Location Unit Number Street Number Street Name PO Box City/Town Region/County ._...._.._.._....._......__....._--------._........_..------ _........... ....... —---—............ _..... Municipality Province Postal Code 2.2 Project title Project Title Proposed project start date(yyyy/mrvdioProposed project end.date(yyyyrmmrdd) ~— —T Z. Ft6jgcJ'Cbtegory.Select only one major project category and one appropriate sub-category from the Iist.bolow. 0'Plans or strategies O Economic development strategic plan O.Business retention and expansion plan Q Dbwritown revitalization plan O'Workforce plan 0,'Community Improvement plan O P6.rformance measurement plan p;.Othet'{specify): O Applied Research and Analysis to Support Planning and Priority Setting ia !— — —�— :Sector or economic analysis -O"Collaborative research studies or evaluations . (? Feasibility studies(e,g„new business,investment,Incubator or reglonal economic model) .Q•iW1�rlCetreSearCh •• • 0.: .Marketing strategies Q:Dther(speciry): • 0 Business:©r Sector Development and,Diversification -- — +—�— — O..Buslness mentoring or training O Reolonpl business database U.Sharing best practices . O IoctJ119tors or business accelerators O Business diversification and expansion 0.Business modernization or productivity enhancements .. O.New market access 0.:Building collaboration and integration along the value chain or cluster 0.:;Rehatillitation of cultural,heritage or tourism attractions Q�O.jhor(specify}; ' O:Reglgnal Marketing,Promotional and Branding Activities p:.Wobsite development or enhancement Q;Branding strategies O-Promotion,marketing and outreach O..Other(specify): p WotkforceAttraction,Retention and Development 0-Targeted workforce development(e.g.,youth,newcomers) 0 Leadership development O Mentorship O-Entrepreneur :0 Training 0 Other(specify); i TOWNSHIP OF WARWICK 't "A Community in Action" r°wNs-%''f 6332 Nauvoo Road, R.R. #8, Watford, ON NOM 2SO Township Office: (519) 849-3926 / 1-877-849-3926 Works Department: (519) 849-3923 Watford Arena: (519) 876-2808 Fax: (519) 849-6136 Website: www.warwicktownship.ca E-mail: info warwicktownship.ca April 14, 2016 Dear Kathleen Wynne, Premier of Ontario VIA E-MAIL RE: Physician Recruitment Please be advised that at the regular Council meeting of April 11, 2016, Warwick Township Council approved the following resolution: WHEREAS Warwick Township Council supports and endorses the Municipality of Bluewater's resolution dated February 16, 2016; NOW THEREFORE BE IT RESOLVED THAT the Council of the Township of Warwick hereby requests that the Minister of Health and Long Term care j reinstate incentives for physicians to practice in rural areas of Ontario, and that the minister return to the table with Ontario's doctors and work together through mediation-arbitration to reach a fair deal thatprotects the quality, patient-focused care Ontario families deserve; AND THAT copies of this resolution be sent to the Premier of Ontario, the federal and provincial Ministers of Health, the Ontario College of Physicians and Surgeons and all municipalities in Ontario. - Carried. DISTRIB UTION A copy of the resolution approved by the Municipality of Blue ate[W&gnclosed for you reference. Orlglnat To: 3 File O Council Direction ATG Direction ❑PD Direction Kindest Regards, ❑Councillnformation- Q GG Information Q PD information Copy To: ❑Mayor ❑Members of t7 Ward Councillors Council ❑CAO Q Clerks ❑Communications Amanda Gubbels C3 Community ❑Corporate UEmergency Clerk/Deputy Administrator services Services Services CI Engineering Q Finance ❑Legal Township of Warwick Services Services DOperations OPlanning Services ❑Other: Municipal Clerk's File _6 M U n i C l p a l I ty Of 14 Mill Avenue PO Box 250 ZURICH ON NOM 2T0 519-236-4351 or519-565-5212 Blu, ewa er Fax: 519-236-4329 www.municipalityofbluewater.ca February 19, 2016 Kathleen Wynne, Premier of Ontario VIA—Email Dear Premier Wynne, Please be advised that the Council of the Municipality of Bluewater passed the following motion at their Council meeting on February 16, 2016: Moved by Councillor Zimmerman, seconded by Councillor Hill that: Whereas Ontario's growing and aging population is putting an increasing strain on our publicly-funded health care system; And Whereas since February 2015, the Ontario government has made an almost 7% unilateral cut to physician services expenditures which cover all the care doctors provide to patients — including_ cuts to programs which are specifically designed to act as incentives for physicians to practice in rural areas: And Whereas the decisions Ontario makes today will impact patients' access to quality care in the years to come and these cuts will threaten access to the quality, patient-focused care Ontarians need and expect: And Whereas Ontario in experiencing a growing rural population as retirees move to the countryside; And Whereas many rural municipalities in Ontario have formed physician recruitment and retention committees and strategies to deal with the reality of physician retirements and shortages; I And Whereas rural areas in Ontario are already at a distinct disadvantage in recruiting family physicians due to a number of factors; Now Therefore Be It Resolved that the Council of the Municipality of Bluewater hereby requests that the Minister of Health and Long Term Care reinstate incentives for physicians to practice in rural areas of Ontario, and that the minister return to the table with Ontario's doctors and work together through mediation-arbitration to reach a fair deal that protects the quality, patient-focused care Ontario families deserve; And Be It Further Resolved that copies of this resolution be sent to the Premier of Ontario, the federal and provincial Ministers of Health, the Ontario College of Physicians and Surgeons, and all municipalities in Ontario. Carried. 9-7 I f ( If you require any further information, please do not hesitate to contact me. Kind Regards, y Charlene Overholt Manager of Corporate Services/Clerk i E I: 9-8 i cla-dusqOR Engineering rice 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: May 9, 2016 Report Dumber: EGD-023-16 Resolution: File Dumber: Dy-law Dumber: Report Subject: proposed Amendments to Traffic and Parking Dy-law # 2014-059 Regarding parking on the Boulevard of Corner Lots Recommendations: 1. That Report-EGD-023-16 be received; and 2. That Council approve the By-law attached to Report EGD-023-16, as Attachment 2 to amend 2014-059, being a By-law to regulate Traffic and Parking on Highways, Private Property and Municipal Property, to prohibit parking on the boulevard portion of a driveway on a corner lot left of the intersecting side street where the driveway access is on a through street. i 11-1 Municipality of Glaringt®n Report EG®-023-16 Page 2 Report Overview The current Traffic and Parking By-law (#2014-059) permits "parking on the paved portion of the driveway apron", "provided that the vehicle does not encroach on the sidewalk, or the travelled portion of the roadway". The Municipality has received complaints from residents who state that they do not have sufficient visibility at stop controlled intersections where vehicles are parked on the driveway portion of the boulevard of corner lots. After a review of the matter, staff are recommending that parking on the boulevard portion of a driveway on corner lots to the left of the intersecting side street where the driveway is off the through street, be excluded from the by-law and parking be prohibited on that boulevard. 1. Background 1.1 When Council approved the new Traffic and Parking By-law (#2014-059) in June, 2014, a new section was added to the by-law which permitted parking on the portion of the driveway within the boulevard (public-right-of-way) provided that the vehicle did not encroach on the sidewalk or the travelled portion of the road. Previously, parking was prohibited "on or over any boulevard". The change was made in an effort to maximize on-site parking and reduce on-street parking, which has several limitations. 1.2 Since the new by-law was approved, staff have received complaints from motorists who state that there is insufficient visibility at stop controlled intersections where vehicles are parked on the boulevard portion of the driveway off the through street of adjacent corner lots (see Attachment 1 — Plan of parking on boulevard portion of driveway of a corner lot). 2. Review and Recommendation 2.1 In response to recent complaints, staff reviewed numerous intersections where a stop control exists and where vehicles are parked in the boulevard portion of the driveway off the through street. In many cases (particularly in residential neighbourhoods), staff concur that visibility may be hindered where cars are parked in these locations. Reduced visibility is a concern in terms of sight lines for on-coming through traffic (vehicles and cyclists that have the right-of-way crossing the intersection). As this is a safety concern to the travelling public and after a thorough technical review, staff recommend that parking be prohibited on the boulevard portion of a driveway on corner lots left of the intersecting side street where the driveway is off the through street. The establishment of this modification to the Traffic and Parking By-law is based on standards from the Transportation Association of Canada. Municipal Law Enforcement has advised that the set fine for violating any part of the General Stopping and Parking Regulations is $60 ($45 for early payment.) 11-2 HunOcipafuty of C[laHngton Report EGD-023-16 Page 3 2.2 As this change to the Traffic and Parking By-law will not be known to most Clarington residents and businesses, By-law Enforcement will issue a warning for the first offence at a particular address. Any subsequent offences will be subject to the set fine for violation of the by-law. 3. Concurrence e This report has been reviewed by the Manager, Municipal Law Enforcement who concurs with the recommendations. 4. Conduss on It is respectfully recommended that Council amend the Traffic and Parking By-law #2014- 059 (see Attachment 2) to prohibit parking on the boulevard portion of a driveway on corner lots left of the intersecting side street where the driveway is off the through street. So Strategic Man AppflcaUo n Not applicable. Submitted by. �/l/������� Reviewed by: Anthony S. Cannella, CET r� rn Wu, Director of Engineering Services A Chief Administrative Officer ASC/LJB/nl/jb/ Staff Contact: Leslie Benson, Manager Development and Traffic Engineering, 905-623-3379 ext. 2304 or Ibenson@clarington.net Attachments: Attachment 1 — Plan of parking on the boulevard portion of the driveway Attachment 2 — Proposed amending By-law to By-law 2014-059 11 ®3 Through Street s:.:..:..:......... ` --- MEMEENd 1 fi '1 >1 1 f I . Corner Lot I : Left of Intersecting - Side Street ; ;STOP Control.," on Intersecting Side Street Legend: Corner Lot Municipal Boulevard Driveway Parking Plan — — — _ Edge of Pavement Drawn by: S. P. STOP Control Date: May 9, 20116 Driveway Report EGD-023-16 Attachment 1 11-4 _ 1 I Municipality of Clarington Attachment 2 to EGD-023-16 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NO. 2016- i i Being a By-law to amend By-law 2014-059, being a By-law to Regulate Traffic and Parking on Highways, Private Property and Municipal Property. i WHEREAS the Council of the Corporation of the Municipality of Clarington deems it advisable to amend by-law 2014-059; NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of Clarington enacts as follows: i 1. Sub-section 13(2) of Traffic By-law 2014-059 is deleted in its entirety and the following i substituted therefor: 13. (2) Notwithstanding clause 13(1)(d), parking on the boulevard portion of a driveway apron is permitted provided that the vehicle does not encroach on the sidewalk or on the j! travelled portion of the roadway, and provided that the driveway is not located off a through street on a corner lot to the left of the intersecting side street. BY-LAW passed this day of 2016 i Adrian Foster, Mayor C. Anne Greentree, Municipal Clerk r is r i 11 -5 Engineering Services Repoft 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 Fleeting: May 9, 2016 Report Number: EGD-024-16 Resolution: File Number: D1035001 DA01 By-law (dumber: Report Subject: Lambs lane Reconstruction Public Information Centre Recommendations: i 1. That Report EGD-024-16 be received; i 2. That all interested parties listed in Report EGD-024-16 and any delegations be advised of j Council's decision. f E i I C t I 11-6 I Municipality of Clarington Report EGD-024-16 Page 2 Report Overview On April 7, 2016, a Public Information Centre was hosted by the Municipality to present to the public the proposed reconstruction of Lambs Lane from Odell Street to the north limit of Lambs Lane. Lambs Lane is in need of capital improvements to both the Region's and Clarington's infrastructure. At the Public Information Centre proposed infrastructure improvements and options to improve maintenance and garbage collection for the north end of Lambs Lane were presented. The feedback we obtained has been summarized in this report. 1. Background 1.1. Reconstruction of Lambs Lane The reconstruction of Lambs Lane has been in the Capital budget since 2014. The project is one phase of the neighbourhood reconstruction from north of the Canadian Pacific Railway, east of Scugog Street, south of Fourth Street and west of Elgin Street. The reconstruction is being done in conjunction with the Region of Durham as they have sanitary and watermain needs on the street. The existing dead end at the north end of Lambs Lane currently does not provide an adequate turnaround for service vehicles. Different options were developed to address this and presented at the Public Information Centre and an improved turnaround will be provided as the final part of the design. The proposed works will provide updated sanitary, water and storm servicing as well as improved road structure. This work will meet the needs of existing residents as well as provide for the needs of future development in the area should that occur. Upon completion of the work Lamb's Lane will look very similar to the recently reconstructed Lover's Lane. These improvements were also reviewed with our Operations Staff to-ensure they are supportive of the improvements. The Lambs Lane re-construction was approved as part of the 2016 Capital Budget. 2.0 The Public Information Centre The public were invited to attend the Public Information Centre on April 7, 2016, by way of advertisement in the Clarington This Week, announcements were placed on the Municipality's web page, on our Facebook Page and on other social media outlets and notices were hand-delivered to the residents directly affected by the project. The Public Information Centre was held to provide area residents with information about the proposed improvements as well as to garner any insight from residents as to any specific issues that may be present on the street that may not be known to the Municipality. 11-7 I uniicipaputy of CpaHngtoni Report EGD-024-16 Page 3 Conceptual boards were presented for the public. One board highlighted the construction phasing for the neighbourhood (Attachment 1), a second board illustrated a visualization for the street after construction (Attachment 2). Fifteen residents attended the Public Information Centre and were invited to comment on the options. .Twelve comment sheets were received at the meeting. The register from the Public Information Centre and responses are on file within the Engineering Services Department. 2.1 Summarizing the Results of the Feedback The input received from the local residents was that the road needs to be improved and most were looking forward to the improvements. 3.0 Concurrence Not applicable. 4.0 COnduse on Lambs Lane will be re-constructed from Odell Street to the north limit of Lambs Lane, in partnership with the Legion of Durham to allow for capital improvements to both the Legion's and Clarington's municipal infrastructure. 5.00 Striate& plan QppfocaUon The recommendations contained in this report conform to the Strategic Plan. j Submitted by. Reviewed by: v�� Anthony Cannella / nkIin Wu, Director of Engineering Services Chief Administrative Officer ASC/kr/ra/jb J Staff Contact: Karen Richardson, 905-623-3379, ext. 2327, krichardson@clarington.net Attachments: Attachment 1 — Construction Phasing — Overall Neighbourhood Attachment 2 —Visualization List of interested parties to be notified of Council's decision is on file in the Engineering Services Department. 11 -8 Attachment 1 to Municipality of Clarington Report EGD-024-16 ` Reconstructed - - _ in 2916 Blvd —. - - -F.csurth - Vanstone Gt n I 0 f l III . r f s=uture ° © n LI hied"-st . construction A Q -� '� -. 5 Z[$Fail S,�QV I , - — LU (I - bo Ln 2016121017 RvHU EConstructi on FiRT ❑ G yL. I _ I o o 9 - .k.l • .AvPeuc O(Ral_S[i3 �r � l=Jt 'h . , �>Nlx0 Gil I Jiff Reccnetructed�` " =:1 x 2016 �I in 2016 Conetructfoi J IDA Construction Subject to Approval by Municipal Council 11-9 Attachment 2 to Municipality of Clarington Report EGD-024-16 ani Z O W Z () J � o U) {-- M U 4 O w l Ca CU o t m Y � O � � ,y J CU Cy diel i il 11 °10 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: May 9, 2016 Report Number: CSD-009-16 Resolution: File Number: N/A By-law Number: Report Subject: Sponsorship Request— Clarington Board of Trade and Office of Economic Development Recommendations: 1. That Report CSD-009-16 be received; i 2. That Council consider the sponsorship request submitted by the Clarington Board of Trade and Office of Economic Development; and 3. That all interested parties. listed in Report CSD-009-16 and any delegations be advised of Council's decision. I i i i% 'r r I 1 is 14-1 Municipality of Clarington Report CSD-009-16 Page 2 Report Overview The Municipality of Clarington supports a variety of local events and activities through the. Community Event Sponsorship Program. .A sponsorship request has been received by the Clarington Board of Trade and Office of Economic Development and is presented here for Council's consideration. 1 . Background The Municipality of Clarington has sponsored a variety of events and activities in the community through the Community Event Sponsorship Program. The Community Event Sponsorship Program for 2016 has a budgeted amount of $35,000.00. For events occurring before July 31, 2016, Council has supported 15 events for a total of $14,600.00. Staff will be preparing a subsequent report to Council for consideration with any sponsorship requests received by May 15, 2016 for events occurring between August 1 and December 31, 2016. 2. Proposal 2.1. Clarington Board of Trade and Office of Economic Development The Clarington Board of Trade and Office of Economic Development (CBOT) is hosting their 13th annual Golf Tournament on Thursday, June 23, 2016 at the Newcastle Golf & Country Club. Proceeds from the event will support the Bowmanville Hospital Foundation. CBOT has submitted a sponsorship request (Attachment 1) in the amount of$1,250.00 (High Score Sponsor). This event received $1,272.00 in funding in 2014 and $1,250.00 in 2015 through the sponsorship program. 3. Concurrence Not Applicable 4. Conclusion It is respectfully recommended that the sponsorship request received from the Clarington Board of Trade and Office of Economic Development be considered by Council. 14-2 Municipality of Clarington Report CSD-009-16 Page 3 .5. Strategic Plan Application Not applicable. Submitted by: Reviewed by: JVsph P. Caruana, ranklin Wu, ,i ector of Community Services l4 Chief Administrative Officer Staff Contact: Sharon Meredith, Manager of Recreation, 905-623-3379 ext. 2504 or smeredith@clarington.net Attachments: Attachment 1 - Clarington Board of Trade and Office of Economic Development Sponsorship Opportunities List of interestedp arties to be notified of Council's decision is on file in the Community Services Department. JPC/SM/WG I i i i I C' i 4 F l I; 14-3 Attachment 1 to CSD-009-16 annAnton 457 Board of Trade and Office of Economic Development ;t Thursday,June 23", 2016 Sponsorship Opportunities $1250 Choose your Sponsorship This Sponsorship Includes: High Score Four-some Low Score • Men's Longest Drive - • Specialty Hole Sponsor attached to a prize Women's Longest Drive • Mention at Lunch Men's Closest to the Pin • Banner display at Lunch Women's Closest to Pin • Promotion on Website and all promotional material Closest to Crow Cart Hole In One Choose your Sponsorship $500 Lunch SOLD This Sponsorship Includes: Breakfast SOLD • Two-some Trivia • Banner display at activity location Putting Green SOLD Activity Card • Mention of Lunch Specialty Game SOLD Target cow$150 We are looking for prize donations! Whether small This Sponsorship Includes: items suitable for the gift bags, larger items for our •Exclusive signage on hole draw prizes, a donation of your services, or gift •Promotional table on hole certificates, we welcome any and all donations. Proceeds from the day will be donated to the Memorial Hospital Foundation— Bowmanville - Bowmanvitie HOSPITAL FOUNDATION i Claringtoll 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: May 9, 2016 Report Number: CLD-018-16 Resolution: File Number: By-law Number: I Report Subject: Recording of "Declaration of Interest" in Minutes Recommendations: 1. That Report CLD-018-16 be received for information. I i (i I C I b I I i I: f' 15-1 Municipality of Clarington Report CLD-018-16 Page 2 Report Overview This report is intended to provide background information regarding Council's request to look into the possibility of recording "declarations of interest" other than "pecuniary interests". 1. Background Council approved the following Resolution #GG-194-16 arising out of the March 29, 2016 General Government Committee meeting: "That Staff be directed to provide a report, for the May 9, 2016 General Government Committee meeting, to consider amending the Procedural By-law such that, if a member is declaring a conflict, that it be noted as an "Interest"; and That Staff consider the procedure undertaken at the Region of Durham and other municipalities." By way of background, the Committee provided examples of the above as follows: • When a Member has no financial/pecuniary interest in an item, but has a family member who volunteers with the organization to which the resolution pertains. • When a Member has no financial/pecuniary interest in an item, but is a member of an organization to which the resolution pertains. 2. Procedural By-law The following are excerpts from the Municipality of Clarington's Procedural By-law: Definition -- "Pecuniary Interest" has the same meaning as the term has in the Municipal Conflict of Interest Act, R.S.O. 1990, c.M.50, as amended or replaced from time to time. Section 6.5.1 states that "the Municipal Clerk, or designate, shall cause minutes to be taken of each Meeting of Council or Committee, whether it is closed to the public or not. These minutes shall include:........declarations of pecuniary interest." Section 7.2 states that: a. All Members shall govern themselves at any Meeting in accordance with the current legislation respecting any disclosure'of pecuniary interest and participation in the Meeting. Should a Member declare a pecuniary interest, he shall vacate the room in which the meeting is taking place. ' 15-2 Municipality of Clarington Report CLD-018-16 Page 3 b. Notwithstanding Sub-section 7.2.1, when a Member declares on a matter(s) at a Council meeting, later in the meeting when the confirming by-law is on the floor, the Member's declaration is understood and the Member may remain in the room in which the meeting is taking place and participate in the vote on the confirming by-law. 3. Municipal Conflict of Interest Act The Municipal Conflict of Interest Act does not define a pecuniary interest per se, however Section 2 of the Act does define an "interest in common with electors generally" as being a pecuniary interest in common with the electors within the municipality, and further describes an "indirect pecuniary interest" as follows: For the purposes of this Act, a member has an indirect pecuniary interest in any matter in which the council or local board, as the case may be, is concerned, if, i (a) the member or his or her nominee, (i) is a shareholder in, or a director or senior officer of, a corporation that does not offer its securities to the public, (ii) has a controlling interest in or is a director or senior officer of, a corporation that offers its securities to the public, or (iii) is a member of a body, that has a pecuniary interest in the matter; or employment of a partner of a person or is in the b the member is a ( ) p p person or body that has a pecuniary interest in the matter. The Act goes on to provide 11 exemptions to having an interest. Section 5(1) of the Act describes the duty of the Member as: "Where a member, either on his or her own behalf or while acting for, by, with or through another, has any pecuniary interest, direct or indirect, in any matter and is present at a meeting of the council or local board at which the matter is the subject of consideration, the member, (a) shall, prior to any consideration of the matter at the meeting, disclose the interest and the general nature thereof; (b) shall not take part in the discussion of, or vote on any question in respect of the matter; and f i 15-3 Municipality of Clarington Report CLD-018-16 Page 4 (c) shall not attempt in any way whether before, during or after the meeting to influence the voting on any such question." Section 6(1) speaks directly to the record of the disclosure as "every declaration of interest and the general nature thereof made under section 5 shall, where the meeting is open to the public, be recorded in the minutes of the meeting by the clerk of the municipality or secretary of the committee or local board, as the case may be." 4. Municipal Act The Municipal Act does speak to voting, in particular recorded votes. However, it should be noted that it is very clear on a "failure to vote", in other words - abstaining. Section 246(2) refers to the failure to vote as follows, in reference to subsection 1 regarding recorded votes: "A failure to vote under subsection (1) by a member who is present at the meeting at the time of the vote and who is qualified to vote shall be deemed to be a negative vote." 5. Discussion 5.1 Record of Action in the Minutes Staff contacted several municipalities asking how they handled similar declarations. See Attachment 1 for the details of the results of the survey. All municipalities are governed by the same provincial legislation and as such while their procedural by-laws are unique to them, it comes down to semantics when recording a declared interest under the Municipal Conflict of Interest Act. 15-4 k I G Municipality of Clarington Report CLD-018-16 Page 5 j I For example, where the Region of Durham's minutes would state: i Declarations of Interest I Councillor X made a declaration of interest under the Municipal Conflict of Interest Act with respect to Report Y. He indicated that his son is employed by Z. (No further reference is made during the meeting before the matter is considered.) Clarington's minutes would state: i Disclosure of Pecuniary Interest E Councillor X declared a pecuniary interest in Report Y. i (Later in the minutes immediately before the matter is considered) Councillor X declared a pecuniary interest in Report Y as his son is employed by Z. j Councillor X left the room and refrained from discussion and voting on this matter. And yet, both are fundamentally recording the same action. 5.2 Abstention Staff research concluded that no responding municipality explicitly provides for an abstention as is referred to in Robert's Rules. As per the Municipal Act, their procedural by-laws provide that a "no vote" is a vote in the negative. Robert's Rule provides an expressed right to abstain, "Although it is the duty of every member who has an opinion on a question to express it by his vote, he can abstain, since he cannot be compelled to vote." Looking at the Municipal Conflict of Interest Act in conjunction with the Municipal Act one can draw a conclusion that the option of j abstaining for members of Council is not so liberal and if not declared in accordance with the Municipal Conflict of Interest Act would result in a vote in the negative. 5.3 Modifying Clarington's Traditional Method of Recording of Action The manner in which minutes are formatted and recorded typically is based on years of tradition. In 2015, staff recommended, and Council approved, what is now our current Procedural By-law. There were a number of significant changes adopted at that time. Those that were not changed were retained. Admittedly, there was no consideration f given to changing how a declaration made under the Municipal Conflict of Interest Act would be recorded. l 15-5 Municipality of Clarington Report CLD-018-16 Page 6 As stated earlier, and as is detailed in Attachment 1 to this Report, the manner in which a declaration is recorded is unique to each municipality. The Clerk is obligated to record the declaration and the nature thereof as per the Act, but has no ties to Clarington's traditional phrasing. To be clear, the phrasing could be changed to be similar to that which the Region of Durham uses but if does not change the fact that the declaration is made under the Municipal Conflict of Interest Act and that according to the Act, there is only a pecuniary interest; direct or indirect. There is no harm should a member be wrong in their declaration. Altering the phrasing does not require any amendment to Clarington's Procedural By-law. 6. Concurrence This report has been reviewed by Andy Allison, Municipal Solicitor, who concurs with the recommendations. 7. Conclusion The Municipal Conflict of Interest Act requires Members of Council to declare direct or indirect pecuniary interests as defined in the Act, and the nature of the interest. While there may be instances where a member believes there could be a perceived conflict, the Act does not recognize the concept of perceived interest. According to the Act the interest can only be direct or indirect. That said, there is no harm in being wrong in declaring a conflict. The Act also requires the Clerk to record such interest in the minutes. The manner in which Clarington's Municipal Clerk (or designate) records the interest has been based on tradition. Should it be Council's desire the Clerk can modify the phrasing in recording the declared interests while ensuring that the requirements of the Act are maintained. 8. Strategic Plan Application Not applicable. Submitted by: 4Z�"IP2 Reviewed by: Anne Green r e .4Er'n`klin Wu, Municipal Clerk / Chief Administrative Officer Staff Contact: Anne Greentree, Municipal Clerk, 905-623-3379 ext. 2102 or agreentree@clarington.net 15-6 C Municipality of Clarington Report CLD-018-16 Page 7 i There are no interested parties to be notified of Council's decision. I Attachments: Attachment 1 — Survey of Municipalities 1 I CAG/jg j i i i E i I i i C: 15-7 L' i' +0+ T. I r 00N d c a) >, a) o a) — (n Q Q. L U C) " M +-• N � 4- of Q O � C to O >-0 N O - a (6 Q _ O N > N II t6 C •+-• 3' -c W � — cam m O -a o > N X }. X C X o (D c X OO L O U N o C f4 N O FE o — ( y�r _ C C N L C O O O O O O O O U .S t6 Z U Q. O } �- o v C .. O Q Q y" �O L .O a� U) (n fn o N W V v� O 'O O i N _ o n c N -v` s. �- U) U �' U N U -Q Q N c� Mo � a) o o � o o a� � > >.. (D ca O (D a ,o o. a. >, -a a� o a .� o w. o o m o _ o -a N E � � o -a -E o aa� o aQC m X X _U •� m X X u) _ X E 'uoi L L _U N U) Q •i � ,. 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O C Y a) A C a) F O L (n (a � a--. � + a) L C L -0 C � a) "a O L O O L N >, LO 0 C: O ° X .1— ..Q o O O -0 O QU 0 N4-7 L O : O d. O +- Co to Uc)LN � vca (n _j Q O Q) >, i 4- O � X N L U L. E v Q C C c� O O i .0 O U (A N U "a V O C � O C i p � � O J-- a o n U a) as — — o o X ° =3 �- o 0o a ; L XV- O X � � c c d O O w o o o CL i al O ° M 0 L r O C k CL n E-'v o v C 15-11 Clarington Clerk's Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: May 9, 2016 Report Number: CLD-019-16 Resolution: File Number: C12.EN By-law Number: Report Subject: Appointment to the Energy From Waste —Waste Management Advisory Committee Recommendations: 1. That Report CLD-019-16 be received; 2. That the vote be conducted to appoint one citizen representative for a two-year term or until a successor is appointed, from the Municipality of Clarington, to the Region of Durham's Energy From Waste —Waste Management Advisory Committee, in accordance with the Appointments to Boards and Committees Policy; and 3. That all interested parties listed in Report CLD-019-16 and any delegations be advised of Council's decision. I i i i 15-12 Municipality of Clarington Report CLD-019-16 Page 2 Report Overview This report is intended to provide background information regarding the vacancy on the Energy from Waste —Waste Management Advisory Committee (EFW-WMAC) and to assist Council in the appointment of a member to fill this vacancy. 1 . Background 1 .1. Energy from Waste — Waste Management Advisory Committee (EFW-WMAC) The EFW-WMAC was established in 2011. It acts in an advisory role to the Durham Works Committee on issues or concerns which arise with waste diversion, waste management, environmental performance and monitoring of the EFW Facility, including the construction and operational phases. The EFW-WMAC is comprised of nine residents from the Region of Durham: five residents appointed by Durham Regional Council and four residents appointed by Clarington Council. 2. Current Situation 2.1 . Energy from Waste — Waste Management Advisory Committee (EFW-WMAC)- Vacancy David Climenhage was appointed to the EFW-WMAC for a two-year term in February 2016. On April 19, 2016, the Municipal Clerk's Department received notification of his resignation. Following Council's appointments in February 2016, all unsuccessful candidates were advised that their applications would remain on file for consideration should a vacancy occur. Accordingly, the Municipal Clerk's Department contacted previous applicants (and any additional applications received since the appointments were made) 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 the EFW-WMAC: • Michael Carey • Karen Cashin • Robert Davidson • Sami Elhajjeh • John Hicks • James Hodge • GeoffJames Applications have been circulated under separate cover (Attachment 1) as they contain personal information. 15-13 Municipality of Clarington Report CLD-019-16 Page 3 3. Concurrence Not Applicable 4. Conclusion i In order to fulfill the requirements of the EFW-WMAC Terms of Reference, it is recommended that one of the following applicants be appointed to the EFW-WMAC for a two-year term or until a successor is appointed: • Michael Carey • Karen Cashin i • Robert Davidson • Sami Elhajjeh • John Hicks • James Hodge • Geoff James 5. Strategic Plan Application Not applicable. C Submitted by: Reviewed by: C. Anne`Greentree lin Wu, Municipal Clerk Chief Administrative Officer I Staff Contact: Michelle Chambers, Committee Coordinator, 905-623-3379 ext. 2106 or mchambers(cD..clarington.net Attachments: G i Attachment 1: EFW-WMAC Confidential Applications (Distributed Separately) List of interested parties to be advised of Council's decision: F Michael Carey Karen Cashin Robert Davidson Sami Elhajjeh John Hicks James Hodge Geoff James M. Januszkiewicz, Director, Waste Management, Regional Municipality of Durham M. Smart, Administrative Assistant, Commissioner's Office, Works Department, Regional Municipality of Durham CAG/mc 15-14 r Clarington Corporate Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Government Committee Date of Meeting: May 9, 2016 Report Number: COD-007-16 Resolution: File Number: By-law Number: Report Subject: VISUAL ARTS CENTRE LEASE RENEWAL Recommendations: It is respectfully recommended that the General Government Committee recommend to Council the following: 1. That Report COD-007-16 be received; i 2. That approval be granted for the Municipality to renew the lease agreement with the Visual Arts in a form acceptable to the Municipal Solicitor in an amount of$2.00 per year for a ten (10) year period commencing on May 12th, 2016 to May 11th, 2026; 3. That the Purchasing Manager be authorized to extend this 10 lease agreement for up to two additional five (5) year terms; and 4. That the Mayor and the Clerk be authorized to execute the necessary agreements, i i 16-1 Municipality of Clarington Report COD-007-16 Page 2 Report Overview Renewal of Lease agreement with the Visual Arts Centre. 1 . Background The Municipality has had a lease agreement with the Visual Arts Centre since 1986 for an annual fee of$1.00. The twenty-five (25) year lease was slated to expire in 2011 and in 2004 Council approved an extension to the lease agreement with a revised expiry date of May 12, 2016. Council also requested that the insurance clause in the lease agreement be amended to reflect the current municipal standard and practice. This new expiry date came as a result of the Visual Arts Centre requesting an extension to the agreement in order to be eligible for funding from foundations and other granting agencies as most granting agencies require that there be at least a ten (10) year lease agreement in place. During this time the Visual Arts Centre has been utilizing the surrounding outdoor space mainly as a result of improvement initiatives implemented by the Bowmanville Rotary Club which includes a new interlocking paver display and performance space with a pre-cast concrete seating area surrounding it. This creation of an outdoor display space at the Visual Arts Centre has helped in promoting the creation, display and appreciation of visual arts in the Municipality of Clarington. 2. Analysis With the existing agreement expiring in May 2016, staff met with the Visual Arts Centre representative who agreed with a recommendation, subject to Council's approval, to renew the exiting lease agreement by an additional ten (10) year for an annual fee of$2.00 with an option to renew for two additional five (5) year terms. 3. Financial and Budget Considerations The financial implications of this lease are not significant with the Municipality receiving the required $2.00 per year. 4. Concurrence This report has been reviewed by Nancy Taylor, Director of Finance/Treasurer, Fred Horvath, Director of Operations and Andrew Allison, Municipal Solicitor who concur with the recommendation. 16-2 i Municipality of Clarington Report COD-007-16 Page 3 5. Conclusion It is respectfully recommended that approval be granted for the Municipality to renew the lease agreement with the Visual Arts Centre in a form acceptable to the Municipal Solicitor for a ten (10) year period for an annual fee of$2.00 with an option to renew for two additional five (5) year terms. 6. Strategic Plan Application The recommendations contained in this report conform to the strategic plan. Submitted by/ Reviewed bi �` t— - � Y: � rie Marano, H.B. Sc., C.M.O. Franklin Wu, Director of Corporate Services Chief Administrative Officer i i Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or dferguson@clarington.net I List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. I MM/DF c E i i i i ii 16-3 i' OrIff Corporate i 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: May 9, 2016 Report Number: COD-008-16 Resolution: File Number: Dy-law Number: Report Subject: Tourism update, strategy and metrics. i Recommendations: 1. That Report COD-008-16 be received for information. i j i 16-4 i` Municipality of Clarington Report COD-008-16 Page 2 Report Overview On March 29, 2016 during a General Government Committee Meeting Council mandated that "Staff be directed to prepare a report for the May 9, 2016 the General Government Committee meeting, on establishing metrics for tracking the value received for the Tourism Division budget. This report provides Council with an update following the first tourism forum and identifies statistics and metrics to measure the potential economic impact and success of outlined initiatives. 1 Background The Tourism Division has experienced some changes in the past year. As a result of the Council adopted Strategic Plan staff were directed to provide a report on the best options for the delivery of tourism services. That report was submitted to Council on September 8, 2015. On November 8, 2015 staff followed up with a report recommending the Municipality continue to provide tourism services and asked for an additional full-time Tourism Coordinator position. During a Council meeting on November 23, 2015, Council approved that recommendation. Laura Knox was hired as the full-time Tourism Coordinator. Tourism remains a part of the Communications Division within the Corporate Services Department with Laura Knox reporting to the Corporate Communications Manager, Basia Radomski, who in turn, reports to the Director of Corporate Services, Marie Marano. Tourism and Communications have been historically linked by the nature of their inherent activities, specifically: marketing, advertising, social media promotion and other communications. As identified in previous reports, a key initiative undertaken by Tourism Division was to update the strategic framework, garnering input from partners and stakeholders. To that end the Tourism Division held its first Clarington Tourism Stakeholder's Forum on April 4, 2016. The goal of the forum was to review objectives and priorities as set out in the original Community Tourism Plan (attached here), which was presented to Council in September 2014 by the Clarington Tourism and Marketing Boards and referred to the Strategic Plan. Nearly 70 industry stakeholders attended the session, moderated by Central Counties Tourism Executive Director, Chuck Thiebault. Central Counties is the Provincial Regional Tourism Organization, also known as RT06. Representatives from Durham Tourism, Clarington Board of Trade and Economic Development as well as the Clarington Tourism and Marketing Board were also in attendance. Clarington Tourism is aligned with key regional, provincial and local partners to help promote and grow tourism. The Tourism Division is working with key partners at Central Counties and CTMB, to review all the recommendations and renewed objectives from the forum, 16-5 i Municipality of Clarington Report COD-008-16 Page 3 those will now serve to form a refreshed strategic operational framework moving forward. Clarington Tourism will incorporate the refreshed objectives and goals and incorporate them into the Clarington Tourism Plan. Those will be distributed to our partners and Council once the document has been compiled. Many of the objectives and goals, as stated in the initial plan, were reconfirmed as key priorities and targets to achieve by stakeholders. These goals form the Tourism framework, they come with a set of measurable and achievable outcomes. These objectives will form the basis of our multi-year plan. They are in line with both regional and provincial tourism initiatives. These objectives will guide tourism activities. Tourism staff will track progress based on the set framework and incorporate different ways to measure the success and outcomes from these goals. 2. Ministry of Tourism, Culture and Sport Strategic Framework The Ministry of Tourism, Culture and Sport is also undergoing a Strategic Framework process. The Tourism Division has attended a preliminary discussion meeting to ensure that Clarington works together to incorporate complementing strategies with Provincial and Regional Partners. According to data from the Ministry, tourism generates over $28 j billion annually in receipts; supports 359,401 jobs; and over 150,000 tourism-related businesses in Ontario. The Ministry estimates that between 2014-2018 visits to Ontario are expected to grow by an average of 1.6 per cent per year. By 2018, visits could reach 154 million people, with visitor spending totaling approximately $30 billion. With the current economic climate, Ontario is attracting more international visitors as travel is more affordable. Ontario residents are also travelling less abroad; in fact, Ontario residents represent 86 per cent of visits within the province. The Ministry has outlined key areas of focus-including: increase tourism receipts, increase visitor spending, increase length of stay and increase visitation. All these areas are also incorporated and highlighted in Clarington's strategic framework. With Clarington's unique cultural attributes, the small town feel, and growth in sport tourism, the Municipality is in a key position to help maximize its tourism attributes and align with the Ministry's priorities. I 3. Tourism Visitor Statistics i A comprehensive study of the economic impact of Tourism in Clarington was conducted by Collis and Reed Research tracking visitor statistics for 2013. The study is attached to this document. It provided the basis for the Community Tourism Plan that was presented to Council in September 2014. The study found that there were 2.2 million tourism related visits in Clarington in 2013, with $140 million dollars in related revenues. t I r 16-6 Municipality of Clarington Report COD-008-16 Page 4 As part of ongoing tracking, staff also reached out to tourism partners and stakeholder's asking for more recent data from 2015. The following is a brief snapshot of statistics gathered: 2015 Clarington Stakeholder Stats Initial reports from Clarington large stakeholders. Company # of Visitors Algoma Orchards 78,000 Archibald Orchards 201000 Best Western 181417 Bowmanville Zoo 1171000 Brimacombe 150,000 Canadian Tire Motorsport Park 4101513 Jungle Cat World 30,000 Our Valley View B&B 232 Ribs & Brews 801000 TOTAL 904,162 TREIM Impact $67,812,150.00 Tourism staff also gather statistics on visits to Clarington's Visitor Centre. The office is open year-round and staffed by Tourism Coordinator and part-time Clerks. The Tourism Visitors Centre is open Monday to Saturday 10 a.m. until 5 p.m. Staff are tasked with providing information to visitors; with oversight from the Communications Manager, they also handle all tourism social media communications, website updates, blog writing, as well as industry stakeholder monthly newsletter updates. Staff also manage and assist with the design and the distribution of the Clarington Tourism Visitor & Relocation Guide, this includes a mass mail out as well as hand-delivery. The Tourism Division also plans to host an 'open week' following the very busy tourism season, for information sharing and education purposes at the Visitor Centre. The following is a summary of annual visitation to the office. Out of a total of 1794 visits to the office, 817 of those were residents. 16-7 Municipality of Clarington Report COD-008-16 Page 5 2015 Annual Tourism Office Summary WALK-IN PHONE EMAIL January 36 9 3 February 37 21 0 March 50 15 4 April 115 33 10 May 165 43 5 June 229 48 6 July 327 46 5 August 322 41 3 September 169 32 0 October 142 45 1 November 105 59 0 December 97 45 1 TOTALS: 1794 437 38 i Total Visits/Inquiries 2269 The following is a summary of the type of inquiries staff receive. Visitors usually want information on attractions, events, festivals and things to do in these key locations. Clarington Niagara GTA Ontario Canada USA General 34 0 2 3 0 0 8 46 0 1 7 1 0 3 52 0 1 9 3 0 2 128 0 8 18 0 0 1 142 2 21 35 2 0 6 191 5 19 61 5 0 1 l 217 6 26 123 2 1 1 189 22 44 85 9 2 11 119 7 17 49 1 01 2 153 2 13 17 0 1 0 119 4 8 11 1 0 0 115 2 3 7 0 0 11 1505 50 163 425 24 4 46 16-8 Municipality of Clarington Report COD-008-16 Page 6 4. Tracking the impact and tourism metrics With a new framework in progress, Clarington Tourism is working alongside federal, provincial and regional partners, aligning all initiatives to follow a shared goal of growing this vital sector. Tourism staff continue to work with local stakeholders, businesses and BIA's to develop a comprehensive system for tracking the number of visitors in Clarington. As a consequence staff have developed a multi-layered approach to tracking and measuring the impact of tourism on the economy. 4.1 Festivals, Events and Attractions Tracking One of the biggest challenges is to track attendance and demographics of visitors that attend festivals, events and various attractions. The primary goal is to build a comprehensive database tracking the number of visitors to Clarington and where they come from. Tourism plans to partner with Central Counties to obtain these statistics. Staff will begin this year,by tracking attendance at major events, festivals and some other key attractions including the farmer's market, to track interest in Agri-tourism, as well as other large businesses. This involves the use of standardized Entrance/Exit Surveys, provided by Central Counties to tourism events and attraction stakeholders. Tourism staff will attend key events/attractions and will gather this data, tracking attendance. This information will be used to help determine the economic impact of tourism in Clarington using the Ontario Ministry of Tourism, Culture and Sport prescribed calculation tool known as the Tourism Economic Impact Model or TREIM. TREIM calculates "estimates of the direct, indirect and induced impacts of tourism- related activities on Gross Domestic Product, Labour Income and Employment," as outlined on the Ministry's website. The information collected through the surveys will be calculated, using the above model, to help generate and determine the impact of visitors on Clarington's economy and local businesses. To demonstrate the TREIM calculation model, staff inputted the Clarington Stakeholder Statistics gathered from local partners as outlined in the table on Page 4. The economic impact of the visitors to Clarington for those events and business was approximately $68 million, as calculated using the TRIEM tool. Please note the calculation tool provides an estimated impact based on certain criteria inputted. Based on this type of vital visitor information gathered, Clarington Tourism will be able to tailor marketing and advertising campaigns specifically to appeal to visitors that attend these key events. This will help determine where visitors to Clarington come from and thus help target marketing and advertising to promote repeat visits and a growth in visits. This information will be shared with the event hosts. It will allow Tourism to develop joint marketing and advertising campaigns to capitalize on this attendance and attract repeat visitors. Tourism staff plan to reach a wider audience with marketing by 16-9 Municipality of Clarington Report COD-006-16 Page 7 providing seasonal experience-based packages that will be shared with Durham Tourism and Central Counties to leverage their resources and reach a wider audience. 4.2 Tourism Stakeholder Business Statistics Clarington Tourism plans to use the 2013 statistics obtained by Collis and Reed Research as a benchmark for visitor tracking in Clarington. Each year staff will attempt to gather stakeholder statistics and monitor year-over-year growth in visitors to Clarington, to measure potential growth within the tourism industry. Clarington Tourism has partnered with some large businesses, including Canadian Tire Motorsport Park, who are willing to share their numbers. This is an approach used by Central Counties to monitor progress; the aim is to achieve at least a percentage point growth in visitor attendance as a measure of success. 4.3 Website Tracking Staff are currently working to design and implement an accessible tourism website. This will be the focal point of online promotion, communications and marketing. The website will include analytics and metrics to measure the number of individual visits and page- views. Working with local businesses and stakeholders, staff also plan to promote various online packages and visitor experiences, including: a family experience; a sport, fishing getaway, cycling and trails adventure; as well as a relaxing spa vacation. Attached to these packages will be coupons that will be only available online. This will assist in tracking online marketing and advertising efforts, as each coupon is cashed, staff will be able to measure the success of this type of promotion. 1 This focus on experience marketing is also a priority outlined by the Ministry of Tourism, Culture and Sport. 4.4 Social Media One of the most cost effective and optimal ways to maximize advertising dollars is using Facebook advertising. This is a way to target audience specific advertising using criteria such as location, gender, age and individual interests. It allows advertisers to really narrow down and focus in on the group they are trying to market to. Facebook advertising is growing and is quickly becoming an industry standard for promotion. Tourism will increasingly use this method to advertise and market Clarington's various attractions. This method will provide staff with the ability to focus advertising on specific markets, targeting Clarington, the GTA and other areas, based on ongoing research about Clarington's visitors, their interests and where they come from. This method will allow staff to measure success of these campaigns based on calls to action such as: how many times the tourism website has been viewed; how many times social media 16-10 Municipality of Clarington Report COD-008-16 - Page 8 posts have been shared; how many people have `liked' the tourism Facebook page; and the total reach, in terms of getting the message out to potential visitors. With the growing popularity of the smartphone, many visitors are turning to Social media and website marketing to help plan their next trip or vacation. Leveraging Clarington's website presence, social media and expanding the Municipality's reach by involving regional and provincial partners, Clarington is in a position to market and advertise to a potentially large audience. 4.5 Ettractions Staff also plan to use ExploreBoard network advertising. This is cutting edge technology endorsed by the Ontario Tourism Marketing Partnership Corporation (OTMPC). These are touch screen displays strategically placed at major hotels throughout Toronto. Staff will develop an interactive touch ad about Clarington, including major events and attractions. This is an up-to-date interactive way to draw visitors to the area. Last year alone, the ExploreBoard network had 1.3 million visits and individual visitor impressions. This network will track use and visitor statistics, providing Clarington tourism with key information about its marketing reach. 4.6 Tourism Material Distribution Staff attend many tourism-oriented events throughout the year where they distribute tourism literature including: Visitor and Relocation Guide, Cycling maps, fishing maps, trail maps, In Between Games Brochure. In tracking the number of materials distributed this will also assist in measuring the types of inquiries to gauge public interest and focus on the most popular activities. 5. Concurrence Not applicable. 6. Conclusion Staff have outlined several key areas of focus with a plan to track Clarington's tourism investment. Having a dedicated full-time Tourism Coordinator ensures that this vital economic sector grows. The role of the Tourism Coordinator is to build upon existing relationships with provincial and regional partners as well as local stakeholders and the economic development community. The Tourism Coordinator is well positioned to inform and engage local businesses and industry stakeholders, creating a centralized 16-11 Municipality of Clarington Report COD-008-16 Page 9 point for all tourism marketing, advertising and promotional initiatives, as well as latest tourism education seminars. By working with local stakeholders Clarington Tourism will be building visitor statistics over the next few years that in turn will be used to incorporate into the Provincial Tourism Economic Impact Model or TREIM. These statistics will help gauge the economic impact of tourism on Clarington and to monitor the success and growth in this vital industry. This is a key performance indicator that will help generate data to demonstrate to Council the return on investment. The Tourism Division plans to leverage its online presence to increase tracking abilities and monitor the success of advertising and marketing. Clarington Tourism will continue to work closely with Central Counties and Durham Tourism to cross-promote and reach a wider audience. These partnerships are crucial not only to supporting local tourism efforts, but also in supporting the provincial Tourism industry. The Tourism Division will report back to Council in late fall on progress made during the 2016 prime-time summer tourism season. In future, staff plan to update Council on an annual basis or as required. 7. Strategic Plan Application This report supports several initiatives outlined in Council's 2015-2018 Strategic Plan, namely: Review and implement the best option for the delivery of the tourism function; Reinforce our "small town" feel through tourism initiatives that showcase our agriculture and small town attributes; Integrate the promotion of our unique natural environment into tourism initiatives. i Submitted by: Reviewed by: Ma arano, H.B. Sc., C.M.O. Franklin Wu, Director of Corporate Services Chief Administrative Officer Staff Contact: Basia Radomski, Corporate Communications Officer, 905-623-3379 ext. 2214 or bradomski@clarington.net List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. 16-12 Municipality of Clarington Report C®®-00616 Page 10 Attachments: Attachment 1 — Clarington Three Year Community Tourism Plan - 2014 Attachment 2 —Tourism in Clarington: An Economic Impact Study for 2013 MM/BR/gj 16-13 Attachment#1 to Report COD-008-16 CL KRIN� Uaron t®n Three Year Community Tourism Plan August 2014 F v. .y --- _ `, t ''3 w- Wal A F- ONTAR,10'S CENTRAL COJNTIES Prepared by Brain Trust Marketing and Communications 16-14 Table of Contents Introduction ..................................................................................................................................................2 WhyTourism?...............................................................................................................................................4 The Current Tourism Landscape................................................................................................................4 Clarington's Tourism Market.........................................................................................................................8 Whatthe Research Tells Us.......................................................................................................................8 Socio-Demographics..............................................................................................................................8 Behaviours.............................................................................................................................................9 Psychographics....................................................................................................................................11 Clarington's Tourism Assets........................................................................................................................13 Attractions...............................................................................................................................................13 TourismBusinesses.................................................................................................................................14 TourismInfrastructure............................................................................................................................14 TourismHospitality.................................................................................................................................15 TourismPromotion .................................................................................................................................17 A Summary of the Tourism Asset Concerns............................................................................................18 StrategicTourism Goals...............................................................................................................................23 Objectives................................:...............................................................................................................24 ActionPlan..................................................................................................................................................27 AppendixA..................................................................................................................................................30 AppendixB..................................................................................................................................................39 - 1 GRAIN r Clarington Three Year Community Tourism Plan—July 2014 16-15 - Introducti®n In August 2013, Central Counties Tourism presented its communities with the opportunity to complete a community tourism planning exercise that would result in a tourism strategy. The Municipality of Clarington,Clarington Tourism and the Clarington Tourism Marketing Board (CTMB)took the opportunity to utilize this method of tourism planning that has been successfully utilized in other Canadian communities since its development by Tourism Saskatchewan in 2012. Central Counties Tourism and their partners believe that a grass roots development process will be a catalyst for community and business leaders who are interested in exploring opportunities available to their communities through tourism. The Community Tourism Plan achieves the following at the grass roots: Identifies and ranks tourism assets& markets; Identifies the tourism industry stakeholders and agencies involved in tourism; • Assigns roles and responsibilities to avoid duplications and gaps; • Acts as a framework for business, local government and other I<ey organizations. �a f n� - - cs_ 2 I-13RAIN Clarington Three Year Community Tourism Plun—July 2014 16-16 Community leadership and engagement was critical to the success of the plan. A Tourism Task Force consisting of a cross section of tourism industry stakeholders and CTMB Members) came together for a series of three 3-hour sessions to create this grass roots plan. The Community Tourism Planning Guide was facilitated by Carolyn O'Donnell of Brain Trust Marketing and Communications. Brain Trust's role was to facilitate the discussions necessary to complete the Tourism Planning Guide and develop a three year action plan created by and endorsed by the Tourism Task Force. Members of the Tourism Task Force: • Petra Schwirtz,Our Valley View Bed and Breakfast • Pat Thexton,The Hamptons Bed and Breakfast • Sandy Archibald, Archibald's Estate Winery and Cider House Golf • Christa Klose,Jungle Cat World and Safari Lodge • Glenn Butt, Canadian Tire Motorsport Park • Teresa McKenna, Brimacombe • Laura Wood, Clarington Board of Trade • Sara Gilroy, Orono Agricultural Society—Orono Fair • Sarah Vaisler, Clarington Public Library • Ann Harley,A Gift of Art • Luverne Baron, Model A Acres Bed and Breakfast • Susan Aitken, Susan's Sanctuary Bed and Breakfast • Gord Gill,Joey's World Playground • Jennifer Cooke, Manager, Communications&Tourism, Municipality of Clarington • Jennifer Stycuk, Clarington Communications and Tourism • Eleanor Cook, Coordinator, Clarington Tourism • Ron Hooper, Hooper's Jewellers/Bowmanville BIA • Mark Robinson, Coffee and Cakes • Valerine Lacroix,The Firehall Bistro • Gord Geissberger, Central Lake Ontario Conservation Authority&Geissberger Farmhouse Cider • Robert Shafer,Tyrone Mills • Eric Bowman, Gallery on the Farm • Jenny Knox Knox Pumpkin Farm • Derrick McKay, Courtice Multisport Series • Kevin Anyan, KCC Gourmet Catering • Mary Novak, Regional Councillor • Eleanor Rosario, Newcastle Golf and Country Club • Tracey Ali, Doors Open Clarington • Tim Tufts, Kendal Hills Country Vacations • Steve Simic, Courtice Flea Market • Jim Norwood, UPS • Kimberly Chant Allin,Tea Granny's and Friends • Eva Sagur,Stone Coach House Bed and Breakfast • Mike Hackenberger, Bowmanville Zoological Park • Linda Fockler,Joe-Lin Station Bed and Breakfast 3 BRAIN Clarington Three Year Community Tourism Plan—July 2014 16-17 Why Tourism? The Current Tourism Landscape The Tourism Industry Association of Canada (TIAC) describes the tourism industry as a dynamic and far- reaching sector whose economic impact helps to employ Canadians across the country. Globally, it is one of the world's most remarkable growth industries, with the vast majority of destinations showing increased arrivals and tourism spending each year. According to TIAC, in 2011, Canada's tourism industry provided a vital stimulus to Canada's commercial growth through the "visitor economy".'Among the benefits provided by the sector are: 6 $78.8 billion in total economic activity; • 603,400 direct tourism jobs, as-well as a total of 1.6 million jobs supported by tourism spending nationally—9.2%of all jobs in Canada; ® More than $15.4 billion in export revenue — i.e., money spent in Canada by international travelers; • Tourism represents more of Canada's GDP than agriculture,forestry and fisheries combined In 2009, with the release of The Ontario Ministry of Tourism's Competitiveness Study, thirteen official Regional Tourism Organizations (RTOs) were formed. Region Tourism Organization 6 (RT06) is made up of three sub-regional Destination Management Organizations (DMOs):The Hills of Headwaters Tourism Association, York Region and Durham Tourism. The Municipality of Clarington is located in Durham Region. The Organization's branded name is Central Counties Tourism. As a follow up to the 2009 report, Ontario's Tourism Investment Strategy and Implementation report was released in 2011. In this document the province set the goal to double tourism receipts by the year 2020 through increased visitations and visitor spending.2 This overall success hinges on attracting more visitors by offering new and refreshed tourism product.The province also agreed to continue to support the work of the RTOs to achieve this. The end goal is to strengthen the tourism sector, create jobs and improve the quality of life for Ontarians. AN 1 http://tiac.travel/About.htmI 2 Ontario's Investment Strategy and Implementation Plan,November 2011,Miller Dickenson Blais a R4!N Clorington Three Year Community Tourism Plan—July 2014 16-1 $ Central Counties' Role • In collaboration with industry stakeholders, Central Counties aims to help the local tourism industry and the Central Counties region to realize its tourism potential; • Devises and delivers targeted marketing programs and works in close co-operation with industry partners as well as with the meetings&events trade, media, and online marketers to encourage consumers to discover and visit the Central Counties; Influence product development by sharing insights on global tourism trends,the changing needs of consumers, and the status of local tourism with other tourism agencies and our industry partners. Using a pan-regional approach, Central Counties focuses on four distinct tourism pillars — strategic marketing, product development,workforce development, and investment attraction. Central Counties' 2014/15 overall budget is $2,773,0003 and is allocated to address their 4 distinct tourism pillars: • Strategic Marketing; • Product Development; Workforce Development; • Investment Attraction. Durham Region's Role Durham Tourism is part of the Planning and Economic Development Department of The Regional Municipality of Durham. Their objective is to develop and market the region's tourism, arts, recreation and cultural facilities with an emphasis in the areas of culinary and sports tourism. The Region aims to: • Promote Durham as a destination for domestic and international visitors via trade shows, promotional materials and the Internet; • Assist international tour operators with destination information; • Co-ordinate familiarization tours of the Region for Travel Trade and Media Writers. Clarington Tourism's Role Clarington Tourism is a branch of the Municipality of Clarington's Communications&Tourism office with a focus on tourism promotion and development. Clarington Tourism works cooperatively with all tourism stakeholders across the Municipality to promote Clarington as a "top-of-mind" destination and to demonstrate the importance of tourism as a significant contributor to the local economy. Clarington Tourism Marketing Board's (CTMB) Role Clarington Tourism Marketing Board is a member-driven,grass-roots;incorporated,not-for-profit. Through collaboration and partnerships with its members and the Municipality. CTMB strives to enhance the tourism experience and profile of its members.Through joint marketing, education and product development, they endeavor to strengthen the overall visitor experience. The Constitution of CTMB and the organization's mandate is included in Appendix A. 3 Central Counties Tourism,Business and Operational Plan,April 1,2014—March 31,2015 s BRAIN Clarington Three Yeor Community Tourism Plan—July 2010 16-19 Developing a Community Tourism Plan for Clarington Creating a tourism plan ensures that as a community, the Municipality of Clarington can optimize the benefits available from tourism activities. This includes what is already happening and what could be happening. Figure 1 shows the need for local tourism coordination to develop the grass roots tourism experiences that can then be positioned to leverage programming and marketing that takes place on a regional (Central Counties Tourism), provincial and national level. Figure 1: The Tourism Industry in Ontario We'matio0al mar4eting efrgrts Prornote market ready prOducts pI cl expetiefIces;Provides:tolyls =' and re earth to Canadian' to.uriSrn busineSSes r \. International and domestic, marketing efforts_ Provides f tl research and.resources_ ( '�' 'tr �� Promote,market ready f Tourism products and experiences- 5tr4tegic-marketing. product Pan-Regional Tourism development, workforce Organization development and investment attraction_ (Central Counties -t3Urlsm_ RTO 6) Local coordination that is connected to the grass roots. Develops and'it arketsahb is critical to leverage regIon's. arts 'recreation and Regional Tourism opportunities for promotion, cultural facilities_ Emphasis on ,culinary;and sports tourism. (Durham l o�ansm) funding and programming. Localtourism development. marketing of Clarington's Local Tourism Organization .tourism to.target markets. Visitor information services (Clarington I aUr1Sm� Local tou'rism.operators.working. together under an umbrella fQr. Orass.Rtt7ts I ourlsl7l Businesses networking,joint-marketing.. product development-and (Qisafi.hgton Taurlsm 11 arketing Board) education. 6 BRAIN Clarington Three Year Community Tourism Plan--July 2014 16-20 Why Grass Roots is Critical • To provide support and focus to operators in the local area; Excellent research is conducted however applying this knowledge into the daily operations of individual businesses is less common; • Visitor centric tourism development allows for the process to streamline information and efforts, making it easier for organizations to collaborate and leverage resources and the assets present in the destination in order to grow tourism visitation and revenues; Table 1 provides a snapshot of tourism roles and responsibilities. Table 1:Roles and Responsibilities n tw � D c � ru 3 E M C Z$ 41 - 41 E ru 0iL C CO M a) U 7 vii > C i9 O C (0 cB O E b1D LU or Q C7 I`a >u � 2 2 U ai Canadian Tourism 0 0 Overseas Overseas Commission Ontario Ministry of0 0 O Overseas Overseas TODS Tourism & & highway domestic domestic signs Central Counties 0 0 0 0 Overseas Tourism (RT06) & domestic Program Durham Tourism 0 specific 0 (culinary, sports) Clarington Tourism 0 0 0 0 0 0 0 0 0 Clarington Tourism 0 0 0 0 0 Marketing Board 0 0 BRAIN EtAIRIS Clarington Three Year Community Tourism Plan—July 2014 16-21--- Clarington's Tourism Market Market profiles can be segmented in a variety of ways. In order to understand Clarington's markets it is important to consider socio-demographics (age, education, income, place of residence); behaviours (where they stay and what they do) and psychographics (what they value and what motivates them to travel). What the Research Tells Us Socio-Demographics In late 2013, Collis& Reed Research were retained by Clarington Tourism to complete a Tourism Economic Impact Study.That study was completed at the same time as this Three Year Community Tourism Plan, and has provided the following insights into Clarington's tourism industry. Visitation to Clarington is significant. In 2012, Clarington's Tourism operators reported that collectively there were 2.2 million visits to Clarington.4 The calculation of these visits is based on person day visits. Table 2 shows a breakdown of the 2.2 million person day visits by origin. Table 2:Visitor originss v►3art3rim iron dey Clarington 742,474 Immediate Surrounding Regions (Durham,West Northumberland, South Peterborough) 769,439 GTA 345,554 South Ontario (excluding the above) 192,821 Ontario (excluding the above) 101,114 Canada/International 59,424 Total 2,210,825 The information reveals that 68% of people taking part in tourism related activities come from outside of Clarington. 52% of visitors to Clarington who take part in tourism related activities live within an hour's drive of Clarington. Clarington Tourism,as reported by Tourism Operators,2012 5 Collis and Reed Research,Clarington Tourism Economic Impact Study,preliminary findings as provided by Ron Collis,June 2014. s RAIN • Clorington Three Year Community Tourism Plan—July 2014 16-22 The research completed by Collis & Reed indicates that overall tourism spending in Clarington in 2013 is estimated at$140 million. million2.2 _ 41 million spending According to Collis & Reed's research, the $140 million in visitor spending represents 3.3% of Clarington's economy (based on Clarington's estimated GDP). The tourism industry is 4.3% of the Canadian GDP. The impact of Clarington's tourism industry is slightly below that of the Canadian average. Behaviours Average per person per overnight spending in Central Counties (Durham Region, Hills of the Headwater and York Region) was $144 compared to a provincial average of $273, while the same day visit saw spending of$63 compared to$75 for the province. Preliminary data provided by Collis& Reed Research stated that spending per visitor to Clarington in 2013 was $75. This data is not broken down by overnight/same day visits but does provide an understanding of the level of spend in the area. One key factor in the lower spending habits may be attributed to where visitors are staying. Figure 2 shows that of the 7.4 million overnight stays in Central Counties, 5.9 million were in private homes/cottages. This is in keeping with the high number of visitors who come to Central Counties for the main purpose of visiting friends and relatives (Figure 3). It is reasonable to assume a similar trend in Clarington. Figure 2: Where Visitors Stayed in Central Counties 5,904,890 'i 1,099,165 F_ 310,882 108,875 Nights in private Nights in roofed Nights in other Nights in camping/RV homes/cottages commercial facilities BRAIN Clarington Three Year Community Tourism Plan—July 2014 16-23 Figure 3:Main Purpose of Trip Other Personal 29/o Business shopping 12% Pleasure 8% 22% Visiting friends and relatives 56% Of the 2.2 million visitors to Clarington in 2013, Collis and Reed Research found that outdoor recreation was the primary activity(Table 3). Table 3:Activity Participation of Clarington's Visitorsb Activities #of person day visits Agri.Tourism/Markets 186,000 Flea Markets&Antiques 195,000 Camping/parks 272,000 Festivals& Fairs 93,200 Mega Events (CTIVIP& B& H) 590,000 Museums/Galleries 42,000 Recreation (fishing,skiing,golf,sports tournaments) 647,000 Street Festivals 70,500 Zoos 115,000 6 Collis and Reed Research,Clarington Tourism Economic Impact Study,preliminary findings as provided by Ron Collis,June 2014. 10 BRAIN Clorington Three Year Community Tourism Plan—July 2014 16-24 Psychographics To identify the right consumers for each of Ontario's tourism regions the Ontario Tourism Marketing Partnership Corporation (OTMPC) recently worked with all 13 Regional Tourism Organizations (RTOs) to commission'a major segmentation study across key central North American markets.7 The study results revealed 12 unique consumer segments relative to the Ontario, Quebec, Manitoba and major central/eastern U.S. markets, based on their social and emotional needs, preferred travel experiences and media habits including use of technology. During a 3-hour working session, Clarington's Tourism Task Force members reviewed each of the segments and answered the following questions: 1. Does this market segment currently visit Clarington? 2. What interests them? 3. Where do they come from? 4. Why do they travel? 5. When do they travel? 6. Is this a top market for Clarington? a. Currently b. Emerging By tapping into the knowledge of the Tourism Task Force and digging into the market segmentation research, the following segments were identified to be current top performers and emerging markets. The market descriptions below have been extracted from the Consumer Insight Research Study by TNS in 2012.$ Family Memory Builders—14%of the market This is a segment driven by families with children under the age of 18 who want a playful vacation that is centered around building family memories and strengthening the bonds. Activities such as theme parks allow the family to have fun and build these lasting memories. Clarington assets: Bowmanville Zoo;Jungle Cat World; Cedar Park Resort; Ganaraska Forest;Waterfront Trail;OPG Butterfly Refuge; Camping Facilities(private and Darlington Provincial Park; Conservation Areas;Trails;Joey's World/ Indoor Playground; Clarington Museum &Archives; A Gift of Art and The Visual Arts Centre of Clarington. Sports Lovers—5%of the market This group, skews more male, and is driven by a love of sports, either watching or participating. By the nature of their passion these people describe themselves as more active and energetic than most. In reality their sports are not necessarily extreme more in keeping with what is readily available, and more likely to be organized team sports and golf. Clarington Assets: Canadian Tire Motorsport Park (racing, driver development and karting); Brimacombe (including Spartan Race, boarding and skiing); municipal sports fields and facilities (including diamonds, soccer, football, lacrosse, indoor soccer); cycling maps; Green Belt Cycling Route; seven golf courses; , fishing (stream and lake charters); speed skating; squash; Between Games Brochures; and,tennis. Passport Ontario Newsletter,OTMPC,November 2012 8 TNS Canada Ltd,Consumer Insight Research Segmentation Study,2012 1.1 BRAIN Clarington Three Year Community Tourism Plan—July 2014 16-25 Solitaires—7%of the market This group of largely single visitors often travel alone.They are quiet and reserved people, whose travel experiences and budgets are often quite basic.While they often connect with acquaintances or family at _ the destinations they choose,.they are introspective people. If they gravitate to any forms of activity, they tend to be those that can be enjoyed in isolation and align with inward thinking(museum,galleries) Clarington Assets: Arts and Culture including; museums, galleries, historical downtowns, and historical architecture; bed and breakfasts; Tyrone Mills;, National Historic Site (Camp 30); antiques; fine dining; McLaughlin Monument; Spirit Walks; and Music in Parks. Mellow Vacationers—15%of the market This segment wants to unwind on vacation, and relaxed and low key experiences are their preference. This group doesn't want itineraries or to do anything new or unusual.They want travel experiences that set them at ease.They aren't activity-oriented and often travel as a couple. Clarington Assets: Archibald's Estate Winery; rural landscapes; historical downtowns; natural areas; trails; golf; camping; and cycling. Nature Lovers- 7%of the market This is a consumer segment attracted to outdoor experiences aligned to Ontario's quintessential parks& lakes offering. Camping and associated activities such as hiking and fishing are key interests for this group. The majority classify as "nature lovers". Activities align with the recreational aspects of the outdoors and not necessarily the extreme aspects of the outdoors, e.g., avid angling or hunting. Not surprisingly,the travel style is basic with camping prevalent. Clarington Assets: Trails and natural areas; rural landscapes; waterfront; campgrounds; cycling; fishing; and farm gate food. Understanding these markets provides Clarington Tourism with further knowledge to host product and experience development training for its CTMB industry partners as well as the potential to create targeted marketing campaigns that can be designed to have the greatest return on investment. A snapshot of these segments is included in Appendix B. More detailed information is available through the Ministry of Tourism's marketing agency, the Ontario Tourism Marketing Partnership Corporation (www.tourismpartners.com). 12 BRAIN Clorington lhreeYearCommunity Tourism Plan—Ady2014 16-26 Clarington's Tourism Assets The Tourism Task Force attended a working session with the goal of identifying and ranking Clarington's tourism assets.These assets included the 5 components of tourism; attractions, tourism businesses, infrastructure, hospitality and promotion. Working groups explored these and then shared their findings with the larger group where the following observations were made. Attractions The attractions component of tourism consists of "things to do" (i.e. parks, trails, museums, festivals, galleries). The majority of Clarington's tourism attractions would be considered secondary attractions that don't necessary draw visitors or their own, but rather in a grouping of experiences within the following clusters: 1. Zoos-Jungle Cat World and Bowmanville Zoo; 2. . Food Tourism -including Agri-Tourism, Family Adventure Farms, Pick-your-own, Durham Farm Fresh Trail, Watson Farms, Algoma Orchards and Gourmet Market, Pingle's Farm Market, Knox Pumpkin Farm,Wilmot Orchards, Links Greenhouses,Archibald's Estate Winery and Gallery On The Farm; 3. Heritage and Culture-Clarington Museum &Archives, Tyrone Mills, Visual Arts Centre of Clarington, A Gift of Art; 4. Outdoor: Fishing (stream and deep water and learn to fish programs); golf; Canadian Tire Motorsport Park; cycling(clubs, street, and mountain biking); Waterfront and Greenbelt trails,; Darlington Provincial Park-Learn To Camp; snowmobile trails; and Spartan Race 5. Festivals and Fairs- Boots & Hearts Music Festival; Orono Fair; Orono Rodeo; Apple Festival& Craft Sale; Maple Fest&All That Jazz; Newcastle Harvest Festival; Chili Cook-off; Picasso's Picnic; Newcastle Art Show&Sales; and Farmer's Parade of Lights; 6. Winter Activities-Alpine skiing; cross country skiing;snowboarding; and, snowmobiling. Secondary attractions are often places that visitors go to while they are in a destination. While they may not be primary trip motivators, they do extend the length of stay and increased the spending of visitors. Many visitors to these attractions are visiting friends and relatives of Clarington's residents. Clarington's demand generators specifically motivate visitors to travel. These included: 1. Canadian Tire Motorsport Park; 2. Boots &Hearts Music Festival; 3. Local Attractions(Cedar Park Resort, Bowmanville Zoo,Jungle Cat World, Archibald's Winery); 4. Sports Tourism Events (Recreation Facilities and Fields; hockey, soccer, baseball, lacrosse, football, dance, swim meets, squash; cycling; mountain biking; Spartan Race; Fishing Show; Courtice Kids of Steel; and Running Maniac's Marathon). 13 Clarington Three Year Community Tourism Plan—July 2014 16-27 - Tourism Businesses Evaluating the tourism businesses component of the community tourism plan requires looking at business operations beyond attractions (things to do) to others that support tourism visits (i.e. accommodations,service stations, restaurants, retail). The accommodation base in Clarington is limited. Currently there are 12 B&Bs, six independent motels/hotels, Provincial Park and private campgrounds, and a marina with limited accommodations. Canadian Tire Motorsport Park provides on-site camping during key events (Boots and Hearts and Motorsport weekends). Other accommodation options exist in neighbouring communities(Oshawa, Port Hope, Lindsay). There are a variety of restaurants in the area that are open on a year round basis including fine dining, road houses,family restaurants,franchises, coffee shops,food trucks and pubs/bars/patios. Clarington has three BIA areas (Historic Downtown Bowmanville, Newcastle and Orono), a collection of antique stores, large flea market and specialty stores including Tyrone Mills and shopping areas.There are also big box stores in Bowmanville that offer a full range of shopping, a theatre and chain restaurants. Retail opportunities are expanded through festival and events that take place in these hubs and offer visitors the chance to buy local products(Maple Fest,Apple Festival, Newcastle Art Show&Sale, Newcastle Fall Fair and the Orono Fair). Tourism Infrastructure This tourism component looks at some key foundations that are important for travellers when they are in the community(i.e. roads, airports,cell service,signage, amenities). Given Clarington's proximity to the GTA and the road, rail and air infrastructure, there are multiple ways to travel to the gateway of Clarington, but limited opportunities to travel around the Municipality without a personal vehicle. An extension of Highway 407 will extend connectivity of that roadway to the east all the way through Clarington to highway 35/115 and is scheduled to be completed by 2020. This will present travelers with additional ease in travelling to Clarington by motor vehicle. Road cycling is becoming more popular in Clarington. In 2012 Clarington Tourism produced a cycling map that provides a range of possibilities, including easy, moderate and challenging routes as well as connecting the Waterfront and Greenbelt trails. Off-road biking trail infrastructure exists on the many off-road trails that are accessible to those with mountain bikes. The 275 km long Oak Ridges Moraine trail weaves its way through Clarington. 14 9RAIN Clarington l hree Year Community Tourism Plan—July 2014 16-28 Tourism Hospitality The fourth component of tourism that the taskforce explored was hospitality. The group took a step back and evaluated Clarington's current ability to be welcoming and offer pleasant experiences. Table 4 is a summary of what was identified. Table 4:Tourism Hospitality in Clarington Customer Service Clarington Tourism and CTMB have jointly produces a variety of seminars and Training will continue to do so. This is part of their mandate. There is an opportunity to train local business to know what is happening collectively in Clarington and to increasing area business market readiness Google and GPS have challenges finding businesses in Clarington Way finding Directional signage needs to be a priority (also in FICE Community Report) Some GPS vendors have challenges geocoding rural addresses Some highway TOD signage, but process to get TOD signs is lengthy. Clarington Mobile Tourism App was developed in October 2013 Opportunity to engage The 12 B&Bs offer opportunities for this. Experience Development workshops with locals/learn would allow tourism businesses to learn more about these opportunities for Partnerships and how they could benefit their business. Do we do visitor Some businesses do this on their own but surveying is inconsistent across surveys? operators.There is an opportunity for businesses to collaborate and share meaningful results. This activity is part of the Mobile Tourism App. The Tourism Economic Impact Study also surveyed visitors and those results will provide helpful information for Clarington Tourism and CTMB. Sense of Place "Clarington" is not used as a destination/location name. Community names are still used and can cause some confusion. Are we welcoming? The First Impressions Community Exchange(FICE)experience indicated that the community is welcoming and helpful. How do locals feel Mix of feelings because of perceived missed opportunities and a feeling that about visitors? large events that may displace normal business activity. There is an opportunity to communicate with locals about economic impacts. Seeking opportunities to use these events to promote future visits to Clarington is important. Visitor Information Directly off of highway with 401 signage from 401 and local roads. Additional .is BLAIN Clarington Three Yeor Community Tourism Plon—July 20114 16-2 9 - _: Centres temporary kiosks are set up at large events and are well used by visitors and local residents. Packaging Packaging has been limited. New partnerships are needed.There are opportunities to fine tune this with market segment information. Cross promotion with This is happening on an informal level . This is a mandate of the Clarington other businesses Tourism Marketing Board and is still in its infancy. I��_ F (.TJSPIF3�Q big SIk911M FR E Sli H 0s - ►Val I , — I V:J u 16 [BRAIN = Clarington Three year Community Tourism Plan—July 2014 16-30 Tourism Promotion Table 5 is a summary of how tourism is being promoted including web activities, advertising, promotional signs, and travel guides. Table 5 is a summary of the task forces assessment. Table 5: Tourism Promotion in Clarington t7lt ltti46(� Y��tn Yq ilk• nl = y Web Full dedicated website www.claringtontourism.net Social Media Clarington Tourism hosts: Facebook(https://www.facebool(.com/TourismClarington Twitter(https:Htwitter.com) Blog(http://claringtontourism.wordpress.com) Instagram (http://instagram.com/onlyinclarington) Pinterest(http://www.pinterest.com/tourclarington) Print Clarington Tourism Annual Visitor's Guide Durham Trail Map Cycling Map Fishing Guide What to Do Between Games Brochure Durham Farm Fresh Map Fishing Guide/Map Street Maps Travel shows Limited participation in show/exhibit opportunities due to associated costs and staffing considerations. Promotional Signs Flags in front of Tourism Office,signage along 401,401 and 115 Highways/ digital roadside E-sign Mobile App Launched in October 2013; local businesses can opt in anytime Images/video Videos are in development, limited central photo library Story tellers Blogs; Facebook Affiliates/partnering Grass roots networking is an ongoing effort of Clarington Tourism.They work to leverage Central Counties Tourism programs to promote the area's attractions and opportunities. 1l R-RAI N Clarington Three Year CommunityTourism Plan—July 2014 16-31 A Summary of the Tourism Asset Concerns In reviewing the five key tourism components it became evident that overlapping themes were starting to emerge. Tables six to ten provide a SWOT analysis. This became an important tool to move into the next important stage of the project where the task Force would identify goals,objectives and actions. Table 6:Tourism Attractions SWOT • Proximity to GTA Population growth SVariety of Attractions 0 • Orono fair and other festivals— • Festivals and events that are to encourage return visits unique • Oak Ridges Moraine • Echo generation (young families) ry I . need for • - night - 407 developments could be a V V No • •- • • °T threat to the rural experience Limited - • of and people may bypass the overnight accommodationsareas Small businesses have limited Climate resourcesfinancial) communication 18 BRAIN • Clarington Three Year Community Tourism Plan-July 2014 16-32 Table 7: Tourism Businesses SWOT • Proximity to GTA—millions of Antique trails Speople Q • Stronger tie-ins with attractions • Historical downtowns with Marina and fishing charter specialty shops businesses • Festivals More specialty shops in • Close to 401/115/407 downtowns • Attractions 407 access • Waterfront,Ganaraska Developing a more active arts Forest/Oak Ridges Moraine/ and cultural scene CLOCA/Provincial Networking with partners Parks/Greenbelt Cycle Route • Agri-and culinary tourism (orchards,farm markets) • - to .• close fo Food trucks bylaws V overnight Competing markets are close No real hookto be niche (Prince Edward County/GTA) Businesses need to have Time/$for small businesses common goal (h• Seasonality(Jan to March low Lack of • business levels) associated accommodation spaceof larger • • Some • .. • businesses •• are part of • benefit fromtourism 19 BRAIN Clarington Three Year Community Tourism Plan—July 2014 16-33 Table S: Tourism Infrastructure • Geography is diverse o Variety of sports, attractions • Nice parks,waterfront Landscape and well known • Zoos are internationally known features (Christmas Lights • Historical on Old Scugog Road) • Arenas and sports fields • Agricultural area Government . •- Some other competing overwhelming . can impede T destinations may have newer opportunities,I providing more developed trail assistance to businesses would connectivity be beneficial Parking • - Lack of public washrooms in Some . . • strategic locations in all areas is needed communities(FICE) o Waterfront -• revitalizing Lack of public 20 Cloringion Three Yeor Community Tourism Plon-July 2014 16-34 Table 9: Tourism Hospitality • Mobile app Need to talk more about SBlog O "Clarington" and create a sense • Social media of place • Lots of informed tourism Need increased communication ambassadors and participation from more • Great personal/customer service tourism partners • More volunteers to sustain events • Train tourism frontline staff on what we have here/Super Host • "killing time"what to do in between events • Promote the mobile app ne 1AA ing at events - Gas rices Lack • • •, -• •• . T Volupnteer burn out(for bedroom c• example, the lack of volunteers No night life at the Orono Fair.) Locals •t know what is in Inconsistent.Downtown business their own backyard creating a hours -. for increased communications Signage 21 ORAIN ' Clorington Three Year Community Tourism Plan—July 2014 16-35 Table 10:Tourism Promotion • Blogs Partnerships • Social Media O Strategic Planning sessions • Visitors'experience survey Shows and exhibits • Mobile app • CTMB • Tourism partners' dedication to collaboration Lack of - • •-. -• Lack of consistent funding for time) staff •-r(need to T core promotional activities show •• Visitor •- look too similar to past editions, needs a fresh look i Lack of • to seek funding I i 22 RAI N + Clarington Three Year Community Tourism Plan—July 2014 16-36 Strategic Tourism Goals Based on the valuable time invested exploring Clarington's current tourism landscape and performance, the Tourism Task Force supported five overarching tourism goals. The goals for tourism align with several of the strategic priorities identified in the Clarington Strategic Plans 2011-2014 as noted below.9 1: Promote Clarington as a top of mind destination for visitors Strategic Priority Alignment: Showcasing Community Objectives: Promote Clarington as a tourism destination, Promote our "heritage, historical, cultural and agriculture") 2. Increase the length of time visitors spend in Clarington Strategic Priority Alignment: Promote Economic Growth Objective: Attract new businesses and retain existing business to improve/increase non- residential assessment growth and employment opportunities 3. Increase the number of return visits Strategic Priority Alignment: Promote Economic Growth Objective: Attract new businesses and retain existing business to improve/increase non- residential assessment growth and employment opportunities 4. Inform and educate tourism partners Strategic Priority Alignment: Connecting Clarington Objective: Improve Communication 5. Improve tourism way finding Strategic Priority Alignment: Showcasing Community Objective: Improve the visual appearance of the Municipality Strategic Priority: Showcasing Community Objectives: Promote Clarington as a tourism destination, Promote our "heritage, historical, cultural and agriculture". 9 Clarington Strategic Plan 2011-2014 23 13RAI N. ' Clarington Three Year Community Tourism Plan—July 2014 16-37 Objectives In order to achieve the 5 goals a series of objectives were developed. These are presented below in relation to the goal that they will enable. Themes of repetition in the areas of sense of place; ambassadors; marketing; industry engagement; networking; experience development/partnering and way finding emerged. '° a Ae s; • • • • e - Create a collective vision of Clarington's tourism assets. (SENSE OF PLACE) Create and establish a brand strategy that targets both residents and visitors. (SENSE OF PLACE, AMBASSADORS) (U Revise current marketing tools to include brand while continuing to seek innovative marketing a tools. (MARKETING) O Host a "Celebrate Clarington" event. (MARKETING,AMBASSADORS) Tweak current marketing efforts to leverage OTMPC's new market segmentation insights (MARKETING) 24 BRAIN ° Clarington Three Year Community Tourism Plan—July 2014 16-38 s • • - • • Provide front line workers and attractions with tool to assist visitors, including first-hand knowledge and experiences through educations/ambassador outings. (AMBASSADORS). Expand Super Host Program. Establish opportunities for tourism businesses to network and create partnerships, encouraging cross promotions and referrals. (INDUSTRY ENGAGMENT, NETWORKING) Ln a) '— Provide opportunities for key tourism asset clusters to enhance their current tourism offerings U .!4 through product and experience development. (EXPERIENCE DEVELOPMENT/PARTNERING). 0 Create marketing campaigns specific to season/week/events, providing maps, itineraries and packages. (MARKETING) Create a map that staff can use to provide directions to other places. (WAY FINDING) place in all the Arenas and use QR code to promote mobile app Ensure all attractions, accommodations, sports venues and major touch points(contact between buyers and sellers) have tools in place to promote the area attractions(brochures and maps). (MARKETING) Educate front-line workers with the knowledge and tools to assist visitors. (AMBASSADORS) v Expand "Between Games" brochure and increase distribution. (INDUSTRY H ENGAGMENT, NETWORKING) 0 Provide opportunities for key tourism asset clusters to enhance their current tourism offerings through product and experience development. (EXPERIENCE DEVELOPMENT/PARTNERING) 2s BRAIN Clarington Three Year Community Tourism Plan—July 2014} 16-39 V) Expand Super Host(customer service training) program. (INDUSTRY ENAGEMENT) v U Improve communication with tourism stakeholders to ensure they are aware of networking, o packaging and experience development opportunities. Share best practices. (INDUSTRY ENGAGEMENT) i • • • • Develop a signage strategy that provides a sense of place. (WAYFINDING,SENSE OF PLACE) }, U Expand signage to outlying areas. (WAY FINDING) 0 Create map as a customer service tool. (Relates to goal 2) I 26 8A1N Clarington Three Year Community Tourism Plan—July 2011 16-40 _ to w ` E .73 / . 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N C O U U U U U U U eA C 0 4) 4{ L a N 4� O ?� 40 p 0 c0 a) L a Q L c f6 -20) � N N ti C N l7A x 4- a) O 'p A 4- 41 c9 � "a N •N o u o C +� Q C v t10 3 0 (p o, Ln a) to E '% oNcu cu fu Ln N > O as c4 > U > 1 V) E o >— 4-1 o as E p N N � L + +' b0 4) co a) (O 'N �--� 'L L ai Q U 4) C � X74 a) 'L (]() fO '� O Q E a) cEo c ns > =" -C " 1 > t -0 U � CU u u O .L +1 E +� 4) C a)) O p t1C0 c 1 :3@ a) o 0 a) Ln E 4- a cu C C R7 O by p C 's.. U u o p L 41 E -C m C o `+- : +� bD -0 4- t m O ti 4) 'E N p o °�° v C (A L1 N 'L 41 U 4� L o -0 4- i N C : •N = U `* cn c E +o C o O v L E a) c +� v C v ' a) +O " cn -a p ° +' Y N L U L ns E t4to a O E a) CL +1 x x `° o E o co o C T x v n u W a) U 0- m L d L e4 W U L Z > GJ dt 'a U z a�e�d weaSoad aopessequad suipuij Aem jo asuas 00 -16-43 Appendix A Constitutionof Marketing Minds ofClarington Article One—Name The Board shall be renamed the CLARINGTON TOURISM MARKETING BOARD henceforth known as"the Board". Article Two—Authority Sectionl The Board is incorporated as a not-for-profit corporation and functions under the guidelines of the Revenue Canada requirements. Section2 The revised constitution dated January 24, 2012 defines the rules and regulations of the Board. Article Three—Mandate Sectionl The mandate of the Board is to work cooperatively to promote Clarington as a "top of mind" tourism destination. The Board is also intended to oversee the development of tourism locally by helping to strengthen the overall `visitor experience'through marketing and product development. Section2 The mandate of the Board will be realized through the coordination of the following objectives: i. Liaise with Clarington Council and the Communications &Tourism Office; ii. Establish and maintain an inventory of the Clarington tourism product; iii. Facilitate and advise Clarington Council and staff in the development and implementation of a comprehensive Tourism Strategic Plan -including both long-term and short-term objectives; iv. Identify emerging tourism trends/niche markets and conditions that are integral/complementary to comprehensive Tourism Strategic Plan; 30 1 RAI N r Clorington Three Year Community Tourism Plan—July 2014 16-44 V. Facilitate the development and implementation of an annual Tourism Marketing Plan- including joint advertising and packages in consultation and cooperation with the industry partners; Vi. Research and coordinate applications for tourism grants on behalf of the Clarington Tourism Marketing Board and Tourism Clarington; and, Vii. Advise and consult with Tourism Clarington regarding new opportunities for education and training to benefit Clarington tourism operators. Article Four—Location The Board will reside and operate within the Municipality of Clarington. Article Five—Membership Sectionl Effort is made to have municipal and/or industry representation from all sectors including, but not limited,to Business.Improvement Associations(BIAs), Clarington Board of Trade (CBOT), golf/sports, agriculture, retail, parks,trails, arts&culture, heritage, accommodations, attractions, festivals and events. Sectionl Member organizations must reside and/or operate within the boundaries of the Municipality of Clarington. Section3 A member shall be entitled to participate in all activities of the Board and may vote or hold office. Only those who were members during the previous year are entitled to vote at the Annual General Meeting. Section4 Membership dues are due as of January 1St of each calendar year.A renewal notice will be sent by December 1" of the previous year. Dues will not be pro-rated. Dues for the 2013 Membership year have been set as$30.00/member. 31 -BRAIN-= Clorinyton Three Year Community Tourism Plan—July 2014 16-45 Article Six—Directors Sectionl The Board of Directors shall consist of a minimum of 6 and to a maximum of 20 Directors. This includes representatives of Clarington Council. Section2 The membership shall elect at each Annual General Meeting from among themselves a minimum of 3 Directors for a term of two years.Terms will be staggered to allow for leadership continuity. Section3 In the event of a vacancy on the Board,the remaining Board Members shall appoint a member from the vacated sector to fill such a vacancy.Should there ever be a time when three or more vacancies occur at the same time, a Special General Meeting of the organization shall be called and Directors elected to fill the vacancies. Section4 The Board of Directors shall have the power to act for and on behalf of the Tourism Marketing Board in all matters, subject to the Constitution. SectionS The Board of Directors shall take the initiative in preparing general policies and actions for the consideration and possible adoption by the membership. Section6 Where a Director of the Board fails to attend three (3) meetings within the fiscal year without due cause,the Board of Directors may appoint another Director to fill this position as per Article 6 (Section 3). Section? The Board may establish Committees and Sub-Committees from time to time in order to conduct its business more effectively. All Committees are accountable to the Board of Directors. 32 .RAN Clarington Three Year Community Tourism Plan—July 2014 16-46 Article Seven—Officers Section 1 The Directors shall elect from among themselves at a meeting to be held immediately following the Annual Meeting, a Chair,Vice-Chair and Secretary/Treasurer.Collectively these positions are to be known as the Officers of the Clarington Tourism Marketing Board. Section2 The Officers shall take office immediately following the election and shall serve for a term not to exceed two years. Members may be elected into the same office for two consecutive terms. Following a one year break, a member may be re-elected. Section3 Officers of the Clarington Tourism Marketing Board are responsible for the safe custody of any and all legal papers pertaining to the Board's property/assets; and the books and records of the organization. Section4 Each Officer must be a member in good standing with the Clarington Tourism Marketing Board. Article Eight—Duty of Officers Sectionl The Chair of the Clarington Tourism Marketing Board shall: • Be a member in good standing and a Director for at least one year unless otherwise stipulated by the Board; • Manage the business of the Board and preside over its meetings; • Set meeting agendas,taking full account of the issues and the concerns of all Board members; • Monitor progress towards the timely and effective achievement and implementation of the objectives, policies and strategies set by the Board and of other decisions taken by or on behalf of the Board; • Have signing authority; • Represent and promote the organization at specific functions and activities • Vote, only, in the case of a tie and/or recorded vote; • Be an Ex-Officio member of all Committees and Sub-Committees Section2 The Vice Chair shall: • All annual statements and financial and auditor's reports • Provide support and guidance to the Chairman; 33 BRAN Clarington Three Year Community Tourism Plan—July 2014 16-47 • Vice Chair/Secretary assumes all of the responsibilities of Chair is absent and/or otherwise unavailable; • Be the Chair of the Membership/Nomination Committee. Section 3 The Secretary shall: • Be a member in good standing for at least one year • Attend all meetings of the Board and keep true minutes thereof • Conduct the correspondence of the Board • Ensure that the records of the Board are maintained and current.These records include (but are not limited to): ❑ All business transactions of the Clarington Tourism Marketing Board ❑ All resolutions passed by the Clarington Tourism Marketing Board ❑ All amendments to the Constitution of the organization ❑ A list of the members of the Board and their contact information All reports of Committees and Sub-Committees that may be created from time to time Section 4 The Treasurer shall: • Be a member in good standing for at least one year; • Receive and deposit all monies paid to the in a chartered bank or trust company, as directed by the Board. • Prepare reports showing the financial status of the Clarington Tourism Marketing Board for the Officers each meeting • Keep the securities of the organization in safe custody. • Keep or cause to be kept full and accurate accounts and make or cause to be made entries of all receipts and expenditures of the Clarington Tourism Marketing Board. • Prepare annual financial statements of the Clarington Tourism Marketing Board. • Work with appointed auditors to ensure financial review is conducted. • Prepare reports showing the financial status of the Clarington Tourism Marketing Board for the Officers each meeting Section 5 The Communications&Tourism Office will provide support in the form of advice; day-to-day cooperation with the Municipality; updates on program and promotional ideas.The Office will also assist in the preparation and submission of budget requests/grant submissions as required. Article Nine—Voting All Members have voting rights with the exception of the municipal staff liaisons. Voting Directors include one Representative from each of the identified sectors and appointed Member(s) of Clarington Council. 34 BRAIN Clarington Three YearCommunityTourism Plat—July 2014 16-48 Article Ten—Meetings Sectionl Meetings of the Directors of the Clarington Tourism Marketing Board shall be called at the discretion of the Chair with a minimum of 6 to a maximum of 12 meetings per fiscal year. Sectionl Persons who are members in good standing of the Board of Directors are eligible to vote at any general meeting. Section3 - A quorum shall consist of five (5) Directors at any Board Meeting. Section4 A general meeting of the Board may decide on all matters brought to it, with a decision being made by a majority vote of Directors in attendance at the board meeting. In the case of a tie, the Chair will cast the deciding vote. Sections st An Annual General Meeting of the membership shall be held before February 1 of each year. Notice of the Annual General Meeting shall be given two weeks in advance of the meeting by the publication of a notice in a local newspaper having general circulation in the community in which the Board is located. Section6 Ten (10) members shall constitute a quorum at the Annual General Meeting. Sectionl At the Annual General Meeting,the Board shall present a report of the activities and accomplishments of the Board since the last Annual General Meeting, and a detailed financial report. A slate of candidates to fill vacancies on the Board of Directors will be presented. 35 BRAINEM Clurin yton Three Year Community Tourism Plon—July 2014 16-49 Section8 Proxies are not permitted at any Board or Annual General Meeting of the Clarington Tourism Marketing Board. Section (ERRORS/OMISSIONS) The accidental omission to give notice of any meeting of the Board to its members, or the non- receipt of any notice by any member, or any error in any notice that does not affect its substance, does not invalidate any resolution passed or any proceedings taken at the meeting. Any member of the Board may at any time waive notice of any meeting. Article Eleven—Conflict of Interest No member of the Board of Directors shall receive any direct or indirect remuneration from the Board for services rendered. Directors may be reimbursed for reasonable expenses incurred in connection with the business of the Clarington Tourism Marketing Board. Article Twelve—Idemnification The Clarington Tourism Marketing Board agrees to indemnify and save harmless the Directors for all actions undertaken by them in good faith on behalf of the Board. Directors shall not be indemnified by the Board in respect to any liability, costs charges or expenses that he/she sustains or incurs as a result of his/her own fraud, dishonesty,willful neglect or default. Article Thirteen—Finances Sectionl All monies belonging to the Clarington Tourism Marketing Board shall be deposited in a bank account in the name of the Board at a Branch of a Chartered Bank or a Trust Company in Canada by the Treasurer or an employee so designated by the Board. Section2 The fiscal year of the Clarington Tourism Marketing Board shall be from January 1 to December 31. 13kAI N Clarin yton Three Year Community Tourism Plan—July 2014 16-50 Section3 All expenditures for items in excess of$1,000 that are not included in the budget for the current fiscal year shall require approval by a resolution passed at a Board of Directors meeting. Section4 Cheques to disburse the funds of the Board shall bear the combined signatures of two (2) Officers of the organization. Sections The financial records of the Clarington Tourism Marketing Board shall be audited by a qualified accountant appointed at the Annual General Meeting. Section6 The financial accounts and other books of the Board shall be made available for inspection by members upon reasonable request. Article Fourteen—Rules of Order Roberts Rules of Order shall govern the Board on all matters. Article Fifteen—Change in Constitution This Constitution must be adopted by a simple majority present. Any further amendments or changes require a two-thirds majority vote of members present. Article Sixteen—Interpretation If any question of the interpretation of any portion of this constitution arises,the Officers shall be empowered to make a decision on the matter. However, when this situation arises,the Constitution must be amended to clarify the interpretation. Clarington Three Yenr Community Tourism Plan,lune 2014 37 16-51 Article Seventeen—Dissolution In the event of the dissolution of the Clarington Tourism Marketing Board,after payment of all debts and liabilities,the remaining assets shall be distributed to the benefit of the community as defined by the Board of Directors. Article Eighteen—Adoption The Constitution is adopted at an Annual General Meeting of the Clarington Tourism Marketing Board and is until it is amendment or repealed. 38 BRAIN Clarington Three Year Community Tourism Plan—July 2014 16-52 Appendix Ontario Market Segments (http://www.tourismpartners.com/research/targetSegments) Major Attri0ahs Aiv.A.Hlt ��t�il� �tl�t��lry forging Fal�lly'Ties {:.•.icfelazsrsil of r �RRar-¢;- .czcr- _ - �eeskE'r..'ifucltrS latAptia Re�a§1 Plitt;f_- f� �, k' � .��e � .rt=3fi;zarelsaxFr'.sc plsnl7 � � Builders 'FarKr Phy7�Y8rari i; rns earl rdai,al50-ai - ___ �`� `yuutt,itrw r�zr x•rR auW rf,nu f�rc L'c�itiEr tli:i ._� -- --- a•: Je,:t+Lr95 Laked r_;Lurie SA aNda-xri x�ik iP hit F __ -' x:-4iir4rP rLncertam t\xa3.Ki"„5,7sft r;xn t¢k��sd - - uitq P�e:l iit9h*et9d.a.,;'IY�L o¢rA►ei YiL in LtiU fill - + LLJtmijRA 3cpan WItqlall_v-YnuI.�Y•Yetrct Vaciit(on is Activlty-Filled r L. May Brings Evoryonc Together. _r:�i 11 +d'.i t, isd/1]IC_rn'7 ,1� •' i ��1 .�- .�Y.R t' n sJ , Top Planning Sourcet hlesdin Habits Iu dt;s� _.3y rw,tr�CnA .�:tiiB4ttl?a.''-a 2�ct ie�+Frtii:F3id�.'ntit st4r> 32e+ ril�u•'�. tall* Oti rr�• Elond'ng c..tsart-:utt .n.urprys-- - .div r,r•?nS I r€,rr7x tiF-�,.ra,;f s�wg, v'fllalasoma epee' rte,s.'-,el Ela iiLtPy4S feiL'£te 1!t it TUri$��©Q�1Fl�.t �jQaa�i �- Fannlly Friendly ': t� e+Lsy ,,stx�: l4nlatianshi - z s , :Planning � in tL,tl� Outdoors;Relaxed crel Beauty Nature Lovers 4i1+ fl 41:F i5OdT0 Cii,)•Nn�k+e ll !,!Y � } — .PLkat�LCat+S,tiYd''sf1'LSYeI r•+1 A.U.R3t',S CeY.Y,I hi d,.ttt>:tal ictp�+teiaet l'i�+i lfiM:i itrality _t-� I „'� ..- h ryil'm•h tYC<II-.i ds�kf!�se�rrrrr Hp ae - _ _- �',rh3w.raa�r.3rars'mscr:sPur,�rxuugrtnur�� =_=�� - -_ - - -;-w r,Ye nvretst}c UltRl drt ++.C .,R 4^¢at�4ar�►' d Qth'i�7-crtrclf�atrm,sTJ•T3�t'+;a;r;t�nit�el - _ - ---A _ -;- c ru I a,r�n lir a�rasc ttcr s+`�me S-3. - Y ' �-� e•tsiki..;tacrr sn ryX,�ta:i}:o cnrsc rFNY hit Baz}c to Bas1aa fAlilly Friendly -T'i 1M-4 .11W,7-Mt-.�rmr = ,a',} I:�y_ev 4.�4 .}5:ln6Ti-e laeraµTtr3r!'z;fte If - d r nni;ly (onding lEitttiing TCIPaP Mtdlo Hahltg Fro'Eh.A+- r,ar,.:r��®,ICY vlrncir:si�Ki:�w.ra•, Wi�ika_ r ,.a f.r. One Whirl Nature M9rrLnl�." 03aH a,arn �nEr:l;tet.xe G'lr�tra=nli_�n+ adr�A:,3VPt€�7fAxlxtia--ier:�dtgird crL�treal �Ptl l3tW� NoClfuIn7 Beauty — (MP, fun TE�n• r,�rci Crus i tT=, r:tttlrt Camping ��,}L`1���1 • `. � : tum t,;alltl ,dq 39 13RAI N Clarington Three Year Community Tourism Plan—July 2014 16-515 T166ngiitl katraat R"ILA"Relaxation Mellow Vacationersiese�lu,kmaa �,�.�fRr,aa „rduz ii�fxl azls�r+>�d%'..'-a=.>�rra.)ltc,Y..i,r�T'7�ngc*+ Lw?,*.9t'�`'€7^k—kr vt;�5 a'a- f-`s[artiisu-_#snF.� .ae ztzgrt�s'�•�a sr.�lul ?ik�tJ�s�^e?iv�#F��'3+:�u�fr�.5t caas±xt�t i!�v cn, t1Stf ltx3.#iktT�.v F�-iPsl.a>.ivah}pah'a�'h-pa ehs7s r' 1d Ft1{.T }]e�tb�lYll.FdFFf'.T2�H tnS�bSf.1R.�rV\E3t {}. - — -� la+8xl�I#c>+�7lw rdu,illi-al tiYt#Gdti i°21 dtr�'WlgYtilKit _ s cram 7dtD CSP Aatd L��rtYilAariXdrr;Fi --- k� t iiF-`;,�`13;±rFflrS P.aa:ri teE>'aF{rf b.ilf�"i y]ltnc�f�vta3 pp+?�`_. 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AWuiavi44E E� mtrY.fai:�l i1[:Sla ale +i.�►rr' iy-cnchxnemaadrat r) ,�.,vyrrare _max FaN 4ortS i r �i E:3 �:F,� 1"� Excitement C3Ri FIIEcuC�.it}s w`tluo Pa�sm Enthusiasm Relaxing Fun fir,l�,igri7iu n f 41 ClaringtonThreeYear community Tourism Plan—July 2014 16-5 r Attachment#2 to Report COD-008-16 F i r Tourism in Clarington . An Economic Impact ' Study for 2013 June 2014 i i h j- I L p�< 4 i i' is P Conducted by: I • 1 i eur=,t L`ocr4� I Bati4r ans,.a,O terot L irv.8lra R Tcic�hma_,t9It572��46[37:a5E1 Fdx(�}�5�.19 W65Fala snviasnllicncmaintty t �=ri�ii:tc�llis�c�lis-tsc .com I P i' 16-56 Tourism in Clarington An Economic Impact Study Page-2- Table of Contents Executive Summar ..................................................... 2 Introduction ......................................................................................................................................... 3 Study Methodology ....................................................... 3 OverallStatistics.................................................................................................................................... 6 Numberof Visitors................................................................................................................................ 6 2013 Visits Split by Attendee Residency .............................................................................................. 6 SpendingStatistics ................................................................................................................................. 7 Sector Breakdowns ......•••""""""" """ 8 ...................................................................................... Agriculture/Markets.............................................................................................................................. 9 Camping/Parks..................................................................................................................................... 9 Festivals............................................................................................................................................... 10 Flea Markets/Collectables/Antiques................................................................................................... 10 LargeScale Events......I...I.................................................................................................................... 10 Museums/Galleries............................................................................................................................. 11 Recreation........................................................................................................................................... 11 Zoos...........................................................................................................:....................--.....'—....... 11 Status of Overnight Accommodations in Clarington........................................................................... 12 Employment and Infrastructure.......................................................................................................— 12 Impacton Other Business............................................................................................................... — 13 Creating Growth in Clarington's Tourism Industry........................................................4..................... 14 IDEAS TO CONSIDER: A Comprehensive and Integrated Agriculture-Tourism Strategy........................................... 15 Enhancing Natural Areas,Trails, and Camping...................................................................... 15 The Collectables and Antique Trail ........................................................................................ 16 Working with Larger Scale Tourism Operators...................................................................... 16 Promoting the Best Festivals and Fairs in the GTA ................................................................ 16 Clarington's Arts&Culture Trail ................................................:.............4............................. 16 Creating a Fishing Tourism Strategy....................................................................................... 16 ExpandingAccommodations.................................................................................................. 16 16-57 C r i Tourism in Clarington:An Economic Impact Study Pale-3- Executive Summary. Collis& Reed Research was commissioned by the Clarington Tourism Marketing Board and Central Counties Tourism Region to carry out a Tourism Economic Impact Study for Clarington. The study draws on primary survey data collected from patrons attending tourism events and attractions during 2013. It also draws on information received by operators of attraction and events. There are clear positives regarding Clarington's Tourism industry. • In 2013 tourism related busibesses had visits from 2.2 million people. • 140 million dollars was spent at tourism related venues and events($63 per person, per day). • Over the past three years Clarington's tourism industry has grown an average of 10%annually. This is 4%higher than the tourism average across Canada. • Clarington's tourism industry accounts for over 600 direct jobs in our communities. • It also accounts for millions of dollars of business that is indirectly connected to tourism in Clarington 70%of tourism revenue comes from Clarington residents or people living within one hour of the Municipality(Visiting Friends & Relatives or VFRs). Longer distance tourists tend to come for special events and festivals (Apple Fest, Orono Fair), race weekends,the Boots and Hearts Music Festival or recreational/sports activities. i man Clarington has tourism positives to build upon.This is a critical point in the development of the g y Municipality's tourism industry.To continue the strong growth and development all stakeholders need to collaborate, implement and following through with a strategic plan that will enhance all tourism sectors. Based on the research conducted in this study,a series of recommendations are provided for consideration when developing Clarington's tourism strategy. f i I i I i I i i i i I j i i 16-58 Tourism in Clarington:An Economic Impact Study Page-4- Introduction: Collis& Reed Research was commissioned by the Clarington Tourism Marketing Board and funded by Central Counties Tourism and the Municipality of Clarington to carry out a Tourism Economic Impact Study for Clarington. The study draws on primary survey data collected from patrons attending tourism events and attractions during 2013. It also uses information received by operators of attraction and events. The report generated for this study provides an indication of • The number of visitors that attended events and attractions in Clarington during 2013; • The Clarington tourism growth rate over the past three years; • Place of residence of visitors; and • The amount spent by visitors in the community while attending tourism attractions and events. Overall statistics are provided in addition to breakdowns by tourism sectors. Also addressed are issues related to overnight accommodations,the number of people working in Clarington's tourism industry and the impact on businesses not directly involved in tourism. Finally a set of recommendations are presented for consideration to help sustain growth in Clarington's tourism industry and to ensure that this sector reaches its full economic potential. Study Methodology: The Tourism Clarington Economic Impact study was based on four key sources of information: 1. A survey of patrons attending tourism events and attractions. 2. A survey of tourism operators and overnight accommodation providers. 3. Interviews with tourism stakeholders to receive further insights and understanding of the data collected during the study. 4. Interviews with business owners who were indirectly impacted by tourism initiatives in the Municipality. Surveys of tourism patrons: The survey of Clarington Tourism Patrons was carried out in a multi- faceted manner to collect key information from people attending tourism related events and attractions throughout the spring, summer and fall of 2013. For the purposes of this study four key pieces of information were collected. This included: 1. How long the respondent stayed at the event/activity; 2. How many people the respondent attended the event/activity with; 3. How much money the respondent spent at the event/activity; and 4. Where the respondent resides. This data was primarily collected as part of an event reflection survey. As a way to engage patrons, these attendees were asked if they would share their email with us to participate in an event reflection survey that would be conducted in the following week. Email addresses and the location of residence were recorded. Emails containing the link to the survey were then emailed to the individual a week after the event. Upon completion of their survey, respondents were provided with the opportunity to complete reflection surveys from other events that they had attended during 2013. 16-59 i Tourism in Clarington•An Economic Impact Study Page-5- The Clarington Experience survey was added to Clarington's mobile application. This survey collected similar information as the reflection surveys about people attending tourism events or attractions. In total we collected over 2000 Reflection surveys and Clarington Experience Surveys covering 24 Clarington events and attractions. Survey of Tourism Operators and Event Organizers: Tourism operators and event organizers received a Tourism Information form to complete. It included questions about: . s attendees the had over the past three years; 1. The number ofvisitor / y p Y , 2. The number of FTE staff they have over this period; 3. How much patrons typically spend; and, 4. Where their clients reside. In total,we received information from 21 tourism operators. In the case of operators or events that did not participate in the study, data was extrapolated from data on file and internet searches. It was then paired with data collected from patron surveys. These data were used to develop the following statistics: Number of persons, per venue per day: These are the number of people that tourism operators and event organizers provided (number of attendees for each of the past three years) Amount of money spent: Data from both attendees and operators was used to determine the estimated average amount of money that an attendee would spend directly at the venue. A portion was included to account for money spent outside the venue/activity but in support of attending the venue (such as food,gasoline or additional supplies (when applicable). i Location of Residence: From the combined data provided by operators and event/festival organizers; and the surveys of attendees. These data were divided into the follow categories: 1. Clarington Residents. 2. Living within one hour(radius) of Clarington 3. Living within the Greater Toronto Area (GTA) 4. Living in Southern Ontario (but not any of the areas listed above) 5. Living in'Central or Northern Ontario i 6. Living outside of Ontario I In cases where there were discrepancies between sources, large attendee survey data was weighted higher. However, for venues where small amounts of patron data was collected, operator statistics were weighted higher. In cases where data was not collected interviews were conducted with local experts to create a best estimate of the numbers required for the study. 16-60 Tourism in Clarington:An Economic Impact StudV Page-6- Events and Venues included in the study: Accommodations Bed & Breakfast Hotels Motels Agriculture/Markets Algoma Orchards Archibald Orchards& Estate Winery Pingle's Farm Market Prices Farm Market Tyrone Mill Camping/Parks Cedar Park Resort Central Lake Ontario Conservation Authority Darlington Provincial Park Festivals Apple Festival Newcastle Art Show&Sale Bowmanville Ribfest Doors Open Clarington Maple Festival Summer Fest Orono Fair Flea Markets/Antiques Courtice Flea Market Antiques in Clarington Large Scale Attractions Boots & Hearts Music Festival Canadian Tire Motorsport Park Museums/Galleries A Gift of Art Clarington Museums &Archives Visual Arts Centre of Clarington Recreation Boating/Marinas Winter Sports Fishing Golf Courses Sports Tournaments Zoos Bowmanville Zoo Jungle Cat World Table 1:Tourism Attractions/Event Included in the Study Given that the participating tourism attractions and events provided confidential information regarding their operations it was agreed that all data presented in this report would be combined as overall results or by sector. No individual tourism operations from this study will be reported. 16-61 C r Tourism in Clarington:An Economic Impact Study Page-7- i ( E Overall Statistics: Number of Visitors: ' i As specified in the methodology section of this report, our measure of number visitors is more precisely defined as the number of visits per person, per day, per venue. A person visiting a venue/event/activity more than once is recorded as a visitor each time. For example if one individual would have attended the Boots& Hearts Music Festival camping overnight on Saturday and Sunday that'individual would have been recorded as a two person visit. j i 2011 2012 2013 Per Person/Per Year 1,826,305 2,028,865 2,210,825 i Percent Change from the +11.1% +9.0% previous year Table 2: Calculated Number of Visitors by Year • Clarington's tourism traffic for 2013 was 2.2 million persons. • For the past two years tourism traffic has increased an average of 10%. 2013 Visits Split by Attendees'Residence I i Overall Clarington Within one Beyond One hour outside of Hour from Clarington Clarington Per Person/Per Year 2,210,825 742,474 769,439 698,912 Percentage from overall 34% 35% 32% Table 3: Calculated Venue Visits split by Broad Location Categories • Of the 2.2 million persons visits in 2013,34%were residents of Clarington. • Of the nearly 1.5 million visitors from outside Clarington, 52%of them lived within one hour of Clarington. • Major tourism contributors to the beyond one hour from Clarington visits comes from the large • scale events.at Canadian Tire Motorsport Park(race weekends and Boots & Hearts). Subtracting these two sources from the equation, 78%of the visits to Clarington tourism events or attractions are from Clarington Residents or from people living within one hour from Clarington. • When the beyond one hour away category is split by specific location, half are comprised of people living in the Greater Toronto Area (GTA). One quarter are from Southern Ontario,and the remaining from Ontario(beyond Southern Ontario), Canada (beyond Ontario)and visitors from other countries. I 16-62 i Tourism in Clarington:An Economic Impact Study Page-8- Within one hour outside of Southern Canada& Overall Clarington GTA Ontario Ontario International Clarington Per Year 2,210,825 742,474 769,439 345,554 192,821 101,114 59,424 Percentage from overall 34% 35% 16% 9% 5% 3% Table 4: Calculated Venue Visits split by Specific Location Categories Spending Statistics: By applying our spending survey statistics to the annual visitation calculations we are able to provide an estimate of the amount of revenue acquired by the Clarington tourism industry during 2013. Based on these statistics it is estimated that 140 million dollars was spent at tourism related venues and events in Clarington during 2013. This translates into$63 per person, per day. It is important to recognize that this figure was generated independent of the TRIEM (Ontario's Tourism Regional Economic Impact Model)which suggests that spending per visitor is$75. If we were to adopt the TRIEM statistic the estimated tourism spending would be approximately 166 million dollars in 2013. However,given that the spending calculations used in the current study were generated specifically based on primary survey data collected for each venue/event,the 140 million dollar figure is likely a more accurate measure of tourism revenue in Clarington. To put the of$140,000,000 figure into perspective, it translates into 460 homes purchased each at a price of$300,000. This is roughly equivalent to the average annual number of housing starts in Clarington over the past five years. Despite what appears to be a significant contribution, it actually represents 3.3%of Clarington's economy(based on Clarington's estimated GDP'). The tourism industry is 4.3%of the Canadian GD p2. In other words,the impact of Clarington's tourism industry is slightly below that of the Canadian average. In summary,Tourism does have an impact on the economy of Clarington. Though it contributes to a lower proportion of Clarington's economy than tourism does across the country,tourism in Clarington is growing at an average annual rate of 10% per year, which is 4% higher than the tourism growth rate across the country(a tourism growth rate of 6%2). If this rate of growth continues over the coming years, Clarington will meet and surpass the national average. 1 Estimated Clarington GDP Figures supplied by Economics PhD.Candidate Reed Collis 2 Canadian Tourism Commission—Report on Canada's Tourism Industry—March 2013 16-63 i r I Tourism in Clarington•An Economic Impact Study Page-9- Sector age-9- Sector Breakdowns: I In this section,tourism sector breakdowns are presented. This breakdown includes sector changes E over the past three years,where patrons/attendees within each sector reside,the estimated spending among patrons/attendees in each sector and the percentage of the tourism economy that each sector represents. j This breakdown highlights the imbalances that do exist within Clarington's tourism industry. Most of the growth that has occurred within the past three years has been in the Large Scale Attractions f Sector(+30%change). Large Scale Attractions and Recreation account for three-quarters of Clarington's Tourism economy. These two sectors also account for the majority of the long distance tourists. f C Average 2011 2012 1013 Change Agricultural 167,000 175,000 186,000 +6% /Markets Camping/ 258,000 265,000 272,000 +3% Parks Festivals 147,700 158,000 163,700 +5% Flea Markets/ 192,000 194,000 195,000 +1% Antiques Large Scale Attractions 350,000 485,000 590,000 +30% Museums/ 37,000 37,000 42,000 +7% Galleries Recreation 549,605 590,865 647,125 +9% E Zoos 125,000 122,000 115,000 -4% Table 5:Calculated Venue Visits Split by Year and Sector P I I i `M4 t 16-64 i r Tourism in Clarington:An Economic Impact Study Page- 10- Within one hour %of the Overall Clarington outside of GTA Southern Ontario Canada& Spending Tourism Clarington Ontario International Economy Per Year 2.210.825 742,474 769,439 345,554 192,821 101,114 59,424 of Overall 34% 35% 16% 9% 5% 3% Agricultural/Markets 186,000 94,600 61,900 15,520 7,760 3,720 2,500 $7,265,000 5% Camping/Parks 272,000 81,600 81,600 62,250 24,060 13,180 9,310 $10,220,000 7% Festivals 163,700 105,090 41,385 8,517 4,981 2,637 1,090 $4,769,500 3% Flea 195 000 29,250 136,500 9,750 9,750 7,800 1,950 Market/Antiques $5,850,000 4% Large Scale 590,000 69,000 198,000 157,000 103,000 48,500 14,500 $59,000,000 42% Attractions Museums/Galleries 42,000 29,900 8,400 2,440 420 420 420 $356,000 <1% Recreation 647,125 298,534 207,154 55,577 39,400 21,407 25,054 $49,712,500 36% Zoos 115,000 34,500 34,500 34,500 3,450 3,450 4,600 $2,300,000 2% Table 6: 2013 Calculated Venue Visits and Spending split by Tourism Sector Below are summaries for each tourism sector. Agriculture/Markets With 8%of Clarington's tourism patrons, agriculture and markets contributes an estimated 5% towards Clarington's tourism economy. It is comprised primarily of produce (fruits and vegetables) sold at seasonal markets(such as Price's,Wilmot Orchards and Algoma), markets that provide pick your own options as well (Watson's, Pingle's and Archibald's). The traditional agricultural markets are focused primarily on the local patrons and people living short distances away from Clarington. However, operations such as Archibald's (which includes a Winery and Golf Course)and Tyrone Mill (historical grist mill) are clearly positioned as attractions which draw people from distances away. Camping/Parks With 12%of Clarington's visitors, camping and parks contributes an estimated 7%towards Clarington's tourism economy. Cedar Park Resort and Darlington Provincial Park are both popular destinations and these operations have consistently been major players of Clarington's tourism mosaic for over twenty years. Cedar Park and Darlington offer both day activities and camping accommodations,while the Central Lake Ontario Conservation Authority areas strictly provide day use opportunities. The significant draw of visitors to this sector underscores that Clarington does represent an opportunity for people to enjoy outdoor activities and natural outdoor beauty close to large urban centres. Despite the relative sector strength the annual growth within this sector has been limited. 16-65 Tourism in Clarington:An Economic Impact Studer Paye-11- f Festivals i Clarington holds some of the finest festivals in Ontario. Tourists attending events like Bowmanville's Apple Fest frequently note that it is one of the best street festivals in Ontario. These events leave these visitors with a very positive impression of Clarington. In addition to Apple Festival the Bowmanville BIA's largest street festivals include Maple Festival and the newly revamped Summer Festival all of which attracted over 70,000 attendees in 2013. The Orono Fair(35,000 attendees in 2013), held the week after Labour Day, draws Clarington resident's and many from just north and east of the Municipality. i The inventory of Clarington annual festivals includes: Bowmanville Rotary Ribfest; Newcastle's Art Show&Sale;the Wooden Boat Festival; and Newcastle's Fall Festival and Orono's Chili Cook Off. With an estimated 7%of Clarington's tourism patrons, Festivals comprise 3%of Clarington's tourism economy.These events attract mainly Clarington residents, people living less than an hour away from Clarington and to a lesser extent, people living in the GTA. The majority of people who come from beyond the GTA frequently report that they attended the festival because they were in town visiting friends or relatives(VFR). Since these are single day or single weekend outdoor events, weather conditions can significantly impact both the numbers attending and revenue generated. Flea Market/Collectibles/Antiques With an estimated 9%of Clarington's tourism patrons the flea market/collectables and antique sector is dominated by the size and popularity of the Courtice Flea Market. This market has a large dedicated group of patrons primarily made up of people either living in Clarington or within an hour drive of the market. It does account for 4%of the tourism revenue in Clarington and this sector has experienced i consistent growth over the past few years. i Large Scale Events Large Scale Events in Clarington which includes Canadian Tire Motorsport Park race weekends and the j Boots and Hearts Music Festival account for 27%of Clarington's tourism patrons and 42%of Clarington's tourism revenue. The improvements made to the Canadian Tire Motorsport Park and a renewed promotional approach, plus the start of the Boots and Hearts Music Festival in 2012 and its expansion in 2013; has been the major reason why Clarington has experienced an average annual growth of 10%over the past three years. While most other sectors attract mainly Clarington residents, people living within one hour of Clarington, and people visiting area friends and relatives,the Large Scale Events attract a higher proportion of visitors from the GTA and across the province. However, less than 20%of race attendees who live further than an hour away, and less than 10%of Boots and Hearts attendees,venture beyond the park boundaries to visit or buy supplies in neighbouring communities. It is unfortunate that some events do not include Clarington in their promotion.All should be encouraged to include the Clarington brand in the future. �I 16-66 Tourism in Clarington:An Economic Impact Study Page- 12- Museums/Galleries With 2%of Clarington's tourism patrons and less than 1%of Clarington's estimated tourism revenue this sector is currently the smallest of the tourism sectors. In addition,the Museum and Gallery sector is primarily frequented by Clarington residents. However with the designation of Camp 30 as a National Historic Site (Heritage Canada)and a renewed interest in the arts in Clarington,this sector has the potential to become a major player in the Clarington's tourism mosaic. Recreation Recreation is the largest tourism sector in Clarington. It accounts for 29%of tourism related patrons in Clarington. Recreational fishing is a significant part of this sector. The many streams and off shore waters of Lake Ontario provide some of the best trout and salmon fishing in the province. A significant number of boaters docking at Clarington's marinas 380 slips (which are at capacity throughout the summer) come from Quebec. Marina fishing charters are busy throughout the summer providing services to these visitors. Information collected for this study comes from on a series of interviews with local sport anglers and their estimates of the number of people fishing, where they come from and how much money they spend in the community. It is clear that from the interviews conducted, that though fishing is a significant activity in Clarington, out of town anglers tend to fish and then leave. Only a small proportion of anglers.visit stores and restaurants in Clarington. G Other significant areas in recreational tourism are golf,skiing and sports tournaments.The latter is an area which has experienced significant growth as Clarington's sports organizations have matured and facilities capable of hosting tournaments have been built. Clarington Tourism and the Clarington Tourism Marketing Board have collaborated to produce the Between Games brochure to assist visiting teams find things to do while waiting for their next game.This sector remains under7 developed due to the reliance on volunteerism. Unfortunately one area not included in this study was cycling which has grown tremendously in recent year, throughout the municipality. Last year Tourism Clarington partnered with the local cycling associations to produce a map of cycling routes. This map proved to be very popular and has been reprinted more than once to meet request. Cycling has the potential of becoming a major component of the recreational tourism mosaic. Zoos One of the most famous operations in Clarington is the Bowmanville Zoo. This zoo has been in existence since 1919 and has been a major tourism player for most of that time. Along with Jungle Cat World the zoos of Clarington account for 5%of the annual tourism visits in Clarington accounting for an estimated 2%of Clarington's tourism revenue. This is a sector that has drawing power beyond the people living one hour away or less and draws extensively among people living in the GTA. This is however,the only Clarington tourism sector to be experiencing a consistent attendance decline (considered to be the impact of increased activism in the past year(e.g. elephants transported to California in 2013). 16-67 I Tourism in Clarington:An Economic Impact Study Pa e- 13- The Status of Overnight Accommodations in Clarington: Currently there are 181 over-night accommodation rooms in operation in Clarington. This consists of 52 bed and breakfast rooms and 139 hotel rooms(This includes the Holiday Inn Express,the Port Darlington Marina and the Liberty Inn). Throughout this study the Howard Johnson Hotel had been closed for renovations arid so their numbers are not included in this study. All accommodation operations report the summer as their busiest season. During major race weekends and the Boots& Hearts weekend,the majority are at capacity.Accommodations at the marina are reported as being at capacity throughout the summer(with the majority of these patrons being anglers/boaters from Quebec). Hotel accommodations.are also at capacity during sport tournaments as team organizers prefer to keep the teams together during the event. All accommodations report that overnight stays drop off significantly in the fall and winter. During these months, hotel and B&B stays are primarily business,visiting friends and relatives and winter sports tournaments. Data received suggests that the relationship between sports tournament organizers and local accommodations could be enhanced. Expanding Clarington's longer distance tourism segment is dependent upon an expansion of the overnight accommodation supply. Unfortunately the current demand for overnight stays in Clarington would not sustain an expansion of this industry. However, plans for the refurbishment of the Darlington Nuclear Power Plant, could increase the demand for overnight accommodations and it is possible that this demand could remain high for at least the next five years. The challenge for Clarington in order to attract new hotels and to ensure that these new facilities will be sustainable beyond the next five to ten years, will be to do the following: • Implement a tourism strategy that will increase long distance tourist traffic. • Strengthen all tourism sectors so that they are positioned to help increase the demand for overnight accommodations. I Employment and Infrastructure f According to statistics collected from the various surveys,tourism in Clarington accounts for over 600 jobs hired directly by tourism operators. This number has increased by an average of 5%over the past three years. Tourism in Clarington is a job creator. i There was not enough reliable data received that would allow for a strong statement about the amount of tourism related infrastructure that has taken place in Clarington over the past three years. Based on the information collected through the First Impression Community Exchange (FICE) program cited deficiencies included lack of public washrooms; directional signage and lack of established cycling lanes. Impact on other businesses A series of interviews were conducted with a wide range of Clarington based businesses in order to ascertain how businesses that are not directly associated with the tourism industry are affected by tourism events and attractions. Three categories of businesses were focused upon: Restaurants, retail and service businesses. 16-68 Tourism in Clarington:An Economic Impact Study Page-14- Restaurants: In discussions with a sample of Clarington area restaurants a couple of interesting themes emerged. Restaurants benefit from increased tourism traffic in two situations. 1. During and following community events and festivals; 2. During sports tournaments (especially restaurants close to arenas, baseball diamonds, soccer pitches and lacrosse and football fields)..Clarington Tourism and Clarington Tourism Marketing Board created the Between Games Brochure to assist visiting teams; Some restaurants did report traffic slowdowns during street festivals and larger events. Many report a desire to find appropriate ways to partner with community events and festivals. Retail: Retail establishments have reported an increase in sales in the lead up to significant events and festivals. Survey of event attendees suggest that stores that provide camping and food supplies, snack foods, alcohol and gas benefit the most. Services: There are a wide range of businesses that do benefit directly from the many Clarington events and festivals. These include but are not limited to: • Rental companies (tents, sound systems, etc.) • Security companies 0 Amusements/ride companies a Signs and copying and promotional businesses • Food suppliers,caterers and vendors • Taxi's • Sanitation related businesses In summary, the impact on Clarington's businesses that are indirectly related to the tourism industry is substantial. However, in conducting interviews and discussing the state of tourism in Clarington among community leaders it is clear that with simple initiatives,the benefits to indirect tourism businesses could be enhanced considerably. Creating Growth in Clarington's Tourism.Industry: In this paper the clear positives of Clarington's Tourism industry are highlighted. 0 In 2013 tourism related businesses had visits from 2.2 million people; • 140 million dollars was spent at tourism related venues and events($63 per person, per.day). • Over the past three years the tourism industry has grown an average of 10%annually. This is 4% higher than the tourism average across Canada. • Clarington's tourism industry accounts for over 600 direct jobs. • It also accounts for millions of dollars of business indirectly connected to tourism in Clarington Despite these impressive statistics,there are significant challenges to overcome and enhancements to 16-69 i Tourism in Clarington:An Economic Impact Study Page- 15- make in order to reach Clarington's true tourism potential. Consider that despite holding one of Canada's largest music festivals and despite Clarington being home to Durham Region's largest sports venue (Canadian Tire Motorsport Park),tourism accounts for 3.3%of Clarington's economy,where the national average for tourism is 4.3%. 70/ of tourism revenue comes from Clarington residents or people living within one hour of the Municipality (Visiting Friends & Relatives or VFRs). Longer distance tourists tend to come for special events and festivals (Apple Festival, Orono Fair), race weekends,the Boots & Hearts Music Festival or recreational/sports activities. Clarington has many tourism positives to build upon.This is a critical point in the development of the Municipality's tourism industry.To continue the strong growth and development all stakeholders need to collaborate, implement and follow through with a strategic plan that will enhance all tourism sectors. Based on the research conducted in this study, a series of recommendations are provided for consideration when developing Clarington's tourism strategy. To build a balanced and sustainable tourism approach, it is necessary to provide people with enough activities of interest to warrant visiting the area and to offer conveniently located accommodations for stays of multiple days in the area. i Based on the research conducted in this impact study, here are some ideas that could be considered when developing Clarington's tourism strategy. A Comprehensive and Integrated Agricultural-Tourism Strategy: There is significant potential for growth in the Agriculture and Farmers Market sector. Some ways that this could be accomplished include: • Pairing agricultural settings with educational stops along the many cycling trails that are being created j • Hosting innovative culinary events featuring locally grown produce • Partnering with artists, musicians and actors to create art galleries on farms or hold theatrical/musical events i All of these initiatives could feature the theme of the importance of locally grown produce and build an increased appreciation among attendees on the work that goes into growing these foods. To ensure this has the greatest impact it would be helpful to create a comprehensive agricultural- tourism strategy. The idea would be to have participating farms and markets implement a similar strategy providing tourists with a variety of agricultural tourism options to explore. I Enhancing Natural Areas, Trails and Camping in Clarington: The growth potential in Natural Areas,Trails and Camping could come from highlighting some of the natural beauty that can be found in Clarington open spaces and conservation areas. Taking a page from the City of Hamilton that promotes itself as the City of Waterfalls, Clarington is comprised of beautiful creeks and streams. A"Streamly Beautiful Clarington"campaign could take visitors to a number of beautiful points across the Municipality. A related tourism growth area for the this sector comes through the implementation of plans to link 16-70 Tourism in Clarington:An Economic Impact Study Page-16- trails across the Municipality. This could start with the linking of the Bowmanville Creek and Soper Creek to the Marsh Trail. A long term goal could be to link all of Clarington's trails together so that serious hikers/walkers'and cyclists could appreciate Clarington as a destination for multi-day hikes. The Collectables and Antiques Trail: To enhance the flea markets/collectables and antique tourism sector and encourage people to visit additional places to find collectables and antiques,this Trail (complete with directional signage)could be developed.This will allow visitors to travel their way around the Municipality stopping at various antique and collectable dealers. A trail guide downloadable from the Tourism Clarington website and mobile app would provide descriptions of what each stop along the trail has to offer. The antiques and collectable trail will encourage those who typically go to a single venue to check out others. Working with the Larger Scale Tourism Operators: There are many opportunities to increase the partnerships between local business and Clarington's tourism attractions/events.This collaboration would encourage people who attend these large scale events to also attend other events and businesses in Clarington. Promoting the Best Festivals&Fairs in the GTA Clarington holds some of the best festivals and fairs in Ontario. Initiating a broad promotional campaign highlighting the Clarington hospitality factor may attract the increased interest of visitors from surrounding urban areas who might be looking for warmer,friendlier opportunities to sample a different way of living. Creation of the Clarington's Arts&Culture Trail. Clarington has one of the most talented and creative arts communities in Ontario. In recent years collaborative efforts of the community has begun to build the foundation for art recognition in this municipality. This work would be enhanced by creating a partnership between A Gift of Art,the Visual Arts Centre and Clarington's Museums to work together to create an Arts and Culture Trail.The trail would direct people to galleries, artist and artisan studios and museums and locations of historical interest. Creating a Fishing Tourism Strategy: Recreational fishing has a large presence in Clarington. It may be advantageous to collect specific data about recreational anglers (where they come from;where they stay while; and where they spend their money(and on what) in the community.Stakeholders may want to consider collaborating on gathering this information in order to create that fishing-specific promotional campaign. . Expanding Accommodations Tourism in Clarington can only grow so.far without expansion of accommodations within the Municipality. Creating and implementing a strategic plan for tourism Will encourage the continued growth of tourism visitation and the demand for overnight accommodation. 16-71 i Clarington Corporate Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. i Report To: General Government Committee Date of Meeting: May 9, 2016 I Report Number: COD-009-16 Resolution: i File Number: By-law Number: I Report Subject: Joint Health and Safety Committee — 2015 Summary I I Recommendations: 1. That Report COD-009-16 be received; and i 2. That Council endorse the updated Health and Safety Policy and Statement I I i I i i f i t r P 16-72 f Municipality of Clarington Report COD-009-16 Page 2 Report Overview Updating Council on the 2015 activities related to the Municipality's Joint Health and Safety Committee and the annual statistics. 1. Background Report COD-009-16 has been prepared to provide Council with the annual update of activities undertaken by the Joint Health and Safety Committee during the past year. The Occupational Health and Safety Act requires the Joint Health and Safety Committee provide the employer with an annual update if requested. This report also provides a summary of incidents and accidents that occurred in the workplace during 2015. 2. 2015 Highlights 2.1 Review and Update of Corporate Health & Safety Policies Work has been progressing throughout the year to review and update the Corporate Health & Safety Policies. The.update and review process is ongoing in line with our continuous improvement plan. As part of this review is the Corporate Policy dealing with Harassment (Attachment#1) and the Health & Safety Policy Statement (Attachment #3). There are no major changes to either policy, they are updated to reflect review. 2.2 2015 NEER Statement Results Throughout the course of the year, the WSIB monitors the number of reported incidents and accidents. Employers are required to advise the WSIB of any injury that requires medical aid and/or lost time. The cost value of these claims is reported back to the employer quarterly in the form of a NEER statement. NEER is referred to as the New Experimental Experience Rating. The individual employer's performance is measured through the WSIB Performance Index utilizing the previous four (4) year injury history and are used in part to assess the employer's annual premiums. A rating of 1.0 is neutral; above 1.0 requires addition premium surcharges to be paid by the employer; and a rating below 1.0, the employer receives a refund of premiums. These adjustments are in addition to the base rate group premium of$2.88 per $100.00 of earnings which applied for 2015. WSIB has informed us that the base rate group premium of$2.88 will not increase for 2016. In December 2015 we received the final NEER results for 2014 showing us in a rebate situation. This indicated we performed much better than expected for the year. Our performance record showed one lost time injury for 2015. 16-73 kr I I Municipality of Clarington Report COD-009-16 Page 3 Rebates/Surcharges are continually adjusted based on individual claim activity for the previous four years (2011 through to 2014). In December of 2015 we received our four year NEER summary statement • For 2014 the rebate was $116,238 i • For 2013 the surcharge was reversed and in addition we received a credit adjustment of$49,895 for a total credit of$83,374 • For 2012 the review/adjustment decreased our 2012 rebate by $40,196 • For 2011 the review/adjustment decreased our 2011 rebate by $91; this resulted in a final rebate cheque in the amount of$159,325 i 3. Early and Safe Return to Work Program 3.1 All Departments continue to follow and have success with the Corporate Early and Safe Return to Work Program. In order to reduce lost earnings costs to the above noted NEER program, the WSIB encourages all employers to develop an Early and Safe j Return to Work program. The purpose of this program is for the employer to work with the injured employee to return to work as soon as possible after experiencing a work- related injury. I 3.2 In most cases, employees who experience a work-related injury return to work within 24 hours and do not incur lost wages. However, in more serious injuries, employees may not be able to perform their normal duties. In the past, those employees would have remained off work until they were able to return to full duties. The Early and Safe Return to Work Program allows the employer to offer the employee alternate duties that would be meaningful to the employer, and not cause any further injury to the employee. By doing so, the employee returns to work earlier than they normally may; the employee does not collect WSIB payment for lost wages and the employer does not incur increased WSIB premiums and/or NEER Surcharges. 4. Activities 4.1 The Joint Health and Safety Committee (JH&SC) is co-chaired by Municipal staff representing both management and workers within the Municipality. The committee represents management workers, Canadian Union of Public Employees Local 74 (both Inside and Outside Workers) as well as the Clarington Fire Fighters Association Local 3139. r f 4.2 The committee currently consists of 14 members (members list; attachment #2) plus alternate members who attend meetings in the absence of a JH&SC Member and assist with monthly facility inspections. i 16-74 Municipality of Clarington Report COD-009-16 Page 4 4.3 The municipal JH&SC members meet every month with the exception of July and August. All minutes are retained within statutory limits and current minutes are posted for all staff on the Health and Safety Boards located at every workplace within the Municipality. A typical agenda will include: • Agenda Review • Introduction of Guests • Department Head Presentation • Approval of Previous Minutes • Business Arising from Minutes • Review of Previous Month Workplace Inspections • Current Workplace Inspections • Accident/ Injury Statistics Review • New Business - Departmental Health/Safety Updates • Workplace Inspection Assignments 4.4 The JH&SC members also conduct monthly inspections of Municipal workplaces. On a monthly basis, there are at least fourteen inspections carried out by the JH&SC. The Occupational Health and Safety Act (OH&SA) states that all facilities must be inspected monthly; and where it is not practical to for a complete inspection, at least part of the facility must be inspected. In addition the requirement to inspect municipal work sites, all other municipally owned facilities (Board operated community centres) are inspected at least once per year. Inspection forms are also retained and the current forms posted on the JH&SC Boards for staff information. 4.5 In May and June of this year we will be conducting review training for all staff occupying supervisory roles (Managers, Supervisors, Lead Hands, Captains, Acting Captains and Eligible Acting Captains). The Municipality has a duty under the Occupational Health & Safety Act to ensure all staff occupying supervisory roles are, deemed competent as prescribed in the "Act". 5. Incidents and Accidents 5.1 Incidents and accidents are tracked and reported on a monthly basis to the Health & Safety Committee. The statistics are used to identify trends and opportunities improvement for training. Overall we experienced a fewer number of accidents in 2015 (58) as compared to previous years. Incidents include lifts, slips, falls, minor cuts and burns etc. 5.2 The Workplace Safety & Insurance Board (WSIB) requires employers to report a work related accident if the employer learns that a worker required health care and/or; is absent from work, earns less than regular pay, requires modified work at less than regular pay, or the worker does not receive medical attention but requires modified work for more than seven calendar days following the date of the accident. Employers are not required to report a work related accident if the worker receives only first aid. The 16-75 i i Municipality of Clarington Report COD-009-16 Page 5 i l Municipality's reportable accident rate was slightly lower in 2015 as compared to 2014 as shown in the chart below. It must be noted that in 2015 that the Municipality recorded one lost time injury which was lowest the number of lost time accidents recorded since 2002 which is as far back as records were readily available. I REPORTS TO WSIB 2014 2015 I Medical Aid 18 22 Lost Time 7 1 TOTAL 25 23 I These 23 reported injuries are included in the statistics total noted in 5.1 5.3 WSIB Presumptive Claims i WSIB Presumptive Claims Under Review Approved Denied 2012 1 2013 G 2014 1 2015 2 2016 (to date) 1 1 The total WSIB payout to date on presumptive cases is $132,500. The NEER rating program automatically excludes the costs of claims arising from long- latency diseases from its calculations such as those that would fall in line with the prescribed cancers covered under the presumptive legislation. There has been a recent addition of Post-Traumatic Stress Disorder (PTSD) to presumptive legislation, but it has not yet been confirmed if this will impact our NEER. f 6. Comments 6.1 Support for the Health and Safety Program within the Municipality has been endorsed by all staff from the part-time occasional staff member to full time staff, supervisors, managers, department heads, CAO and Council. This support has been demonstrated by our ongoing annual Neer rebates helping to reduce WSIB costs. Continued support for staff training programs and awareness will continue to reduce injuries and costs within the workplace. 7. Proposal Not Applicable. 16-76 �' Municipality of Clarington Report C®D-009-16 Page 6 8. Concurrence This report has been reviewed by Mike McCron and Marc Ladouceur Joint Health and Safety Co-chairs. 9. Strategic Plan Application Not Applicable. Submitted by: Reviewed � _- a ie Marano, H.B.Sc., - ranklin Wu Director of Corporate Services/ Chief Administrative Officer Human Resources Staff Contact: Mike McCron, Health & Safety Coordinator 905-623-3379 ext. 2204 or mmccron@clarington.net Attachments: Attachment 1 — Policy E-5 Workplace Harassment - 2015 Attachment 2 —Joint Health & Safety Committee Members — 2016 Attachment 3 — Health and Safety Policy Statement - 2016 MM/MM/gj 16-77 Attachment#1 to Report ® COD-009-16 Corporate PoliCy (Leading the Way POLICY TYPE: Working Conditions and Programs POLICY TITLE: Harassment POLICY#: E5 POLICY APPROVED BY: Chief Administrative Officer EFFECTIVE DATE: April 28, 1997 REVISED: October 14, 2015 APPLICABLE TO: All Employees and Elected Officials The Corporation 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 (H-8 Workplace Violence). 1. Purpose: j 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 harassing another individual, and are aware of their responsibilities in maintaining a harassment free workplace 2. Definitions C I 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 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, citizenship, 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. E5 - Harassment Page 1 of 8 16-78 Corporate Policy Leading the Way 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 grant 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, attire 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 work with an employee because of his or her racial or ethnic background • Any other situation as defined by the prevailing Human Rights Code c) Workplace Harassment • Physically abusive or aggressive behaviour such as pushing, hitting, 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 E5 - Harassment Page 2 of 8 16-79 I Corporate Policy Leading the Way • Making false allegations in memos or other documents • A supervisor undermining the victim's efforts by setting impossible goals and deadlines and impeding an employees efforts at promotions or transfers • Persistent excessive and unjustified criticism and constant scrutiny by a supervisor 2.4 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 3. 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 free environment, as specified in the prevailing Ontario Human Rights Code and the Occupational Health & Safety Act. 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, i 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 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. E5 - Harassment Page 3 of 8 16-80 Corporate Policy Leading the Way 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 involvement. 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 — Keep 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 not 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 E5 - Harassment Page 4 of 8 16-81 E Corporate Policy Leading the Way offending person is the CAO, the Human Resources designate has the ability to advise Council in a confidential report. i b) If the complaint is against a member of Council, an independent investigation will be conducted, with the report going to the CAO, who is authorized to advise j Council of the independent results. 4 c) Once the complaint is received, if verbal, Human Resources will document the f 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. j d) Where a manager or supervisor initially receives the official complaint, it 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. I 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. I 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 #1 — 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 i). A confidential interview 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 j interviewed. Where witnesses are not identified, or where otherwise E appropriate, co-workers or other individuals may be interviewed. All interviews will be conducted in a confidential manner. i ii) The results and conclusions of the investigation will be documented after j 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 E5 - Harassment Page 5 of 8 16-82 Corporate Policy Leading the Way 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 may be 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. 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. 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. 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 appropriate, 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 findings and conclusions of the investigation. Separate meetings may be convened if necessary and all parties have a right 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 Officer, Director of Corporate Services/HR, Department Head the complainant and the respondent as they are affected by the outcome. Documents are retained by Human Resources and detailed notes are not provided to complainant or respondent. E5 - Harassment Page 6 of 8 16-83 Corporate P®IICy Leading the Way i 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 j 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 Services/HR and/or CAO as appropriate. Documentation regarding the disciplinary action will be placed in the employee's personnel file. Step #2 — Preventing a Re-Occurrence a) If the complaint is found to be not supported, no documentation of the complaint will be placed in the employee file of the.respondent, unless the respondent requests a letter of clearance stating the claim was unfounded be placed into their 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: I 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. i 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. E5 - Harassment Page 7 of 8 16-84 Corporate Policy Leading the Way d) You are entitled to know the allegations against you and to have an opportunity to respond. e) Document your version of the alleged incident including times, places, what happened and any witnesses. f) Cooperate with any investigation undertaken to resolve the matter. E5 - Harassment Page 8 of 8 16-85 r � ® Attachment#2 to Report COD-009-16 i Leading the Way JOINT HEALTH AND SAFETY COMMITTEE MEMBERS 2015-2016 (All phone numbers are Area Code 905 NON-AFFILIATED MEMBERS ALTERNATES Ext Ext Mike McCron** 6233379 Nancy Taylor 6233379 Corporate Services— 1St Floor MAC X2204 Finance— 1St Floor MAC X2602 Len Hunter 4351061 Mark Berney** 6233379 Community Services—SCA x222 Emergency Services—HQ X2803 Rob Groen** 623-3379 Jenny Bilenduke** 6233379 i Operations — Building Services X2920 Engineering—3rd Floor MAC X2301 Marie Marano 6233379 Lockie Longhurst** 263-2291 Corporate Services- 1St Floor—MAC X2202 Operations— Hampton I X535 Lori Gordon** 623-3379 Ken Ferguson 623-5728 Finance— 1St Floor MAC X2604 Community Services- RRC x630 Gord Weir** 623-3379 Gerry Jordan 6233379 Emergency& Fire Services—HQ X2802 Corporate Services— 1St Floor MAC X2201 Lisa Wheller 623-3379 Steve Myers** 435-1061 Corporate Services— 1St Floor MAC X2205 Community Services—SCA x230 AFFILIATED MEMBERS ALTERNATES Marc Ladouceur** Co-Chair 623-5126 Stewart Richardson 623-5126 Emergency& Fire Services Emerge c & Fire Services Mike Bourke** 263-2291 Cody Tamlin 263-2291 Operations - Hampton . Operations - Hampton Chris Welsh** 435-1061 Tom Stout 263-2291 j Community Services—South Courtice Arena Operations - Hampton Ian Laflamme** 987-5667 Tim Welsh 623-3379 Community Services- NDRC Operations— Building Services X2925 Michael Ste.Croix** 623-3379 Dustin Forsey 263-2291 Finance-MAC X2616 Operations—Hampton Alison Jeschke 623-3379 Rob McKay 263-2291 Corporate Services -4t" Floor MAC X2215 Operations-Hampton Jennifer Delaney* 623-3379 Dan Worrall** 623-5126 Emergency& Fire Services 2809 Emergency& Fire Services Secretary Alternate Lindsey Patenaude 6233379 Gerry Jordan 623 3379 Clerk's—2nd Floor-MAC X2117 Corporate Services— 1St Floor MAC X2201 Advisor Franklin Wu — CAO 6233379 CAO's Office—3rd Floor- MAC X2002 Meeting Quorum: 5 Affiliated and 4 Non-Affiliated Members and/or Alternates * Certified Members -Part 1 Effective Date: January 2016 **Certified Members— WPS (Bold) J:\HEALTH&SAFETY\Committee\JHSC Members.doc f I, 1.6-86 i Attachment#3 to Report COD-009-16 COnPoratO Polio 4... Leadingthe'Way POLICY TYPE: Health and Safety POLICY TITLE: Health &Safety Policy Statement f POLICY#: H-13 1 POLICY APPROVED BY: Chief Administrative Officer EFFECTIVE DATE: February 28, 2006 l REVISED, January 11, 2016 APPLICABLE TO: All Employees i The Municipality of Clarington is committed to the protection of our employees and property from accidental loss. We believe that this is critical to the success of our business and our goal is zero incidents of injury, illness or damages. We believe an accident free workplace is possible. The Health and Safety of our employees is of the utmost importance in.all -of our operations, and is a shared responsibility, which must be accepted. by everyone in our workplace. A successful. safety program and a safe workplace depends on concern and commitment from all personnel. The responsibility for Health & Safety ultimately rests with senior management, .but managers and supervisors at all levels will be held accountable for th.e safety performance of their employees. However, all employees have the responsibility of working safely and protecting the lives and health of themselves and their fellow workers. Being alert to unsafe conditions or practices, looking out for fellow employees and reminding them when they do something unsafe, as : well as reporting unsafe conditions is imperative, if we are to achieve our goal. In support of these beliefs, we'must accept our responsibilities to minimize risk and injuries to our fellow workers, the public we proudly serve, and to ourselves. Health & Safety must be inour thoughts 24 hours a day, seven days a week. !' We must meet, and wherever possible exceed, the requirements of all applicable health and safety , legislation/regulation, our own standards and work procedures, along with applicable industry ``! standards. Contractors will be held accountable for all infractions of their workers. Contractors and their workers who do not follow the Health & Safety program of the Municipality of Clarington will be asked to leave the work site. By accepting these responsibilities and through active participation and co-operation we will together achieve our goal-for a safe, healthy and productive work environment. Our Health and Safety Program Manual and policies will be subject to annual review.. For The Municipality (() aForT & Safety Committee Franklin Wu, Chief Administrative Officer Mike McCron, Non Affiliated Co-Chair Marc ur, Affiliated Co-Chair 16-87 Clatrington Corporate. Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Government Committee Date of Meeting: May 9, 2016 Report Number: COD-010-16 Resolution: File Number: CL2016-2 By-law Number: Report Subject: Jackman Road Reconstruction Recommendations: 1. That Report COD-010-16 be received; 2. That Bennington Construction Inc. with a total bid amount of$1,118,061.34 (net H.S.T. Rebate), being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2016-2 be awarded the contract for road reconstruction work on Jackman Road as required by the Engineering Services Department; 3. That the funds required for this project in the amount of$1,355,000.00 (net HST Rebate), construction costs of$1,118,061.34, and other related costs such as survey, design, contract administration, utilities relocations, materials testing and contingencies of $236,938.66 be drawn from the following accounts: Jackman Road Reconstruction 110- 32-330-83424-7401 $ 607,000.00 (2014 & 2015) Boundary Road Rehabilitation (2015) 110-32-330-83435-7401 $ 28,000.00 Pebblestone Road Rehabilitation (2014) 110-32-330-83429-7401 $ 80,000.00 Durham Region's Portion $640,000.00 i j I 16-88 Municipality of Clarington Report COD-010-16 Page 2 Report Overview To request authorization from Council to award Tender CL2016-2 for road reconstruction work on Jackman Road 1. Background Tender specifications were prepared by CIMA and provided by the Engineering Services Department for the road reconstruction work required on Jackman Road from Bowmanville Creek to Scugog Street. Tender CL2016-2 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. Fifteen (15) companies downloaded the document. The Tender closed on Thursday, April 14, 2016. 2. Jackman Road Reconstruction Three submissions were received in response to the tender call. Bids were reviewed and tabulated (see Attachment 1). All submissions were deemed to be compliant. After review and analysis of the submissions by the Consultant, Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Bennington Construction Inc. be recommended for the award of contract CL2016-2 for the completion of the road reconstruction on Jackman Road. Bennington Construction Inc. has done work for the Municipality in the past and the level of service has been satisfactory. 3. Financial and Budget Considerations The cost for this project is $1,355,000.00 (net HST Rebate) which includes construction cost of $1,118,061.34 and other related costs such as survey, design, contract administration, utilities relocations, materials testing and contingencies of$236,938.66. The Region of Durham will be funding $640,000.00 (Net HST Rebate) which represents the cost of the watermain servicing and their contribution to the road related items associated with the work they require. The Municipality's portion will be $715,000.00 (net HST Rebate). There was a budget shortfall of$108,000.00 for the project due to higher than anticipated price and an increased scope of work. Pricing for roadwork has seen an increase recently due to the increase in road work being done on Highway 407 and other projects within the area. It is recommended that that shortfall be funded from the unexpended funds in the Boundary Road and Pebblestone Road accounts. 16-89 Municipality of Clarington Report COD-010-16 Page 3 Funding required for this project will be drawn from the following Engineering accounts: Jackman Road Reconstruction 110- 32-330-83424-7401 $ 607,000.00 (2014 & 2015) Boundary Road Rehabilitation (2015) 110-32-330-83435-7401 $ 28,000.00 Pebblestone Road Rehabilitation (2014) 110-32-330-83429-7401 $ 80,000.00 Queries with respect to the department needs should be referred to the respective Department Head. 4. Concurrence This report has been reviewed by Tony Cannella, Director of Engineering Services who concurs with the recommendation. 5. Conclusion It is respectfully recommended that Bennington Construction Inc. with the lowest compliant bid of$1,118,061.34 (net H.S.T. rebate) be awarded the contract for the Jackman Road Reconstructions as per the terms, conditions and specifications of Tender CL-2016-2. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: f Reviewed by: Marie Marano, H.B. Sc., C.M.O. ranklin Wu, Director of Corporate Services Chief Administrative Officer I Nancy Taylor, BBA, CPA, CA., Director of Finance/Treasurer Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or dferguson@clarington.net Attachments: Attachment 1 —Tabulation of Bid Summary Attachment 2 — Memo from Engineering MM/DF/sm 16-90 Attachment 1 to Municipality of Clarington Report COD-010-16 City-MOOR Municipality of Clarington Summary of Bid Results Tender CL2016-2 Jackman Road Reconstruction Bidder Total Bid Total Bid (including HST (net HST Rebate) Bennington Construction Inc. $1,241,551.89 $1,118,061.34 Northland Paving $1,387,832.10 $1,249,785.79 Coco Paving $1,547,848.36 $1,393,885.39 16-91 Attachment 2 to. Municipality of Clarington Report COD-010-16 i I ClaFftWR i MEMO TO: David Ferguson, Purchasing Manager I r FROM: Ron Albright, Assistant Director, Engineering Services i DATE: May 2, 2016 RE: Jackman Road Reconstruction CL2016-2 i i i The Engineering Services Department has reviewed the submissions for CL2016-2 and offers the following comments. The limits of the project are Jackman Road from Bowmanville Creek to Scugog Street, in Bowmanville. Prior to completing the design, a Public Information Centre was held on February 24, 2016 to review the project with the public and to get their input regarding the proposed works. The Municipality of Clarington is working in cooperation with the Region of Durham, who will be replacing the watermain as part of this project. Jackman Road is currently constructed to a semi urban cross section with some storm sewer and sidewalk. Upon completion of the works, Jackman Rd will be reconstructed to an urban standard with new concrete curb and gutter, storm sewer, granular road base and asphalt. The section of road from.the bridge over Bowmanville Creek to 140 m east of the bridge will be constructed to a rural standard. The low bidder on this contract was Bennington Construction Ltd. Based on past experience with this contractor, we recommend the contract be awarded to Bennington Construction Ltd. in the amount of$1,241,557.89 inclusive of HST, or$1,118,061.34 net of HST'rebate. i The portion of the contract that will be funded by the Region of Durham is $596,419.59, inclusive of HST, or $537,094.32 net of HST rebate, which represents the cost of the watermain servicing and their contribution to the road related items associated with their works. The portion of the contract that will be funded by the Municipality is $645,138.30 inclusive of HST, or $580,967.02 net of HST rebate. . I 16-92 (, Attachment 2 to Municipality of Clarington Report COD-010-16 Jackman Road Reconstruction, CL2016-2 2 May 2, 2016 A contingency amount of approximately 10% of construction costs is required for this project, based on past experience. Therefore, including other costs such as survey, design, inspection, contract administration, material testing, contingency and net HST costs, the Engineering Department advises of the following funding for Clarington's share of the project. Construction Cost, Based on Low Bid (net of HST) $580,967.02 Other Costs (net of HST) $134,032.98 Total Project Cost $715,000.00 Allocated Financing Jackman Road Reconstruction (2014 & 2015), 110-32-330-83424-7401 $607,000.00 Boundary Road Rehabilitation (2015), 110-32-330-83435-7401 $28,000.00 Pebblestone Road Rehabilitation (2014), 110-32-330-83429-7401 $80,000.00 Total Allocated Financing $715,000.00 ' A more detailed breakdown to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). There was a budget shortfall for the project due to higher than anticipated prices and an increased scope of work. Prices for roadwork have been increasing recently due to the amount of work being done on Highway 407 and other projects in the area. The project was expanded to include the construction of a turn-around for service vehicles at the west limit of the project, and more curb and drainage improvements were required than anticipated. It is recommended that the shortfall be'funded from the unexpended funds in the Boundary Rd and Pebblestone Rd accounts. Considering all project costs, there is sufficient funding available and the Engineering Dept, recommends that the Purchasing Dept. move forward with award of the contract based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. 16-93 Attachment 2 to Municipality of Clarington Report COD-010-16 Jackman Road Reconstruction, CI_2016-2 3 May 2, 2016 Regards, Ron Albright, P. Eng. Assistant Director, Engineering Services RA/sb/n Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services 1g O I/ MA Y 1 ILL N W DAtEYAV j QW �ESRACOURT LONGWORTO=AVENUE LP h 0 6� �„EOLILEVARD P l9 I f = SAWMLL FOVRTN STREET COURTFTM LP171E1l1M'E d9crgy,NRMn W PRryATEI t) g SUMMERFI RIT S i LTHI ID,ST Trmi FREORICKAVENUE VETERANS VE j LW WE CT L ' ff -iw f j � tNDSTREE7 N EDSALLAVENUE s D JACKMAN ROAD RECONSTRUCTION s w Q � �;FIRSTST i i i 16-94 k i Clarington j Corporate Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Government Committee Date of Meeting: May 9, 2016 i Report Number: COD-011-16 Resolution: File Number: RFP2016-1 By-law Number: i Report Subject: Multi-functional Digital Copiers Recommendations: 1. That Report COD-011-16 be received; 2. That the proposal received from Toshiba of Canada Limited being the most responsive bidder meeting all terms, conditions and specifications of RFP2016-1 be awarded the contract by the Purchasing Manager for the supply and maintenance of Multi-functional Digital Copiers as required by the Municipality of Clarington for a five year term. The estimated annual value of the contract is approximately $65,162.12 (net HST Rebate); and 3. That the funds be drawn for the current operation budget account# 100-16-130-00000- 7152. i t f E i I E i 16-95 j Municipality of Clarington Report COD-011-16 Page 2 Report Overview To request authorization from Council to award Request for Proposal RFP2016-1 for the supply and maintenance of Multi-functional Digital Copiers as required by the various Municipal departments for a five year term. 1. Background A Request for Proposal (RFP) was drafted for the supply and maintenance of Multi- functional Digital Copiers as required by the various departments of the Municipality of Clarington. RFP2016-1 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. The RFP was a two envelope system. Notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. Nine (9) companies downloaded the document. The RFP closed on Tuesday, March 15, 2016. 2. Multi-functional Digital Copiers The RFP stipulated that bidders were to provide their ideas/suggestions on how the Municipality of Clarington could best meet their copying, scanning and printing requirements for the various departments. Three (3) submissions were received by the closing date and time. Each submission contained a comprehensive proposal addressing issues contained within the bid document including copying speeds, scanning capabilities, fax options, service response times, etc. The submissions were reviewed by an evaluation team consisting of staff from the Clerk's Department, Corporate Service's Information and Technology Division as well as Purchasing Services Division. The submissions were reviewed and scored based on the criteria contained within the RFP. Some of the areas on which the submissions were evaluated were as follows: • Previous Experience • Features of the Proposed Equipment • Training means and methods • Service Response time Upon completion of the evaluation only Toshiba of Canada Ltd. and Xstream Services/Xerox met the established threshold of 85% for Phase 1 and moved on to the second Phase. 16-96 Municipality of Clarington Report COD-011-16 Page 3 Both Toshiba of Canada Ltd. and Xstream Services/Xerox provided a product demonstration and presentation. The purpose of the product demonstration and presentation was to ensure that the equipment lived up to the functionality and expectations as stated within the submission, as well as to ensure the following: • Validation of the Company's understanding of the Scope of Work/ specifications; Details on the Proposal's value added components. • Proposed Solution, product/equipment demonstration. • Functionality (demo) such as templates, forms, workflows, scanning, etc. • Equipment performed as stated without issue with results as stated. • Equipment had the features and functionality as described. • Print copies met expectations and was demonstrated on a variety of different paper stocks. i.e. cardstock, envelopes, labels. • Access to reports was demonstrated and met expectations. • Consistency with written proposal. Upon completion of Phase 1 and Phase 2 both Toshiba of Canada Ltd. and Xstream Services/Xerox moved onto Phase 3 —The Pricing Evaluation. The pricing envelopes for Toshiba of Canada Ltd. and Xstream Services/Xerox were opened and checked. Upon completion of all three Phases it was determined that Toshiba of Canada Ltd. provided the lowest overall costing for the RFP for the supply and maintenance of Multi-functional Digital Copiers, i i 3. Financial and Budget Considerations r The estimated annual cost of approximately $65,162.12 has been based on a cost-per- f copy basis. Note that the aforementioned annual cost may vary slightly depending on the final number of pieces of equipment which require the addition of a three-hole punch finisher. This cost includes the equipment, toner and service/maintenance. Not included in the aforementioned cost is the cost for staples and paper. The required funds will be drawn from the various year's current Budget Accounts. j i The overall estimated contract pricing received represents an approximate savings of approximately 35% over the current agreement with Ricoh Canada established in 2010. Queries with respect to the department needs should be referred to the Director of Corporate Services. i 4. Concurrence i This report has been reviewed by Anne Greentree, Municipal Clerk who concurs with the recommendation. i 16-97 !' Municipality of Clarington Report COD-011-16 Page 4 5. Conclusion It is respectfully recommended that Toshiba of Canada Ltd. being the most responsive bidder be awarded the contract for a five year term for the supply and maintenance of Multi-functional Digital Copers as per the terms, conditions and specifications of RFP2016-1. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Reviewed by. Marie Marano, H.B. Sc., C.M.O. Franklin Wu, Director of Corporate Services , 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 MM/DF/sm 16-98 1 Attachment 1 to Municipality of Clarington Report COD-011-16 i cityboon i Municipality of Clarington Summary of Submissions Received RFP2016-1 I Multi-functional Digital Copiers i Bidder Toshiba of Canada Limited Xstream/Xerox Ricoh Canada *Bidders who were shortlisted. f I: i I" 16-99 j P j 4 i Finance Department Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Government Committee Date of Meeting: May 9, 2016 Report Number: FND-007-16 Resolution: File Number: By-law Number: Report Subject: BUILDING PERMIT FEES ANNUAL REPORT FOR 2015 Recommendations: 1. That Report FND-004-16 be received for information. i i L i I i' 17-1 Municipality of Clarington Report PAID-007-16 Page 2 Report Overview This report complies with the Building Code Act reporting requirements for Building Permit Fee. Based on the review, there are no adjustments required to the building fees. 1 . Background and Comment 1.1 Under the Building Code Act, 1992 and the passing of subsequent amendments and Ontario Regulation 350/06, municipalities are required to prepare an annual report that records the amount of building permit fees collected and the costs incurred during the process. Division C Part 1 Section 1.9 of the Building Code specifies what is to be included in the annual report as follows: (1) The report referred to in Subsection 7 (4) of the Act shall contain the following information in respect of fees authorized under Clause 7 (1) (c) of the Act: (a) total fees collected in the 12-month period ending no earlier than three months before the release of the report, (b) the direct and indirect costs of delivering services related to the administration and enforcement of the Act in the area of jurisdiction of the principal authority in the 12-month period referred to in Clause (a), (c) a break-down of the costs described in Clause (b) into at least the following categories: (i) direct costs of administration and enforcement of the Act, including the review of applications for permits and inspection of buildings, and (ii) indirect costs of administration and enforcement of the Act, including support and overhead costs, and (d) if a reserve fund has been established for any purpose relating to the administration or enforcement of the Act, the amount of the fund at the end of the 12-month period referred to in Clause (a). (2) The principal authority shall give notice of the preparation of a report under Subsection 7 (4) of the Act to every person and organization that has requested that the principal authority provide the person or organization with such notice and has provided an address for the notice. 1.2 The requirement to issue an annual report on building permit fees came into effect for the 2006 year which means the first report was required by March 31, 2007. It is unclear in the regulations as to how the annual report is to be reported; i.e. via Council meeting, newspaper advertising, municipal website, etc. 1.3 In accordance with the Building Code Act as amended, staff have prepared this report to Council on an informational basis and Attachment "A" will be posted on the municipality's website. 17-2 i Municipality of Clarington Report FND-007-16 Page 3 1.4 In 2015, the new residential building permits issued were higher than anticipated providing a total building permit revenue of $2,273,767 creating a surplus of $262,831 after reducing the total revenue by the direct and indirect expenses as outlined on Attachment "A". 1.5 As the building permit surplus funds are to be segregated from the general funds of the municipality, the surplus of $262,831 was transferred to the Building Division reserve fund leaving the surplus/deficit for December 31 ' 2015 as nil. 1.6 In December 2011, the building permits increased significantly due to the effect of the building code change effective January 1, 2012. 1.7 During the 2015 year, the Engineering Department advised Council through the monthly building permit activity report that the building permits issued in 2015 were going to be higher in comparison to the 2014 year. 1.8 The total number of all types of building permits issued in 2015 was 1,196 compared to 1,176 in 2014 which translates into 2% increase in 2015. i 1.9 The total number of new residential building permits issued in 2015 was 933 compared to 657 in 2014 which translates into 42% increase in 2015. 1.10 The below graph illustrates the number of permits for all types and new residential for the last 8 years. The 2011 figure is unusually high due to the effect of the building code change effective January 1, 2012. _--------- __._._______ _.-----_.-----_..._.__. Building Permits 1400 -;_..._.._.___._____.__._.._.__---.____._.._ I 1188 1176 1196 j 1200 1042 1056 1000 950_ _. - _ _. - - -- - - 959 _ 33..- 63 N i 800 57 a 93 643 93 n All Types of Permits 36 0 600 39 New Residential Permits 400 74 200 . t i 0 - - . .- ----- --- 2008 2009 2010 2011 2012 2013 2014 2015 Year 17-3 Municipality of Clarington Report FND-007-16 Page 4 2. Concurrence Not Applicable 3. Conclusion 3.1 Attachment "A" is a summary of the 2015 building permit fees revenue and related expenditures with the expenses broken down into direct and indirect costs along with the balance of the building division reserve fund. 3.2 It is not necessary to adjust the building fees as the Building Fees By-Law #2011-036 contains a clause to increase building fees by three (3) percent annually effective January 1St each year. 4. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. r , Submitted by: �'''',/. ' %%,�Z'� Reviewed by: Nancy Taylor, BA, CPA, CA Franklin Wu, Director of Finance/Treasurer Chief Administrative Officer A.S. Cannella, C.E.T. Director of Engineering Services. Staff Contact: Lori Gordon, Deputy Treasurer, 905-623-3379 ext. 2604 or Igordon@clarington.net Attachments: Attachment "A" — Summary of 2015 Building Permit Fees Revenue & Expenditures There are no interested parties to be notified of Council's decision. NT/LG/hjl 17-4 Attachment A Report FND-007-16 Municipality Of Clarington Building Permit Fee Annual Report for 2015 Revenues Total Building Permit fees collected during 2015 year under the Municipality of Clarington's Bylaw Number 2011-036, as amended is $2,273,767 Total Revenues: $2,273,767 i Expenses Direct Costs: Direct costs are deemed to include the costs of the Building Division of the Engineering Department for the processing of building permit applications, the review of building plans conducting inspections and building-related enforcement duties. Total Direct Costs: $1,406,175 Indirect Costs: Indirect costs are deemed to include the costs for support and overhead services to the Building Division. Total Indirect Costs: $604,761 Transfer to Reserve Fund: $262,831 Total Expenses: $2,273,767 l Surplus/deficit as of December 31, 2015: Nil Statement of Reserve Fund: Building Division Reserve Fund balance as of December 31, 2015 is $1,355,441 I` Note: Unaudited Figures 17-5 3 < fg Finance Dep 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: May 9, 2016 Report Number: FND-008-16 Resolution #: i File Number: Dy-law Number: i Report Subject: Financial Update as at March 31, 2016 Recommendations: c i 1. That Report FND-008-16 be received for information. i I I I r I f i i" I= 17-6 I Municipality of Clarington Report FND-008-16 Page 2 Report Overview The purpose of this report is to update Council on the overall budget variances as of March 31, 2016 as well as other financial indicators such as taxes receivable, reserve fund investments, debt and development charges collected. 1 . Background 1.1 The financial update report has been designed to focus on overall budget variance reporting. 2. First Quarter of 2016 Results 2.1 Attachment 1, Summary of Operating Expenditures and Revenues compares the Municipality's budget to actual posted expenditures as of March 31, 2016. This statement reflects the Municipality's operating budget only and excludes year to date expenditures for the consolidated hall/arena boards. Year to date expenditures as of March 31, 2016 totalled $17,786,293 which represents 92.6% of the first quarter 2016 budget. Year to date revenues totalled $30,106,247 which represents 103.7% of the first quarter 2016 budget. 2.2 Attachment 1 is intended to provide an indication of the status of the Municipality's operating accounts compared to the approved budget as at March 31, 2016. Many departments are affected by high levels of activity during the specific times of the year. For example, some activities are seasonal in nature, such as ice rentals and winter control which result in a fluctuation of the timing of the recognition of revenue and expenses. The budget is allocated monthly based on the prior year actual monthly distribution. In cases where there is no prior year history, the monthly allocation is divided equally over the 12 months. While this is the best method available to reflective of seasonal trends, some municipal activities have significant variations from year to year, such as the Legal and Planning Services revenues. Due to these timing differences, this statement cannot be used in isolation. 2.3 As of March 31, 2016, the operating budget is well within the first quarter budgeted allocation. Monthly trial balance reports are sent to each department for regular review. Revenues and expenditures that have a variance either above or below budget that are noteworthy are discussed in this report. 2.4 The Administrator's office net expenditures are on target at 92.6% as of March 31, 2016. As noted in previous reports, the Port Granby expenditures and recovery of these expenditures is now monitored by the Corporate Initiatives Officer. The higher revenues can be attributed to the Port Granby project. 2.5 The net expenditures of the Legal Department are at 82.7%. As noted in 2.2 the timing of some municipal activities vary from year to year and the monthly budget allocation may not reflect this year's timing. The first quarter figures cannot be 17-7 i Municipality of Clarington Report FND-008-16 Page 3 extrapolated to the balance of the year. Future quarterly reports will reflect a more complete update on the Legal revenues and expenditures. 2.6 Corporate Services net expenditures are at 93.4% of the first quarter budget. The revenues are higher than budgeted at 260.8% due to advertising revenues. This could be due to timing of these revenues. As of the first quarter, advertising revenues are at 63.7% of the total 2016 budget. i 2.7 The Clerks department net expenditures are at 103.2% as of March 31, 2016. The first quarter revenues are at 113.8% of the first quarter budget. This is due to the higher than budgeted parking revenues from meters and fines. The corresponding transfer of these parking revenues to the reserve fund has increased the expenditures as well. In May 2015, parking fines were increased and have contributed to the higher revenues. Animal licence sales are below the first quarter budged amount by approximately $20,000. 2.8 Engineering net expenditures are 18.7% as of March 31, 2016. The building permit revenues continue to boost Engineering revenues. The first quarter 2016 building permit revenue of $975,213 is 73.8% of the total 2016 budget. The building permit activity for the first quarter of 2016 is reported in EGD-019-16. One large property is triggering the building permit revenue increase. f 2.9 Operations net expenditures are at 71.2% as of March 31, 2016. Revenues are I higher than the budgeted at 144.3% of the first quarter budget. Operating j expenditures are below budget due to the lower than the previous year's winter j control costs. This is because the monthly allocation is based on the previous year's j expenditures. As of March 31, 2016 the winter control costs are approximately 46% of the total 2016 budget. Note that fleet costs are not completed until year end. The debenture for the Courtice library expansion has not yet been issued by the Region but has been included in the 2016 budget. 2.10 Planning Services net expenditures are at 99.1% of the first quarter 2016 budget. Revenues are lower than budgeted as of March 31, 2016. However, the timing of Planning revenues can vary from year to year as do some of the expenditures. The first quarter results cannot be extrapolated and used to predict the activity for the year. Future reports will show a more complete picture. 2.11 Attachment 2, Continuity of Taxes Receivable as of March 31, 2016 provides the status of the taxes billed and collected by the Municipality during the first quarter of 2016. A total of$38,925,091 in interim tax bills were issued to property owners in the Municipality during this period. Note that the current year taxes are in a credit position as it also includes the taxes prepaid for the April 2016 instalment. This is includes pre-authorized monthly payments collected in advance as well as mortgage companies paying both the February and April instalments in February. The net balance of ($2,616,710) is 36.27% lower than the same period in 2015. This is due f in large part to the increasing participation in the PAP program both residential and non-residential. 17-8 Municipality of Clarington Report FND-008-16 Page 4 2.12 Attachment 3, Investments Outstanding as of March 31, 2016 provides the status of the Municipality's general, capital, and reserve fund investment holdings at the end of the first quarter of 2016. The Municipality at March 31, 2016 holds $0 in general fund investments, $0 in capital.fund investments, $9,233,312.37 in Development Charge reserve fund investments and $46,578,357.60 in reserve fund investments. General fund investments are short term in nature and timed to mature when funds will be .required. Investments held in the Municipality's portfolio are assessed on an ongoing basis to ensure they meet the requirements of section 418 of the Ontario Municipal Act, Ontario Regulation 438197 and the Municipality's investment policy. Currently, the general fund investments are held in the Municipality's general bank account as the interest rate on the account continues to be more favourable than money market instruments because of continuing low interest environment. The short term interest rates and current cash flow needs are reviewed on a regular basis. The One Fund has a new High Interest Savings account. This may prove to be a prudent choice for investing general fund monies. 2.13 Attachment 4, Debenture Repayment Schedule provides the status of the Municipality's long term debt obligations as of January 1, 2016. The Municipality will have approximately $21,071,254.27 in outstanding debt as of January 1, 2016. The debenture for the Courtice Library has yet to be issued by the Region but will be issued later in 2016. The Region debentures are issued based on the needs of the Region and all the lower tiers, therefore the timing can be delayed due to others needs. For 2016, the debt repayment obligations of $3,835,430.44 have been included in the 2016 budget. The Courtice Library debenture payments are estimated for the budget. The annual principal and interest payments required to service these liabilities are well within the annual debt repayment limits prescribed by the Ministry of Municipal Affairs and Housing. 2.14 Attachment 5, Municipal Development Charges as of March 31, 2016 provides the Municipal Development charges collected separated into residential and non- residential. As of March 31, 2016, Residential Municipal Development Charges collected are $1,995,491.27. In the recent 2015 Development Charges Background Study, it is forecasted that the Municipality would be collecting approximately 927 residential units in total for 2016 or about 77 units per month. For 2016 budget considerations, the figure of 600 units (50 units per month) was used for the year. At the end of March 2016, there were 117 residential units. Compared to the same period the previous year there was 21% increase in development charges collected and a 12.5% increase in the number of units. 2.15 As of March 31, 2016, Non-Residential Municipal Development Charges collected are $53,658.51. Compared to the same period the previous year there was 560.75% increase in development charges collected and a 900% increase in the number of units. Non-residential development charges are based on the area in square metres rather than per unit cost so it can be expected to have significant variances from one year to another. In the 2015 Development Charges By-law 2015-035, there are a number of incentives to encourage development in Clarington. In February 2016, two properties received a development charge credit. A credit of$13,279.78 was given to a development at 222 Baseline Road East in Bowmanville under the existing 17-9 Municipality of Clarington Report FND-008-16 Rage 5 industrial development incentive. Also, a credit of$937.96 was given to a development at 28 King Avenue East, Newcastle under the small business expansion incentive. I 3. Concurrence Not Applicable I 4. Conclusion It is respectfully recommended that the first quarter of 2016 financial update report be received for information. I 5. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. I a A � Submitted by: �;% � `,��L Reviewed by: Nancy Taylor; DCPA, CA F&7Wfin Wu, Director of Finance/Treasurer Chief Administrative Officer Staff Contact: Nancy Taylor, Director of Finance/Treasurer, 905-623-3379 ext. 2602 or ntaylor@clarington.net Attachments: Attachment 1 — Summary of Operating Revenues and Expenditures Attachment 2 — Continuity of Taxes Receivable I Attachment 3 — Investments Outstanding Attachment 4 — Debenture Repayment Schedule Attachment 5 — Municipal Development Charges There are no interested parties to be notified of Council's decision. i r NT/CC/hjl i° I? i r 1 I 17-10 I The Municipality of Clarington Attachment 1 Summary of Operating Expenditures and Revenues for the Three Months Ending March 31 , 2016 to Report FND-008-16 2016 Qtr 1 2016 Qtr 1 2015 Qtr'1 2015 Qtr-111= 2016 % of 2016 Qtr 1 2016 Qtr 1 Unexpended % Budgeted 2015 Qtr 1 Unexpenderid 2016 Total budget Budget YTD Actual YTD ($) Expended YTD Actual YTD ($) Budget spent 05 Non-departmental Accounts Municipal Taxation (including BIA) (26,244,446): (26,326,626); 82,180 - 100.3% (24,815,734) ,(23,971,.872) (843,862) (55,890,029) 47.1%° - - - - Other Revenue - _ - (76,930) (81,256) -^ 4,326 105.6% (538,942) (581787) 42;845 (1,646,289) 4.9% Contributions 0 (6,948); 6,948 (10,037) (1,025;392) 1 ,0,15,355 . (5,839,274); 0.1% Revenue/Taxation/Contributions 26,321,376 26 414 830 ` 93,454 ` 100.4% 25;.364;713 25,579:051 214,338: 63,375,592 41 .7% ( ) ( ) ( ) . ( ) ( ) Expenditures 199,200 1997200 0 100.0% 194, 0 1=94;230 0 199,200 ; 100.0% 23: Net Expenditures (26,122,176) (26,215,630) 93,454 100.4% (2571-70,483)_:(25,384,821) 214,338 (63,176,392) 41 .5% 10 Mayor and Council Net Expenditures 201,301 205,054 (3,753)' 101.9% 229;423 236,813; (7,390) 908,605 22.6% 13 Administrator's Office ---- ---- Revenue/Recoveries (551381):- (66,237) 1-0,856 : 119_6% (64) (57) (7) - (85,500) 77.5% Expenditures 172,563 174,697 (2,134) 101.2% 1-92,452 190,03:0 2,422- 746,676. 23.4% Net Expenditures 117,182 1 108,460 8,722 92.6% 192,388 = 189,973 2;415' 661,176 16.4% 14 Legal Administration -_ - --- - - _ - Revenue/Recoveries 19,635 : 10,054 9,581 51.2% 17,246 34 163 . 16,917 69,000 14.6% Expenditures 137,217 107,242 29,975 78.2% 87,095 123,927 (36,832) 417,659 25.7% Net Expenditures - 117,582 97,188 20,394 82.7% 69,849 89,76.4 (19,915) 348,659 27.9% 16 Corporate Services Revenue/Recoveries (20,175) (52,624) 32,449 260.8% (60,175)' . (50,254) (9,921) (189,200) 27.8% -E -n-8ifuwes 1 ,114229 1,074,948 39,281 96.5% 1,066,790 1,063,011 :3,779 4,930,326 21 .8% Net Expenditures 1,094,054 1 ,022,324 71,730 93.4% 11006,615 1,012,757. (6,142) 4,741,126 21.6% i 17-11 The Municipality of Clarington Attachment 1 Summary of Operating Expenditures and Revenues for the Three Months Ending March 31, 2016 to Report FND-008-16 2016 Qtr 1 2016 Qtr 1 2015 Qtr 1 2015 Qtr 1 2016 % of 2016 Qtr 1 2016 Qtr 1 Unexpended % Budgeted 201:5 Qtr_1 Unexpendend: 2016 Total budget Budget YTD : Actual YTD ($) Expended YTD Actual YTD = ($) Budget spent 19 Clerk's Revenue/Recoveries (142,828). (165)370) 22,542 115.8% (116;365) (179;93.7) 63;572 (708,900) - 23.3% Expenditures 653,911 692,906 (38,995) 106.0% -:622;824 674;685 (51,861.) 3,074,911 : 22.5% . _ - - Net Expenditures 511,083 527,537 (16,454) 103.2% 506,459 :494,748 11.,711 = 2,366,011 22.3% 21 Finance & Unclassified Administration Revenue/Recoveries 326,598 339,594 12,996 104.0% 346 080 335,626 10,454 1,564,000 21.7% Unclassified Admin & CBOT 302,867 291,076 ; 11 ,791 96.1% 324;255 298,104 26,151[-: 2,512,726 11.6% Operating Expenditures 562,193 560,058 2,135 99.6% 547,525 563-,791: -,-,. (16,266) 2,407,015 ; 23.3% Expenditures 865,060 : 851,134 : 13,926 98.4% 871,780 8.51,895 - 9885' 4,919,741 : 17.3% a_=_= z _ - Net Expenditures 538,462 511,540 26,922 95.0% 525,700 526,269 569) 3,355,741 15.2% 28 Emergency Services - Fire Revenue/Recoveries (13,974). (12,631)' 1,343 90.4% 20-708 43 288 22 580 80,000): 15.8% Expenditures 2,649,606 2,579.,467 70,139 97.4% -2,539,5.1.1 = 2;687,495 (947,984) 11;815,340 21 .8% Net Expenditures-­-7---- xpenditures 2,635,632 : 2,566,836 68,796 97.4% 2,518,803 2644,207 (125,404) 11,735,340 21.9% 32 Engineering Services Revenue/Recoveries (21-0,535) (1,036,411) - 825,876 492.3% (322,047) _ (328)633) 6,5$6 (1,381 ,500) 75.0% - -- _ ._ Debenture Payments442,539 442,539 0 100.0% 341,000 433,608 (92,608), 528,771 83.7% - __- - -- __ _._ - - _-- --- - -- ------- ------ ----- --- --- - ---- -- - --------------.-_ Operating Expenditures 837,832 ' 794,034 43,798 94.8% 783587 832,191 (48,604) 6,536,575 12.1% Expenditures 1,280,371 1,236,573 43,798 96.6% 11124;587 : 1,265,799 (141,212): 7,065,346 17.5% Net Expenditures 1 ,069,836 200,162 869,674 18.7% 802,540 937,1.66 134,626) 5,683,846 3.5% is i h 17-12 The Municipality of Clarington Attachment 1 Summary of Operating Expenditures and Revenues for the Three Months Ending March 31, 2016. to Report FND-008-16 2016 Qtr 1 2016 Qtr 1 2015 Qtr 1 20151Qtr 1 2016 % of 2016 Qtr 1 201.6 Qtr 1 Unexpended % Budgeted � 2015:.Qtr 1 Unexpendend'> 2016 Total budget Budget YTD Actual YTD ($) Expended YTD Actual YTD {$) Budget spent - 36 Operations Revenue/Recoveries (46,370) (66,925) -20,555 144.3% (31,102) (54,542) 23,440 (677,300) 9.9% - Operating Expenditure's - - - - 3,578,825 :- 2,795,480 783,345 78.1% 3;010,891 3,637,480 (6.2_6,589) -15,840,827 17.6% - ----- ---- ---- - --- -- - - - ----- --- - Fleet & Debenture Payments 440,798 : 98,687 342,111 22.4% 344,148 30,642 3' 3,506 1,090,643 9.0% Expenditures 4,019,623 2,894,167 ' 1,125,456 72.0% 3;355;039 3,668,1.22 313,083 16,931,470 17.1% Net Expenditures 3,973,253 2,827,242 1,146,011 71 .2% - 3,,323;937- 3,613;580 989,643) 16,254,170 17.4% 42 Community Services Revenue/Recoveries 1,771,965 : (1,861,020) 89,055 105.0% 1,685;676 1,777,894 X2;218 4,694,600 - 39.6% Operating Expenditures 2 360 468 2,255,990 104 478 95.6% 2,097,014 2,1:49;789 ° O:p � ._g ..r..pendi ures = _ ,3 -- - - -- - -_ (52,775) 10,900,097 20.7/° Debenture Payments- _ T =2,933,102 2,933,102 0 ' 100.0% 3,_105368 2,899,209 206,159 3,104,458 94.5% Annual Grants & Sponsorships 10,000 : 101000 0 100.0% , 0 0 0. 115,000 . 8.7% Expenditures 5,303,570 5,199,092 104,478 98.0% 5,202;382- 57048;998 1533384 14,119,555 36.8% Net Expenditures _ 3,531,605 3,338,072 193,533 94.5% 3,516 706 3 271 104 245,602 9,424,955 : 35.4% 50 Planning Services - --- - 116 500 1:1;863 436 000 18.5% Revenue/Recoveries - - - ----_(103,,8-95) (80,552): (23,343)- 77.5%- (`l 04,.637) _ ( ) -----( _- .- -� _ Expenditures 766,807 737,311 29,496 96.2% 727;624 713,457 14;167 4,141,092 17.8% Net Expenditures - - 662,912 : 656,759 6,153 99.1% 622,987 596,957 26;030 3,705,092 17.7% BOARDS & AGENCIES Net Expenditures . 1,835,814 1 ,834,502 1 ,312 ' 99.9% 1;849,595' _ 1,795;138 : 54,457 3,991,671 46.0% i Total Operating: - -_- --- ---- -- -- Revenue/Recoveries (29,032,732) (303106,247) 1,073,515 . 103.7% (28,068,813) (28;499,940 43.1,132 (73,261,592) 411% Expenditures 19,199,272 17,786,293 1,412,979 92.6% 18,063;332 :18,523,600: (46;0,266) 73,261,592 -24.3% (976,35 (20Net Difference (9,833,460) (12,319,954) 2,486,494 125.3% ::(' 0,005;461): 17-13 I r t I 0 t M r r O O C) 0M 'It T- N0 � r 0 r O 0 O N O O M M M 00 LO M 00 M 1 TCO LOC) "' LOC'clC ONCOCOO d L 7-- 00Mr0NM (OrOMIt q W LOMr E ❑ OMd7COM7MCOOrNL6Cl 00d7rLfj SLLCO I- MMMLOW00MMCOf� rLOr- 00 C1ONNCy) C\iCr r' NrITPoco (or� Mi r N r N r r N , N r c cV O d (p ip co co 0 1- Il- (- f` Il_ I` co co co co 00 00 •i.� 1 1 1 I L yl 1 1 1 1 L 1 1 1 1 mu� c� M `0^ U oCa tic CCCS =5 ? � i O 1 1 1 � vJ p � M p Q � N OM N O M r 00 r N CO d co O ONNCDCD NMNrN �- 0 r - i i 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0a 0 OOrLO COCOON OO LnOLnO 00 N 41 0) (O (OM1` 0000r (3) LO q qd NM (o0 i r N N N N N N N N N N C V N N N N r C i i 00000000o0Ln000000 00 OO (o0007ON 000000 00 001l- 000OCo' O1l- LOIgIt Il- 0') OI` 00 00 O (O 't O O O O 00 CO LO O N 1` M ti M -F' o) 000OOMONMM 'IT d' OONM NO 16Moi6cliG (Od rhd' r- Or N U OOrT- CDMM0MMNNLONM IT I- CD CD cq cc� (::� (C� C� oc� -I Cy) N cy') `OON000 (orOrMrd) NM Ci MCo M 7- N r N r r r r N cC U MrNNrNNMNNNMMCMMMLO 1 L) � CA � � ❑ � � � � � ❑ LLL � � � ? 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C 17-18 Municipality of Clarington Attachment 5 to Report FND-008-16 MUNICIPAL DEVELOPMENT CHARGES January to March YTD RESIDENTIAL 2016 2015 Municipal Development Number Municipal Development Number of Charges Paid of Units Charges Paid Units Single/Semi- Detached -New construction $ 638,834.00 40 $ 1,499,814.00 92 -Additions ' $ 15,985.00' 1 $ 172.10 1 Townhouse $ 679,690.00 55 $ 149,138.00 11 Apartment $ 660,982.27 21 $ - - TOTAL: $ 11995,491.27 117 $ 1,649,124.10 104 Change in DC paid from prior year: 21.0% Change in DC units from prior year: 12.5% Noted DC Incentives: NON-RESIDENTIAL 2016 2015 Municipal Development Number Municipal Development Number of Charges Paid of Units Charges Paid Units Commercial $ 48,993.31 3 $ 8,120.82 1 Industrial $ 4,665.20 7 $ - - Agricultural $ - - $ - - Government $ - - $ - - Institutional $ - - $ - TOTAL: $ 53,658.51 10 $ 8,120.82 1 IF Change in DC paid from prior year: 560.8% Change in DC units from prior year: 900.0% Noted DC Incentives under By-law 2015-035: Date Value of Incentive Medical 222 King Street East, Bowmanville Jul-15 110,671.30 Exemption 21 King Avenue East, Newcastle Oct-15 $ 3,636.08 Revitalization 222 Baseline Road East, Bowmanville Feb-16 $ 13,279.78 Existing Industrial Development Small Business 28 King Avenue East, Newcastle Feb-16 $ 937.96 Expansion 17-19 s Clar twn 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: May 6, 2096 Subject: General Government Committee Meeting Agenda — May 9, 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 Monday, May 9, 2016: 7 Delegations See attached Final Agenda - Attachment#1 Communications - Receive for Information - (Additions) 8 8.7 Melodee Smart, Administrative Assistant, Works Department, The Regional Municipality of Durham — Durham/York Energy From Waste Project-- Submission of the 2015 Annual Groundwater and Surface Water Monitoring Report (Attachment#2) 8.8 Melodee Smart, Administrative Assistant, Works Department, The Regional Municipality of Durham — Durham/York Energy From Waste Project— Submission of the Durham York Energy from Waste Project, Third Party Independent Audit Report — Operation Year 2015 (Attachment#3) 8.9 Melodee Smart, Administrative Assistant, Works Department, The Regional Municipality of Durham — Durham/York Energy From Waste Project--- Response to the Ministry of the Environment and Climate Change Comments of April 13, 2016, Regarding the Durham York Energy Centre Annual Report (Attachment#4) Clerk's Department Memo Page 2 9 Communications -- Direction (Additions) -- Attachment#5 9.4 Dave Keys, Environmental Manager, Blackbird Constructors 407 General Partnership — Request for Exemption to Noise By-law 2007-071 (Motion to approve the exemption to the Municipality's Noise By-law from dune 1, 2016 to November 30, 2016) 9.5 J. & P. Leveque Bros. Haulage Ltd. — Request for Exemption to Noise By-law 2007-071 (Motion to approve the exemption to the Municipality's Noise By-law from May 25, 2016 to August 1, 2016) Confidential Reports (Addition) 22 22.1 Confidential Verbal Report from Andrew Allison, Municipal Solicitor and David Crome, Director of Planning Services, Regarding a Property Matter— Potential Purchase e Gallagher eputy Clerk JEGlmc Encl. c: F. Wu, .Chief Administrative Officer Department Heads ATTACHMENT # _ TO UPDATE MEMO ciffi, doll CY General Government Committee Agenda Date: May 9, 2016 Time: 9:30 AM Place: Council Chambers, 211 Floor Municipal Administrative Centre 40 Temperance Street Bowmanville, Ontario Inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Michelle Chambers, Committee Coordinator, at 905-623-3379, ext. 2106 or by email at mchambersQclarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Audio Record: The Municipality of Clarington makes an audio record of General Government Committee meetings. If you make a delegation or presentation at a General Government Committee meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality's website. Noon Recess; Please be advised that, as per the Municipality of Clarington's Procedural By-law, this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by the Committee. Cell Phones; Please ensure all cell phones, mobile and other electronic devices are turned off or placed on non-audible mode during the meeting. Copies of Reports are available at www.clarington.net Clarington General Government Committee Agenda Date: May 9, 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 April 18, 2016 6-1 7 Delegations 7.1 Linda Lowery and Ted Dionne, Heads Up Durham, Regarding Brain Injury Awareness Month 7.2 Melvin Ramcharitar, Construction Manager, Blackbird Constructors 407 General Partnership, Regarding a Noise By-law Exemption Request 8 Communications - Receive for Information 8.1 Minutes of the Newcastle Village Community Hall Board dated March 15, 8-1 2016 8.2 Minutes of the Tyrone Community Centre dated April 20, 2016 8-4 8.3 Minutes of the Ganaraska Region Conservation Authority dated April 21, 8-6 2016 8.4 Minutes of the Central Lake Ontario Conservation Authority dated April 19, 8-9 2016 8.5 Jason Carrier-- Request for Rainbow Painted Crosswalks 8-13 8.6 Debi A. Wilcox, Regional Clerk/Director of legislative Services, The 8-14 Regional Municipality of Durham — Proposed Excess Soil Management Policy Framework, Ministry of the Environment and Climate Change Environmental Bill of Rights Registry #012-6065 (2016-J-9) Page 1 Clarbgtoa General Government Committee Agenda Date: May 9, 2016 Time: 9:30 AM Place: Council Chambers 8.7 Melodee Smart, Administrative Assistant, Works Department, The Regional Municipality of Durham — Durham/York Energy From Waste Project-- Submission of the 2015 Annual Groundwater and Surface Water Monitoring Report 8.8 Melodee Smart, Administrative Assistant, Works Department, The Regional Municipality of Durham — Durham/York Energy From Waste Project -- Submission of the Durham York Energy from Waste Project, Third Party Independent Audit Report — Operation Year 2015 8.9 Melodee Smart, Administrative Assistant, Works Department, The Regional Municipality of Durham — Durham/York Energy From Waste Project — Response to the Ministry of the Environment and Climate Change Comments of April 13, 2016, Regarding the Durham York Energy Centre Annual Report 9 Communications --- Direction 9.1 Jerica Doiron, Board Member, Pride Durham Inc. — Request for Flag 9-1 Raising (Motion to approve raising of the Pride Durham Inc. Flag from May 30, 2016 to June 6, 2016.) 9.2 Brenda M. Brunt, Director of Corporate Services/Clerk, Municipality of 9-2 South Dundas — Rural Economic Development (RED) Program (Motion for Direction) 9.3 Amanda Gubbels, Clerk/Deputy Administrator, Township of Warwick — 9-6 Physician Recruitment (Motion for Direction) 9.4 Dave Keys, Environmental Manager, Blackbird Constructors 407 General Partnership — Request for Exemption to Noise By-law 2007-071 (Motion to approve the exemption to the Municipality's Noise By-law from June 1, 2016 to November 30, 2016) Page 2 Clarington General Government Committee Agenda Date: May 9, 2016 Time: 9:30 AM Place: Council Chambers 9.5 J. & P. Leveque Bros. Haulage Ltd. — Request for Exemption to Noise By-law 2007-071 (Motion to approve the exemption to the Municipality's Noise By-law from May 25, 2016 to August 1, 2016) 10 Presentations No Presentations 11 Engineering Services Department 11.1 EGD-023-16 Proposed Amendments to Traffic and Parking By-law 11-1 # 2014-059 Regarding Parking on the Boulevard of Corner Lots 11.2 EGD-024-16 Lambs Lane Reconstruction Public Information Centre 11-6 12 Operations Department No Reports 13 Emergency and Fire Services Department No Reports 14 Community Services Department 14.1 CSD-009-16 Sponsorship Request-- Clarington Board of Trade and 14-1 Office of Economic Development 15 Municipal Clerk's Department 15.1 CLD-01816 Recording of"Declaration of Interest" in Minutes 15-1 15.2 CLD-019-16 Appointment to the Energy From Waste —Waste 15-12 Management Advisory Committee 16 Corporate Services Department 16.1 COO-007-16 Visual Arts Centre Lease.Renewal 16-1 Page 3 CladUgtOn General Government Committee Agenda Date: May 9, 2016 Time: 9:30 AM Place: Council Chambers 16.2 COD-008-16 Tourism Update, Strategy and Metrics 16-4 16.3 COD-009-16 Joint Health and Safety Committee — 2015 Summary 16-72 16.4 COD-010-16 Jackman Road Reconstruction 16-88 16.5 COD-011-16 Multi-functional Digital Copiers 16-95 17 Finance Department 17.1 FND-007-16 Building Permit Fees Annual Report for 2015 17-1 17.2 FND-008-16 Financial Update as at March 31, 2016 17-6 18 Solicitor's Department No Reports 19 Chief Administrative Office No Reports 20 New Business — Consideration 21 Unfinished Business None 22 Confidential Reports 22.1 Confidential Verbal Report from Andrew Allison, Municipal Solicitor and David Crome, Director of Planning Services, Regarding a Property Matter— Potential Purchase 23 Adjournment Page 4 ATTACHMENT ##_ TO UPDATE MEMO Fleming, Cindy From: Melodee Smart<Melodee.Smart@Durham.ca> Sent: May-04-16 4:51 PM To: Melodee Smart Cc: Susan Cumming; 'Denis.Kelly@york.ca'; Clerks; Clerics Department Outside Subject: Durham York Energy from Waste Project, Submission of the 2015 Annual Groundwater and Surface Water Monitoring Report Attachments: 2015_Groundwater Surface_Water_Annuai_Report_Submission_Letter.pdf; Durham York EFW-2015 Water Monitoring Report.pdf Good afternoon EFWAC Members — In accordance with the Notice of Approval to Proceed with the Undertaking regarding The Amended Environmental Assessment for Durham and York Residual Waste Study, Condition 3 Public Record, subsection 3.2 d), enclosed please find a copy of the following documents: • Letter to the Ministry of the Environment and Climate Change dated April 29, 2016, regarding Durham York Energy Centre, 2015 Annual Groundwater and Surface Water Monitoring Report • Durham York Energy Centre 2015 Groundwater and Surface Water Monitoring Report (WSP . Canada Inc. —April 2016) Documents will be made available on the Durham York Energy https://www.durhamyorkwaste.ca/Documents/Monitorin Plans e �1 r " Ic �Re orts. a, spx (Reports, 2016). REVIEWED 9Y Thank you, orlglnalTO: rUR16 A Council offecHon `d-00 Dfrollon Q PD MOWNu Coundl Information 00 InformAW Q PB Information Melodee Smart, Administrative Assistant Copy To: Commissioner's Office, Works Department uMayor amembersol uwardeounalors Cour dl The Regional Municipality of Durham UCAD Wletks oCommun�ations 605 Rossland Road East, Level 5 ❑Communfhr- OCarp MS oEmergenw ANS $orvlr" Sir*" Whitby ON LIN 6A3 SarEngineednq OReance C)Legal Office: 905-668-7711 or 1-800-372-1102 ext. 3560 $ermsSomas Fax: 905-668-2051 ooperatlons �se�i Email: melodee.smarVb_durham.ca f]Mr. Web: www.durham.ca Munidpaleterk'sRls �� THIS MESSAGE IS FOR THE USE OF THE INTENDED RECIPIENTS) ONLY AND MAY CONTAIN INFORMATION THAT IS PRIVILEGED, PROPRIETARY, CONFIDEN`T'IAL, AND/OR EXEMPT FROM DISCLOSURE UNDER ANY RELEVANT PRIVACY LEGISLATION.No rights to any privilege have been waived. If you are not the intended recipient, you are hereby notified that any review, retransmission, dissemination, distribution, copying, conversion to hard copy, taking of action in reliance on or other use of this connnunication is strictly prohibited, If you are not the intended recipient and have received this message in error, please notify me by return e-mail and delete or destroy all copies of this message. If this information is required in accessible format, please contact The Regional Municipality of Durham at 1-800-372-1102 ext. 3560. York Region e April 29, 2016 Kathleen Hedley, Director, Environmental Approvals Branch Ministry of the Environment and Climate Change 135 St. Clair Avenue West, Floor 1 Toronto, ON M4V 1 P5 and Dolly Goyette, Director, Central Region Ministry of the Environment and Climate Change 5775 Yonge Street, Floor 8 North York, ON M2M 4J1 Dear Ms. Hedley and Ms. Goyette: RE: Durham York Energy Centre Submission of the 2015 Annual Groundwater and Surface Water Monitoring Report Environmental Compliance Approval 7(14) MOECC File #: EA-08-02 In accordance with Condition 7(14) of the Environmental Compliance Approval (ECA), the Regional Municipality of Durham and the Regional Municipality of York (Regions) are pleased to submit the 2015 Annual Groundwater and Surface Water Monitoring Report. Annual monitoring reports are submitted to the Ministry of Environment and Climate Change (MOECC) on or before April 30 of each year in accordance with the letter from the MOECC Central Region Director to the Regions dated March 4, 2013. This submission will be forwarded to the Energy from Waste Advisory Committee for information in accordance with EA Condition 8.8 (b) and posted to the Durham York Energy Centre (DYEC) website in accordance with ECA Condition 7(14)(c). K. Hedley and D. Goyette Submission of the 2015 Annual Groundwater and Surface Water Monitoring Report(MOECC File No.:EA-08-02) April 29, 2016 Page 2 of 2 The 2015 Annual Groundwater and Surface Water Monitoring Report was prepared by an independent and duly qualified environmental consulting firm, WSP Canada Inc. (WSP). Based on Its review of the monitoring data, WSP has concluded that there has been no measurable adverse influence on groundwater or surface water quality as a result of facility construction or the first year of operations at the DYEC. We trust that the 2015 Annual Groundwater and Surface Water Monitoring Report will meet the expectations of the MOECC. If you require any further information, please contact Mr. Gioseph Anello, Manager of Waste Planning and Technical Services, at 905-668-7711 extension 3445." Sincerely, Mirka Januszkiewicz, P.Eng. Laura McDowell, P.Eng. Director, Waste Management Director, Environmental Promotion and Protection The Regional Municipality of Durham The Regional Municipality of York 905.668.4113 extension 3464 905.830.4444 extension 75077 Mirka.Januszkiewicz@durham.ca Laura.McDowell@york.ca G. C. Dugas, Manager, York Durham District Office, MOECC R. Lashbrook, Manager, Technical Support Section, MOECC T. Belayneh, Group Leader, Surface Water, MOECC S. Thomas, Issues Project Coordinator, York Durham District Office, MOECC P. Dunn, Senior Environmental Officer, York Durham District Office, MOECC P. Martin, Supervisor (Acting), Air, Pesticides, and Environmental Planning, MOECC E. O'Leary, Environmental Resource Planner and EA Coordinator, Air, Pesticides, and Environmental Planning, MOECC G. Battarino, Project Officer, Project Coordination, MOECC Energy from Waste Advisory Committee (EPWAC) D. Kelly, Regional Clerk, The Regional Municipality of York D. Wilcox, Regional Clerk, The Regional Municipality of Durham DURHAM YORK ENERGY CENTRE 2015 GROUNDWATER AND SURFACE WATER MON'ITOR'ING 'REPORT Regional Municipality of Durham Project No. 111-26648-00-100-0414016 April 2016 Distribution: 1 c Regional Municipality of Durham 1 c Regional Municipality of York 1 c Covanta 7 c Ministry of the Environment WSP Canada Inc. 126 Don Hillock Drive, Unit 2 Aurora, Ontario L4G OG9 Phone: +1 905-750-3080 Fax: +1 905-727-0463 www.wspgroup.com R RAI April 29, 2016 Mr. Gioseph Anello, M.Eng., P.Eng., PMP Manager of Waste Planning and Technical Services Regional Municipality of Durham Works Department 605 Rossland Road East P.O. Box 623 Whitby, Ontario L1 N 6A3 Subject: Durham York Energy Centre 2015 Groundwater and Surface Water Monitoring Report Project No. 111-26648-00-100-0414016 Dear Mr.Anello: We are pleased to forward the 2015 Water Monitoring Report for the Durham York Energy Centre. This hydrogeological report presents an assessment of the natural (baseline)groundwater characteristics of the site prior to, and during, the construction phase, and the monitoring results during the recent operation of the facility. Comments provided by the Regions have been incorporated into the report. The groundwater monitoring program was completed in accordance with the program described in the Durham York Energy Centre Groundwater and Surface Water Monitoring Plan, prepared by Stantec Consulting Ltd, dated September 14, 2011. Our report includes groundwater elevation and chemical data collected during the monitoring events between December 2011 and November 2015. Findings are summarized in the conclusions and recommendations section, and technical information is appended. In general, the existing groundwater characteristics are reflective of natural groundwater conditions site, and the operation of the facility has not adversely affected the on-site groundwater quality. The groundwater monitoring program outlined in the Groundwater and Surface Water Monitoring Plan should be continued into 2016. The surface water sondes program should be suspended for up to three (3)years, until the construction activities associated with the 401/407 interchange have been completed. wSP Canada Inc, 126 Don Hillock Drive.Unit 2 Aurora,Ontario L4G 4G9 www.wspgroup.com HiPrarl}�^5s48-4Qt740 hlrn:orfrg'A4[40161Vp'Auiham York EFW-2015 Wa!er h!on4oring Reportdocic om WS P Thank you for the opportunity to work on this study. If there are any questions, please contact us. Yours truly, WSP Caj ada Inc. t 1 Stephen J. Taziar, P.Eng. Senior Project Engineer BMH:nah Page 2 ..:LII :... .... TABLE 1 INTRODUCTION............................................................................. 1 1.1 BACKGROUND.....................................................................................................1 1.2 OBJECTIVE AND SCOPE 1 1.3 METHODOLOGY..................................................................................................1 1.3.1 GROUNDWATER MONITOR INSTALLATIONS................................................... 1 1.3.2 SLUG TESTS HYDRAULIC RESPONSE TESTING.............................................2 3.3.3 GROUNDWATER MONITORING .........................................................................2 1.3A SURFACE WATER SONDES............................................................................... 3 1.3.5 INTERPRETATION AND REPORTING................................................................4 2 PHYSICAL SETTING ..................................................................... 4 3 MONITORING RESULTS ............................................................... 5 .... ...... ...... 3.1 QUALITY ASSURANCEIQUALITY CONTROL...................................................5 3.2 GROUNDWATER QUALITY.,............. ....................................... .........................5 3.2.1 FIELD CHEMICAL RESULTS......................................................................-....... 5 3.2.2 CONCENTRATION TRENDS................................................................................ 5 - 3.2.3 WATER QUALITY COMPLIANCE/REGULATORY CRITERIA.............................6 3.2.4 CONTINGENCY MEASURES..................................................................... ......... 7 3.3 SURFACE WATER SONDES............... ............... ...............................................7 3.3.1 MONITORING RESULTS...................................................................................... 7 3.3.2 WATER QUALITY COMPLIANCE......................................................................... 8 4 CONCLUSIONS AND RECOMMENDATIONS............................... 8 4.1 CONCLUSIONS ....................................................................................................8 4.2 RECOMMENDATIONS.........................................................................................S Durham York Energy Centre—2015 Groundwater and Surface Water Monitoring Report VVSP Regional Municipality of Durham No 111-26648-00-100-0414016 April 2016 IV TABLES TABLE A-1 GROUNDWATER MONITOR DETAILS TABLE A-2 GROUNDWATER ELEVATIONS TABLE A-3 BOREHOLE LOGS TABLE B-1 GROUNDWATER FIELD CHEMICAL RESULTS TABLE B-2 GROUNDWATER CHEMICAL RESULTS TABLE B-3 FIELD DUPLICATE SAMPLES-RELATIVE PERCENT DIFFERENCES TABLE B-4 LABORATORY CERTIFICATES OF ANALYSIS FIGURES FIGURE 1-1 LOCATION MAP FIGURE 1-2 SITE PLAN FIGURE 1-3 SURFACE WATER SONDES MONTIROING LOCATIONS FIGURES A-1 TO A-5 GROUNDWATER HYDROGRAPHS FIGURES B-1 TO B-8 TIME CONCENTRATION GRAPHS-GROUNDWATER FIGURES C-1 TO C-4 TIME CONCENTRATION GRAPHS--SURFACE WATER FIGURES C-5 TO C-$ TIME CONCENTRATION GRAPHS-PWQOICWQG COMPARISONS FOR DOWNSTREAM TURBIDITY APPENDICES APPENDIX A GROUNDWATER REGIME APPENDIX B GROUNDWATER CHEMISTRY APPENDIX C SURFACE WATER SONDE DATA APPENDIX D MOE CHECKLIST WSP Durham York Energy Centre—2015 Groundwater and Surface Wafer Monitoring Report No 111-26648-00-100-04140'18 Regional Municipality of Durham April 2016 1 INTRODUCTION 1.1 BACKGROUND The Durham York Energy Centre is an energy from municipal solid waste facility constructed in the Municipality of Clarington, Ontario. The site property is located on the west side of Osborne Road, southeast of the Courtice Road and Highway 401 interchange, and north of the Courtice Water Pollution Control Plant and the CN Railway, as shown in Figure 1-1. The facility is owned by The Regional Municipality of Durham and The Regional Municipality of York, and is operated by Covanta. The water monitoring programs for the site were outlined in the Durham York Energy Centre Groundwater and Surface Water Monitoring Plan, prepared by Stantec Consulting Ltd, dated September 14, 2011, in accordance with Condition 20 of the Environmental Assessment(EA)for the site. To date,the groundwater monitoring component has been carried out by WSP Canada Inc. (formerly GENIVAR); and the surface water monitoring component was carried out by Golder Associates during the Construction Phase of the monitoring plan, and by WSP during the Operations Phase. The Durham York Energy Centre is located upon approximately 12.1 hectares of rural land. The site layout is shown in the Site Plan, Figure 1-2. 1.2 OBJECTIVE AND SCOPE The principal objectives of the 2015 annual water monitoring program are as follows. • To assess and compare on-site groundwater characteristics to baseline results, as part of the operational phase. 3 To assess the compliance of the groundwater quality with Ontario Drinking Water Quality Standards, 3 To assess surface water quality along Tooley Creek. To assess the need for remedial measures. To determine if changes are required for the 2016 monitoring program. The 2015 water monitoring program involves a data collection component and an analysis and interpretation component. 1.3 METHODOLOGY 1.3.1 GROUNDWATER MONITOR INSTALLATIONS Six groundwater monitors at four Borehole Locations were installed on the subject site between December 19 and 21, 2011, in accordance with the Durham York Energy Centre Groundwater and Surface Water Monitoring Plan. Drilling of the boreholes was undertaken by a soils drilling rig, and installation of the groundwater monitors was supervised in the field by WSP personnel. Single monitors were installed at Borehole Locations MW1 and MW4, and nests of two groundwater monitors were installed at Borehole Locations MW2 and MW3. During the soils drilling, split spoon samples were obtained and standard penetration tests were completed. This information was recorded in a project dedicated field book by the supervising field technician. Each groundwater monitor consists of 50 mm, Schedule 40, PVC and a 100 mm x 100 mm steel, lockable, protective casing. Durham York Energy Centre—2015 Groundwater and Surface Water Monitoring Report WSP Regional Municipality of Durham No 111-26648-00-100-0414016 April 2016 2 Once the groundwater monitors were completed, dedicated high density polyethylene (HDPE)tubing, connected to inertial-lift sampling systems,were installed within each monitor. The monitors were subsequently purged to remove any water that may have been added during the drilling process, remove any fine-grained material within the monitor, and to establish a hydraulic connection with the surrounding in- situ soils. During 2013, the riser for Monitor MW4 was shortened in response to the construction of the East Stormwater Management Pond. The monitor shortening involved the removal of 2.6 metres of riser and re- installation of the steel protective casing, in accordance with 0. Reg. 903. Approximately 1.5 metres of the total riser were removed in June and the additional 1.1 metres of riser were removed in July 2013. The height adjustment of the monitor will not have an influence on the monitoring objectives for this location. Monitors MW3A and MW313 were decommissioned in September 2013 due to infrastructure construction activities in the local area. These monitors were replaced in March 2014 by monitors designated as MW3A-R and MW313-R,which were screened at the same approximate depths as the original monitors at MW3. Two additional groundwater monitors, designated MW5A and MW58,were also installed within the central portion of the property in March 2014. Monitors MW5A/5B were installed in accordance with the Durham York Energy Centre Groundwater and Surface Water Monitoring Plan, and were incorporated into the routine groundwater monitoring program. Monitors MW5A and MW513 were drilled to a depth of approximately 9 m and 6 m below grade, in accordance with the Monitoring Plan. 1.3.2 SLUG TESTS HYDRAULIC RESPONSE TESTING Following the installation and development of the six groundwater monitors, hydraulic response testing was undertaken to provide estimates of the horizontal hydraulic conductivity of the formation material surrounding the screened interval. Rising head tests (removing water and monitoring the change in water level)were conducted at each monitoring location. An assessment of the test results provided the following hydraulic conductivities: MW1: 1.8 x '10-7 m/s MW2A: 9.0 x 10-7 m/s MW2B: 5.8 x 10-8 m/s • MW3A: 1.6 x 198 m/s • MW3B: 3.4 x 10"7 m/s -3 MW4: 8.0 x 10-7 m/s These hydraulic conductivities are consistent with silt and till soils, and will be used for future assessments associated with groundwater flow velocities. 1.3.3 GROUNDWATER MONITORING The established groundwater monitoring program for the site, as outlined in the Durham York Energy Centre Groundwater and Surface Water Monitoring Plan requires the collection of groundwater samples from the on-site monitors three times per year, in the spring, summer, and fall. The measurement of WSR Durham York Energy Centre—2016 Groundwater and Surface Water Monitoring Report No 111-26648-00-100-0414016 Regional MunsGipality of Durham April 2016 '3 groundwater levels at the monitoring locations was completed in conjunction with the groundwater sampling events on the following dates: April 16, 2015 Aug 10,201:5 4 November 9, 2015 Prior to sampling, monitors were purged of at least three volumes of standing water, or were purged dry, using the dedicated inertial lift pump in accordance with established sampling protocols for this site and with industry standards. Samples were collected directly in bottles provided by the laboratory and submitted to AGAT Laboratories in Mississauga for analysis of the inorganic and metal parameters listed below, in accordance with the Durham York Energy Centre Groundwater and Surface Water Monitoring Plan. -) Carbonate 4 Magnesium -� Cadmium 4 Bicarbonate 4 Potassium 4 Cobalt -> Chloride Sodium 4 Lead Sulphate -'r Boron -i Mercury 4 Calcium Samples intended for metals analysis were filtered in the field using 0.45 micron in-line disposable filters. Groundwater samples were analysed in the field for pH, conductivity, temperature, and oxidation reduction potential. AGAT Laboratories is accredited by the Canadian Association for laboratory Accreditation (CALA)and the Standards Council of Canada(SCC). 1.3.4 SURFACE WATER SONDES As a condition of the MOECC approved Groundwater and Surface Water Monitoring Plan, two surface water sondes were installed along Tooley Creek in May 2015, and removed in December 2015. The locations of these sondes are shown in Figure 1-3. Sonde 1 (upstream)was installed north of the CN rail line, and Sonde 2 (downstream)was installed south of the CN rail line and the discharge channel from the DYEC, in accordance with Groundwater and Surface Water Monitoring Plan. These surface water monitoring locations were selected to assess potential DYEC influences on surface water quality within Tooley Creek. The sondes are designed to monitor the following surface water parameters on an hourly basis: • Temperature 4 pH • Conductivity 4 Turbidity Monitoring data for the surface water sondes was downloaded by WSP staff on a regular interval; generally 15 to 18 days between events. Sonde 2, located downstream of the discharge channel, failed to download in November 2015 and was not functional for the remainder of the year. Once the damaged unit was returned to the supplier, it was determined that a seal in the housing had failed, resulting in water entering the unit. The sonde unit could not be restored or repaired before the end of the monitoring period. Durham York Energy Centre—2015 Groundwater and Surface Water Monitoring Report WSP Regional Municipality of Durham No 111-26648-00-100-0414016 April 2016 4 1.3.5 INTERPRETATION AND REPORTING Following collation of the database, a detailed analysis and interpretation of the data was completed. This component included the following items. 4 Preparation of time-concentration graphs 4 Statistical assessment -> Interpretation of short-term surface water quality patterns and trends 4 Groundwater quality compliance with Ontario Drinking Water Quality Standards Surface water quality comparison with Provincial Water Quality Objectives and Canadian Water Quality Guidelines, 4 Consideration of future monitoring Results of the 2015 groundwater and stream monitoring program with conclusions and recommendations are presented in this report. 2 PHYSICAL SETTING The geologic setting has previously been described in previous reports, including the Durham York Energy Centre Groundwater and Surface Water Monitoring Plan, prepared by Stantec Consulting Ltd. The Durham York Energy Centre is situated in the physiographic region of the Iroquois Plain, as described by Chapman & Putnam (1984). In the vicinity of the subject site, this region is comprised of silty lacustrine deposits and tilts. The Stantec report indicates that the Durham York Energy Centre is underlain by Newmarket Till, which is a dense till comprised of clayey silt and sand till. The layer is estimated to be between 25 and 30 m deep, according to various references in the Stantec report. The surficial soils on-site, as described in the borehole logs, Item A-3,Appendix A, are comparable to the soils described above. As shown in the borehole logs, the shallow soils on-site, to a depth of approximately 10 metres, include layers of sandy silt till, silt till, clayey silt, and silty sand. The varying thicknesses of the units generally range between 0.2 m and 4.5 m within the boreholes drilled in December 2011. An interpretation of shallow groundwater flow direction is presented in Figure 1-2, based on the November 2015 water level elevations. As shown in the figure, shallow groundwater flow is in a general southwest direction. It is noted that the groundwater elevations within the southeast portion of the site decreased during the November 2012 monitoring event, compared to the March 2012 event, in response to the construction of the East Stormwater Management Pond. Water level elevations within Monitor MW4 since the November 2012 event are similar to, but slightly higher than, the base elevation of the East Stormwater Management Pond. The decrease in water levels adjacent to the stormwater management ponds in 2012 is not unexpected, as this aspect was predicted In Section 22 of the Durham York Energy Centre Groundwater and Surface Water Monitoring Plan. It is noted, however, that the localized influence of the stormwater management ponds on the shallow groundwater flow regime will not have an adverse influence on the shallow groundwater flow patterns for the areas around the site. VVSP Durham York Energy Centre—2015 Groundwater and Surface Water Monitoring Report No 111-26648-00-100-0414016 Regionaf Municipally of Durham April 2016 As shown in Figure A-1,Appendix A, the groundwater elevations noticeably decreased at monitor MW1 during the November 2013 and April 2014 sampling events. The decrease in water level elevations is attributed to excavation activities to the west of the subject property for the installation of trunk sewer infrastructure. The approximate location and configuration of the trunk sewer is shown in Figure 1-2. Based on the 2015 monitoring results, the water level within Monitor MW1 is slowly recovering from the relative lows in 2014. Groundwater levels within monitoring nests MW2 and MW31R, as shown in Figures A-2 and A-3, indicate that the slight vertical hydraulic gradients are generally downwards, on-site. 3 MONITORING RESULTS 3.1 QUALITY ASSURANCEIQUALITY CONTROL Duplicate groundwater samples were collected during the sampling events in 2015 as part of the QAIQC program. A summary of the results for the duplicate samples obtained during the April and October events is provided in Table B-3,Appendix B, along with the relative percent differences (RPD). It is considered that the results of samples for which the relative percent differences(RPD)are less than 20%, applied to parameter concentrations that are at least 5 times the Limit of Quantitation (LOQ), can generally be interpreted with confidence. As shown in the table, the RPD values were less than the 20%guideline for the duplicate samples. These results indicate that the laboratory values can be interpreted with confidence. 3.2 GROUNDWATER QUALITY Based on the configuration of the groundwater flow system, Borehole Locations MW1 and MW2 are considered to be upgradient of the on-site buildings, and represent the background water quality,for the site. Borehole Locations MW3, MW4 and MW5 are downgradient or cross-gradient from the facility buildings within the property boundary, and provide monitoring locations for assessment of potential future influences from on-site activities. 3.2.1 FIELD CHEMICAL RESULTS A comparison of field and laboratory values indicates that the field pH and conductivity measurements were generally similar to the laboratory results. Any differences between field and laboratory values are attributed primarily to differences in the testing environment and analytical equipment. 3.2.2 CONCENTRATION TRENDS The groundwater laboratory analytical results are summarized in Table B-2,Appendix B. The time- concentration graphs for chloride, sulphate, calcium, magnesium, potassium, boron, and bicarbonate are provided in Figures B-1 to B-8,Appendix B. As shown in these figures, parameter concentrations for the groundwater monitors are generally constant over the short term, between December 2011 and November 2015, although the following patterns are noted. --> Within the nested monitors at Borehole Location MW2, concentrations for chloride, sulphate, calcium, magnesium, potassium and bicarbonate are generally higher within the shallow monitor, MW2B, compared to the deeper monitor MW2A; whereas boron concentrations were slightly higher at the deeper monitor compared to the shallow monitor, at this location. Durham York Energy Centre—2015 Groundwater and Surface Water Monitoring Report WSP Regional Municipality of Durham No 111-26648-00-1 CO-0414016 April 2016 6 4 Concentrations for chloride at monitor MW2B were relatively stable through 2012 and 2013, but the concentrations noticeably increased in 201.4 and early 2015. The chloride concentrations appear to have stabilized over the short term, for the remainder of 2015. Based on the close proximity to Osborne Road and the recent development in the area,the increased chloride concentrations are likely attributed to road salt effects. Continued monitoring will permit an assessment of the recent increases over the long term. Within the nested monitors at Borehole Location MW3, concentrations for sodium and boron are higher within the deeper monitor, MW3A, compared to the shallow monitor MW313;whereas chloride, sulphate, calcium, magnesium, potassium, and bicarbonate concentrations were higher within the shallow monitor compared to the deeper monitor, at this location. Concentrations for the analysed parameters at the replacement monitors, MW3A-R and MW3B-R are generally similar to the values within the original locations, although chloride and sodium concentrations within monitor MW3A-R are slightly lower compared to the original monitor. > Concentrations for chloride, magnesium, potassium, and bicarbonate vary over a larger range at . Monitor MW4, compared to the other groundwater monitors installed on-site. The variations in the groundwater chemistry between the groundwater monitoring locations, and at the two nested monitoring locations, is attributed to various factors including soil type that the monitors are screened in, off-site (upgradient) influences, and previous land uses at the site. Since groundwater movement through the various silty till soils will be relative slow, compared to a sandy soil, historical influences on the local groundwater quality from previous land uses on-site, and upgradient of the site,will be reflected in the groundwater quality that has been assessed, to date. The chemical data collected between December 2011 and November 2015 will provide a baseline for future comparison of possible groundwater variances. The patterns listed above only provide an initial summary of early noticeable patterns at the specific sampling locations and do not indicate an adverse influence on the local shallow groundwater quality. It is noted that groundwater characteristics will vary between sampling events, and the short term trends listed above are not an indication or a prediction of the future trend for parameter concentrations at this site. 3.2.3 WATER QUALITY COMPLIANCE/REGULATORY CRITERIA The groundwater quality data indicate that concentrations satisfy the Ontario Drinking Water Quality Standards, as part of Ontario Regulation 169103. These Standards are associated with health related parameters and are not associated with aesthetic objectives or operational guidelines. As shown in Figure B-2, sodium concentrations generally ranged between 8 mg1L and 32 mg/L at the groundwater monitoring locations, although sodium concentrations at monitors MW3A and MW4 ranged between 30 mg/L and 50 mg/L. These sodium concentrations satisfy the aesthetic objective for drinking water of 200 mg/L. As indicated in the Technical Support Document for the Ontario Drinking Water Standards, Objectives, and Guidelines, although the local Medical Officer of Health should be notified when the sodium concentration exceeds 20 mg/L, so that information can be communicated to local physicians for their use with patients on sodium restricted diets, the actual aesthetic objective for sodium is 200 mg/L. It is noted that there are no groundwater users downgradient of the Durham York Energy Centre. The parameter concentrations exhibited at the on-site groundwater monitors are considered to be representative of natural water quality conditions, or are associated with upgradient land uses, in place prior to the construction activities, and are not attributed to the on-site activities or operations. WSP Durham York Energy Centre—2015 Groundwater and Surface Water Monitoring Report No 111-26648-00-100-0414016 Regional Municipality of Durham April 2016 7 3.2.4 CONTINGENCY MEASURES In accordance with Condition 17 of the Environmental Assessment Notice of Approval, a Spill Contingency and Emergency Response Plan has been developed for the site. The plan outlines the actions to be taken if on-site spills require groundwater sampling and established communications protocol between the Ministry, the Owners, and their consultants. 3.3 SURFACE WATER SONDES 3.3.1 MONITORING RESULTS During the download and routine maintenance events for the sondes, field measurements for temperature, pH, conductivity, and turbidity were obtained within the stream.A comparison of field and sonde values indicates that the field temperature, conductivity, and turbidity measurements were generally similar to the sonde results, although there was some variance for the pH results. The surface water sonde parameters for the two sondes are compared against each other in time- concentration graphs for temperature, conductivity, pH, and turbidity are provided in Figures C-1 to C-4, Appendix C. As shown in these figures, parameter concentrations for the two surface water sondes are generally comparable, between May and December 2015,with the following patterns noted: 4 The temperatures are similar at Sonde 1 (upstream) and Sonde 2 (downstream), during the respective monitoring intervals. 4 Conductivity values at upstream Sonde 1 are generally higher compared to the results at downstream Sonde 2. 4 The pH results at the two sondes are generally similar, although there are periods when the values at Sonde 1 are slightly higher or slightly lower than the pH measurements at Sonde 2. -� The turbidity results at the two sondes are generally similar, although the values at upstream Sonde 1 are periodically higher compared to the turbidity measurements at downstream Sonde 2. As shown in Figure C-4, the turbidity values at the downstream sonde were higher than the values at the upstream sonde for an extended period, between July 1 and July 21. This occurrence, and other similar ones, may be attributed to discharge received in Tooley Creek from the tributary located on the west side of the creek, and/or to differences in the stream flow characteristics at the two locations. The stream configuration at the downstream sonde generally has a slower velocity, compared to the upstream location, which may permit the settlement of suspended materials. The difference for conductivity between the two locations for the monitoring in 2015 is also likely influenced by discharge from the adjacent tributary and the change in sediment content at the downstream station. The results of the surface water sondes indicate that the DYEC has no measureable influence on water quality within Tooley Creek. The drainage channel located upstream of Sonde 2 captures discharged water from the DYEC on-site ponds, along with runoff from nearby industrial sources such as the Ontario Power Generation (OPG) lands and the CN rail line. Surface water quality within Tooley Creek is potentially influenced by many factors, including the DYEC site, OPG lands, CN rail line, agricultural areas west of the creek, discharge from a tributary on the west side of Tooley Creek, and land uses located between Tooley Creek and the DYEC property. Due to these potential alternate influences, the source of potential future water quality variations within Tooley Creek cannot be solely attributed to DYEC operations. Durham York Energy Centre—2015 Groundwater and Surface Water Monitoring Report WSP Regional Municipality of Durham No 111-26648-00-100-0414016 April 2016 It is noted that construction activities associated with the new 4011407 link at Courtice Road were initiated in October 2015, which provided an additional influence on surface water quality within Tooley Creek. Due to the scale and proximity of the 4011407 link construction, the influences from these activities will likely mask other off-site influences on surface water quality within Tooley Creek; therefore, at the very least, it is recommended that the sonde monitoring program be suspended for up to three(3)years, until the construction activities have been completed. 3.3.2 WATER QUALITY COMPLIANCE As part of the Groundwater and Surface Water Monitoring Plan, the monitoring data obtained from the sondes along Tooley Creek were compared to the applicable Provincial Water Quality Objectives (PWQO) and the Canadian Water Quality Guidelines(CWQG). For the established monitoring program along Tooley Creek, pH and turbidity are the two parameters which have applicable PWQO/CWQG criteria,which are as follows. pH: PWQO =6.5 to 8.5; CWQG = 6.5 to 9.0 Turbidity: The CWQG indicates a maximum increase of 8 NTU above background levels, for background levels less than 80 NTU, and a maximum increase of 10% above background levels when background levels are greater than 80 NTU As shown in Figure C-3, pH values at both of the sondes remained within the stricter PWQO range of 6.5 to 8.5 during the monitoring period in 2015. Turbidity values fluctuated at the sonde locations in 2015,with turbidity values at the upstream location being higher compared to the downstream location during some time frames, and the turbidity values at the downstream station being higher compared to the upstream station during other time frames.A comparison of the downstream sonde turbidity values to the CWQG is shown in Figures C-5 and C-6,Appendix C, with the second figure presented in a larger scale to better present the differences during periods of low turbidity values. During several periods in 2015,when the turbidity values at the downstream location were higher compared to the upstream station, the turbidity levels at the downstream sonde were greater than the range specified by the CWQG, however, the variability of the turbidity values between the locations is attributed to other adjacent off-site sources that are not related to the DYEC. It is noted that a majority of the elevated turbidity concentrations at the upstream sonde(compared to the downstream sonde) and the downstream sonde(compared to the CWQG)occurred during the monitoring program in 2015 prior to the 401/407 construction activities. This pattern indicates that the sonde data obtained in 2015 reflects the"typical"water quality variability within Tooley Creek. 4 CONCLUSIONS AND RECOMMENDATIONS 4.1 CONCLUSIONS The following conclusions are based on the findings presented in this report. -�> The local shallow groundwater flow is in a southwesterly direction, towards Lake Ontario. 4 Shallow groundwater elevations within the northwest portion of the site have lowered due to the construction of the Courtice Trunk Sanitary Sewer, but the shallow groundwater flow remains in a WSP Durham York Energy Centre—2015 Groundwater and Surface Water Monitoring Report No 111-26648-00-100-0414016 Regional Municipality of Durham April 2016 9 general southwesterly direction. The local influence from the sewer construction is not expected to have an adverse influence on the shallow groundwater flow patterns in the areas surrounding the site. �i Groundwater quality at each monitoring location is influenced by various factors including the soil type that the monitor is screened in, upgradient sources, and historical land uses at the site. • Groundwater quality within the groundwater monitors satisfies the Ontario Drinking Water Quality Standards for the parameters analysed. • The operation of the facility has not had an adverse influence on the local shallow groundwater quality. • The surface water sondes indicate that there is no measureable influence on surface water quality within Tooley Creek from the DYEC operations. Surface water quality within Tooley Creek will be influenced by several alternative sources, which are not related to the DYEC, including OPG lands, CN rail line, agricultural areas west of the creek, tributary discharging on western side of Tooley Creek, land uses located between Tooley Creek and the DYEC property, and the construction of the new 4011407 link at Courtice Road. 4.2 RECOMMENDATIONS We respectfully submit the following recommendations based on the study findings for your consideration. 4 Pursuant to the Durham York Energy Centre Groundwater and Surface Water Monitoring Plan, the current groundwater monitoring program should be continued into 2015. a No remedial measures, attributed to groundwater or surface water quality, are required at the present time. The sondes monitoring along Tooley Creek should be suspended for up to three (3)years, until the construction activities associated with the 401(407 interchange have been completed. Report Respectfully Submitted WSP Canada Inc. Brian M. Holden, M.Sc., P.Geo. Siephen J. Taziar, P.Eng. Hydrogeologist Senior Project Engineer Durham York Energy Centre—2016 Groundwater and Surface Water Monitoring Report WSP Regional Municipality of Durham No 111-26648-00-100-0414016 April 2016 Figures w r 4 w. COURTICE A I j 1f AA q / 1 N. r • ` ti yy } r i 1 yTTt �� hV tee. , 1 �� 103 �. 1 E l Darlington ? 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UJ 0 0 (D 4�; LLI LO C) (D a N t1r) cq C) C) LLJ 0 LLI Z LLI -j -j -j z 07 0) 0) 0) 0) 0) a 07 LLJ Y F E E E E E E E c E E F= F= dl� Cv > M 0 2 LLJ z LU< :3 E E (D E -0 C: cc = o 0 0 (o 0 ❑a co C) 0 U) o a- U) co C) (0) FIGURE R-1 GROUNDWATER TIME CONCENTRATION GRAPHS - CHLORIDE UPGRADIENT AND ADJACENT MONITORS- Boreholes 1, 2 & 5 80 i cnrar,be onWQs=zso mgrt i 70 60 — I i 50 I J E � 0 40 i c� 30 k 20 � E i 0 Jul-11 Jan-12 Ju[-12 Jan-13 Jul-13 Jan-14 Jul-14 Jan-15 Jul-15 Jan-16 -0 MW1 MW2A MW2B -O-MMA -MMB DOWNGRADIENT MONITORS- Boreholes 3 &4 80 chlod e Q€3WQS=2d0 mgiL 70 r 60 50 J � 1 f 0 40 R C V i 30 20 10p 0 Jul 11 Jan-12 Ju11-12 Jan-13 Jul-13 Jan-14 Jul-14 Jan-15 Jul-15 Jan-16 -i 3Ar3A-f -ar-38138-r MW4 FIGURE B-2 GROUNDWATER TIME CONCENTRATION GRAPHS - SODIUM UPGRAMENT AND ADJACENT MONITORS- Boreholes 1, 2 &5 60 Sodium ODWOS= 2€10 71gL 50 - 40 E ° 3o — C o I U 0 Jul-11 Jan-12 Jul-12 Jan-13 Jul-13 Jan-14 Ju[-14 Jan-15 Jul-15 Jan-16 4-MW1 ---MMA _&MB i� Mw5B DOWNGRADIENT MONITORS- Boreholes 3 &4 60 Sodium ODWflS= 50 - 40 - - — E I 30 m \IJ U 20 � I f I 10 - i 0 Jul-11 Jan-12 Jul-12 Jan-13 Jul-13 Jan-14 Jul-14 Jan-15 Jul-15 Jan-16 --o-3Aj3A-r --C-36.38•r —,�,—MW4 FIGURE B-3 GROUNDWATER TIME CONCENTRATION GRAPHS - SULPHATE UPGRADIENT AND ADJACENT MONITORS-Boreholes 1, 2& 5 250 sutpha(u oDWQs- 590 mg t 200 150 7 o m ; `s G 1oD Jul-11 Jan-12 Jul-12 Jan-13 Jul-13 Jan-14 Jul-14 Jan-15 Jul-15 Jan-16 -+-MWi --a-MWA -b-M2B -0-%(W5A �MV58 DOWNGRADIENT MONITORS-Boreholes 3&4 250 i Sufp@Ate 6DWQ5= 00 MgVL 200 s 150 € I o .5 � µ 0 -- Jul-11 Jan-12 Jul-12 Jan-13 Jul-13 Jan-14 Jul-14 Jan-15 Jul-15 Jan-16 -+-3Af3A•r 38138-r --A-IUW4 FIGURE E-4 GROUNDWATER TIME CONCENTRATION GRAPHS - CALCIUM UPGRADIENT AND ADJACENT MONITORS- Boreholes J., 2&5 100 80 --- 60 S 4 � 2. 40 —, i 20 0 Jul-11 Jan-12 Jul-12 Jan-13 Jul-13 Jan-14 Jul-14 Jan-15 Jul-15 Jan-16 -*-kiwi --z-M%V2A --t,-MW2B --MMA Mw56 DOWNGRADIENT MONITORS- Boreholes 3 &4 100 I 60 I i c 40 - U � t 213 0 Jul-11 Jan-42 Jul-12 Jan-13 Jul-13 Jan-14 Jul-14 Jan-15 Jul-15 Jan-16 -*---3A,3A-r -4�-38.3B-r �MW4 FIGURE E-5 GROUNDWATER TIME CONCENTRATION GRAPHS - MAGNESIUM UPGRADIENT AND ADJACENT MONITORS-Boreholes 1, 2 &5 ' 100 —— 80 60 0 40 u 20 0 , Jul-11 Jan-12 Jul-12 Jan-13 Jul-13 Jan-14 Jul-14 Jan-15 Jul-15 Jan-16 +MWi --* MV12A --A-MW2B --d-MMA -m-MW5B DOWNGRADIENT MONITORS-Boreholes 3 &4 120 ; lo 60 € I U 40 ' 20 ; 0 Jul-11 .tan-12 Jul-12 Jan-13 Jul'13 Jan-14 Jul-14 Jan-15 Jul-15 Jan-16 -+-3N3A-r --2--3B13B-r -�MW4 FIGURE R-6 GROUNDWATER TIME CONCENTRATION GRAPHS - POTASSIUM UPGRADIENT AND ADJACENT MONITORS-Boreholes 1, 2&5 s 4 -- J G � O m C O U s 2 i 0 Jul-11 Jan-12 Jul-12 Jan-13 Ju[-13 Jan-14 Jul-14 Jan-15 Jul-15 Jan-16 —6.-MW1 12 MWPA --4—U428 --�-MW5A -44-KIMB DOWNGRADIENT MONITORS-Boreholes 3 &4 a , I 1 i E v � C 4 S D U i t 1 f { 0 Jul-11 Jan-12 Jul-12 Jan-13 Jul-13 Jan-14 Jul-14 Jan-15 Jul-15 Jan-16 t3Ar3A•r -�-36138•r �AfW4 FIGURE B-7 GROUNDWATER TIME CONCENTRATION GRAPHS - BORON UPGRADIENT AND ADJACENT MONITORS-Boreholes 1,2 &5 0.5 Bofofi ODWQS=5 mg L i 0.4 0.3I E `o i I 'c 0.2 — 0 0.1 U 0.0 Jul-11 Jan-12 Jul-12 Jan-13 Ju!-13 Jan-14 Jul-14 Jan-15 Jul-15 Jan-16 -r-MWi •--0-MW2A -,L.-A4W28 -*-PA f5A --x-MV158 DOWNGRADIENT MONITORS-Boreholes 3&4 0.5 Boron ODWQS-5 mgA- i i 04 0.3 _ a m v 0.1 i D.0 Jul-11 Jan-12 Ju1-12 Jan-13 Jul-13 Jan-14 Jul-14 Jan-15 Jul-15 Jan-16 --o--3Ar3A•r -�3613Br �MV14 FIGURE R-8 GROUNDWATER TIME CONCENTRATION GRAPHS - BICARBONATE URGRADIENT AND ADJACENT MONITORS-Boreholes f,2 &5 600 j 500 I _ 40a --- - 300 m 8 200 __.....,.__....._ __. 100 - - i 0 Ju!-11 Jan-12 Jul-12 Jan-13 Jul-13 Jan-14 Jul-14 Jan-15 Jul-15 Jan-16 -+-MWI -4*-KIW2A -4-MMB MMA A'{W5B DOWNGRADIENT MONITORS-Boreholes 3 &4 600 3 3 I` 500 k 400 ., [ I 0 300m.-- n) f 19 C [ u ` c I [ 200 1a0 i l i Jul-€1 Jan-12 Jul-12 Jan-13 Jul-13 Jan-14 Jul-14 Jan-15 Jut-15 Jan-16 -*--3A13A-r -a--3013B•r --,4 kAW4 En to _ CL LO x "I'll, "I'l""I'll""I'llIll""I","*..*.I........I............................................ 4) CO �D- LO 0 �) CIJ LD E; to <'q Cl) v 0 C, k, S C) 0 C� cq C� . — . q co 0 > -a 0 C) C\l v (D <D v n C) z 0 ....... ..... .... .... �y � V C DCt % CC \ - 9 v CC� (6 0 n v cc Lf) ....... ........................................... ........ ...... 4) 2 4 N 'It LO �t — 0 . — Ce3 C- Cr) C> C� v 0� CD 0 6 0 C� <� 4 0 C� C� (0 ID <1 7�; CD C� C> CD 0 C) 7) v 0 C) 73 < C,j 3CD v N (D 0 q — C� co C) n v v v cr. 0 0 CCo z ....... ............................................................................................ 4) M (D — — LO P, — N 0 — r- cq V) 0 CD C:3 Y; v ® 0 C) C, U� CO) C� C� C3 0 4) C) C� 6 (S C� a —Z �E CL v v (D v 0 < 2 o 'E5 4) E 6) LO -ia n� co �,3 v p,,: C-3 CD CD W� d) 0- 2 4) T- s q — q C:� C) CD C3 n C� > v C.3 d) k1 4-1 j .> co CC LU E E E E E E E E E E E E / (a LU L) Fa fr 0. 0: ui U) LU F- LU z LU cc z w 0 < 0 0 oc 2 L) - o 0 <( L) I? 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Q o a W z-® - fn vJ� V i I Z i O V i � 5 W ? F- j C CL W v 70 ro CL _ m f €i € 7» (D En o Ln o U) o (0o)aan;eaadwel. V Ql c-� m o z 0 m m � 3 {.� IL Q O M V CL 4Z ro m `) aLn V 0 Q N W V �' o � N Men � W z o 774 -5 EE W F— n. LU � v Q � a O O O O O O C Q a o a o o LO m M N N -1 ri (w3ISrl)AllAilonpuoo U as M 7d7 0 7 - o z a 1-7 o ' M ip CL ® u O `O � � N m 0 CL v� 0 M — V � UH o :, CD LLL m b t!7 Z V' W Z 41 Om � uj V o N UJ o — cn v a cG N � V M H O `Cf O N T sp Q tF1 Q Li O €n of oo co is f: cp L6 Hd o I e O M to � � N U Q O I O I ro c Q m v C 0 G - � d' I V � ri LLJ u I Q N Ol � 3 ■AIIII� j z � N 0 W _0 V 0 z V _ 1"I L W ti CL � c fu m I i I i a O O O O O O d Ti o � o (n LN) dlipigjn j, U C) M .r- - - --=_== 3 4 - a 4-J M ---------- ----- --dam CL o U Q `4 bLA LLI (� V ------------------ --------- --- - v o - --- rri v aM - --------- --------- ------------------- - - - - -----== z - --- - ---------- ----------------------- --- _-- uj 2 ------------------ 0 ----- -------o Vr w i ------ _ LLI 2i Q =- M CL T m i O O O O O O O O Q 4 000 cOO O� O (niN)A3!plganl V Qf 4 m cr ---- ------ ---'-_ _ O ----- --------------- CL M "? u O __ x - l8 - _d� '~ r`n---------------------------------------------------------- c �bo (D LU CL)cn a --- ------ -- -- -- --- ------------ ------ ._ c� _-----__- _ - ===1 _==__= =-- - = w -__- - -_ - s_ O -- v ------ ---- ------ -- --- - z W U U LJJ ----- ------ _____ __- .._.._ -- ___-_fir-__-- --- ====�7=� CLlJ - �- --- - -_= 2i ----- ------- 0 -- -----0 0 o r+ Q 00 w� Nr-1 0 OO l0 N (nIN) Al!p!ganl MOE CHECKLIST Appendix D-Monitoring and Screening Checklist General Information and Instructions General Information: The checklist is to be completed,and submitted with the Monitoring Report, Instructions: A complete checklist consists of: (a)a completed and signed checklist,including any additional pages of information which can be attached as needed to provide further details where indicated. (b)completed contact information for the Competent Environmental Practitioner(CEP) (c)self-declaration that CEP(s)meet(s)the qualifications as set out below and in Section 1.2 of the Technical Guidance Document. Definition of Groundwater CEP: For groundwater,the CEP must have expertise in hydrogeology and meet one of the following: (a)the person holds a licence,limited licence or temporary licence under the Professional Engineers Act;or (b) the person holds a certificate of registration under the Professional Geosclentists Act, 2000 and is a practicing member, temporary, member or limited member of the Association of Professional Geoscientists of Ontario.O.Reg.66/08,s.2.. Definition of Surface water CEP: A CEP for surface water assessments is a scientist,professional engineer or professional geoscientist as described in(a)and(b) above with demonstrated experience and post-secondary education,either a diploma or degree,in hydrology,aquatic ecology,limnology,aquatic biology,physical geography with specialization in surface water,and/or water resource management. The type of scientific work that a CEP performs must be consistent with that person's education and experience. If an individual has appropriate training and credentials in both groundwater and surface water and is responsible for both areas of expertise,the CEP may then complete and validate both sections of the checklist. Monitoring Report and Site Information Waste Disposal Site Name Durham York Energy Centre Location(e.g.street address,lot, concession) Osborne Road,south of South Service Road,southeast of Courtice Rd/Highway 401 GPS Location(taken within the property boundary at front gatel 680660, 4860506, Zone 17,NAD 83 front entry) Municipality Municipality o€Clarington,in the Regional Municipality of Durham Client and/or Site Owner Regional Municipalities of Durham and York Monitoring Period(Year) 2015 This Monitoring Report is being submitted under the following: Certificate of Approval No.: 7306-8FDKNX Director's Order No.: Provincial Officer's Order No.: Other: Durham York Energy Centre-2045 Groundwater Monitoring Report (o. Report Submission Frequency Annual C Other C:Active The site is: C Inactive C Closed If closed,specify C of A,control or authorizing document closure date: NIA Has the nature of the operations at the site changed during this C Yes monitoring period? CA No If yes,provide details: Site is in the construction phase. Have any measurements been taken since the last reporting period that indicate landfill gas volumes have C'Yes exceeded the MOE limits for No subsurface or adjacent buildings?(I. e.exceeded the LEL for methane) Durham York Energy Centre-2015 Groundwater Monitoring Report Groundwater WDS Verification: Based on all available information about the site and site knowledge,it is my opinion that: Sampling and Monitoring Program Status: 1) The monitoring program continues to effectively characterize site conditions and to Yes any groundwater discharges If no,list exceptions(Type Here): from the site. All monitoring Cy No wells are confirmed to be in good condition and are secure: 2) All groundwater,leachate and WDS gas sampling and �;Yes monitoring for the monitoring period being reported on was If no,list exceptions below or attach information. successfully completed as �° required by Certificates)of Approval or other relevant C Not Applicable authorizing/control documents): Groundwater Sampling Location Description/Explanation for change Date (change in name or location,additions,deletions) Type Here Type Here Select Date Type Here Type Here Select Date Type Here Type Here Select Date Durham York Energy Centre-2015 Groundwater Monitoring Report 3) a) Some or all groundwater,leachate and WDS gas sampling and C Yes monitoring requirements have been established or defined (o No outside of a ministry C of A,authorizing,or control document. C Not Applicable b)If yes,the sampling and monitoring identified under 3(a)for the monitoring period being reported on was successfully C Yes If no,list exceptions completed in accordance with established protocols,frequencies, C No below or attach locations,and parameters developed as per the Technical (;Not Applicable additional information. Guidance Document: Groundwater Sampling Location Description/Explanation for change Date (change in name or location,additions,deletions) Select Date Type Here Type Here Select Date Type Here Type Here Select Date Type Here Type Here Select Date 4) All field work for groundwater investigations was done in accordance with standard operating procedures as established/outlined per the Technical Guidance Document Yes (including internal/external QA/ If no,specify(Type Here): QC requirements)(Note:A SOP C No can be from a published source, developed internally by the site owner's consultant,or adopted by the consultant from another organization): Durham York Energy Centre-2015 Groundwater Monitoring Report Sampling and Monitoring Program Results/WDS Conditions and Assessment: 5) The site has an adequate buffer, Contaminant Attenuation Zone (CAZ)and/or contingency plan in place. Design and operational (o Yes measures,Including the size and configuration of any CAZ,are C No adequate to prevent potential human health impacts and impairment of the environment. 6) The site meets compliance and (o Yes assessment criteria. C No 7) The site continues to perform as anticipated. There have been no unusual trends/changes in f�Yes g If no,list exceptions and explain reason for increase/change measured leachate and C No (Type}fere): groundwater levels or concentrations. 1} is one or more of the following risk reduction practices In place at the site: (a) There is minimal reliance on natural attenuation of leachate due to the presence of an effective waste liner and active leachate collection/treatment;or (b) There is a predictive monitoring program in-place (modeled indicator concentrations projected F (a) over time for key locations); �;Yes or (c) The site meets the following Note which practice(s): F. (b) two conditions(typically achieved after 15 years or (7 No longer of site operation): " (c) !.The site has developed stable leachate mound(s) and stable leachate plume geometry/concentrations; and H.Seasonal and annual water levels and water quality fluctuations are well understood. g) Have trigger values for C Yes contingency plans or site remedial actions been exceeded {°No (where they exist): C Not Applicable Durham York Energy Centre-2015 Groundwater ivionitoring Report Groundwater CEP Declaration: I am a licensed professional Engineer or a registered professional geoscientist in Ontario with expertise in hydrogeoiogy,as defined in Appendix D under Instructions. Where additional expertise was needed to evaluate the site monitoring data,I have relied on individuals who I believe to be experts in the relevant discipline,who have co-signed the compliance monitoring report or monitoring program status report,and who have provided evidence to me of their credentials. I have examined the applicable Certificate of Approval and any other environmental authorizing or control documents that apply to the site. I have read and followed the Monitoring and Reporting for Waste Disposal Sites Groundwater and Surface Water Technical Guidance Document(MOE,2010,or as amended),and associated monitoring and sampling guidance documents,as amended from time to time. I have reviewed all of the data collected for the above-referenced site for the monitoring period(s) identified in this checklist. Except as otherwise agreed with the ministryfor certain parameters,all of the analytical work has been undertaken by a laboratory which is accredited for the parameters analysed to ISO/IEC 17025:2005(1:)-General requirements far the competence of testing and calibration laboratories,or as amended from time to time by the ministry. If any exceptions or potential concerns have been noted in the questions In the checklist attached to this declaration,it is my opinion that these exceptions and concerns are minor in nature and will be rectified for the next monitoring/reporting period. Where this is not the case,the circumstances concerning the exception or potential concern and my client's proposed action have been documented in writing to the Ministry of the Environment District Manager in a letter from me dated: 29-Apr-2016 Recommendations: Based on my technical review of the monitoring results for the waste disposal site: (41 No changes to the monitoring program are recommended The following change(s)to the C monitoring program Ware recommended: (,No Changes to site design and operation are recommended Type Here The following change(s)to the C site design and operation isl are recommended: Durham York Energy Centre-2015 Groundwater Monitoring Report Name- Stephen J.Taziar,P.Eng P�G� 51 �1 - i Seal: AddImage S J, O Signature: Date: 29-Apr-2016 CEP Contact Information: Type Here Company: WSP Canada Inc. Address: 126 Don Hillock Drive,Suite 2,Aurora,ON,I-4G OG9 Telephone No.: (905)750-3080 Fax No.: (905)727-0463 E-mail Address: stephen.taziar@wspgroup.com Co-signers for additional expertise provided: Signature: Date: Select Date Signature: Date: Select Date ©urharn York Energy Centre-2015 Groundwater Monitoring Report ATTACHMENT # T Fleming, Cindy O UPDATE MEMO From: Melodee Smart <Melodee.Smart@Durham.ca> Sent: May-04-16 4:44 PM To: Melodee Smart Cc: Susan Cumming; 'Denis.Kelly@york.ca'; Clerks; Clerks Department Outside subject: Durham York Energy from Waste Project, Submission of the DYEC Third Party Independent Audit Report -Operation Year 2015 Attachments: Third_Party_Audit_Report_Operations_Year 1 Submission.pdf; DYEC_Operations_Phase_Audit_2015_Year 1_Mairoz20160429.pdf Good afternoon EFWAC Members — In accordance with the Notice of Approval to Proceed with the Undertaking regarding The Amended Environmental Assessment for Durham and York Residual Waste Study, Condition 3 Public Record, subsection 3.2 d), enclosed please find a copy of the following documents: • Letter to the Ministry of the Environment and Climate Change dated April 29, 2016, regarding Durham York Energy from Waste Project, Third Party Independent Audit Report — Operation Year 2015 • Durham York Energy Centre Operations Phase Audit - 2015 (Malroz Engineering Incorporated - April, 2016) Documents will be made available on the Durham York Energy Ce ��r htt s://www.durham orkwaste.ca/Documents/Facilit Mana em nt ans �ATSiVort,[Thir dPartYAuditReports2016.aspx REVIEWED sv original To: 0 File Thank you, a Council Drrecl€�n 0 co ulrecUon Q PO Direction UOnrxil,Inform atk)n GGlnlormatian 0 PD Information Melodee Smart, Administrative Assistant Copy To- 0 Mayor C l Members of ❑Ward Councglors Commissioner's Office, Works Department Council The Regional Municipality of Durham 0GAO 001erks C]Communwitons O Community 4 Corpprate a Emergency 605 Rossland Road East, Level 5 services services services WhitbyON Ll 6A3 []Engineering (]Finance ❑Legal services Services Office: 905-668-7711 or 1-800-372-1102 ext. 3560 [Operation UFianning Fax: 905-668-2051 Serfs Q other: Email: melodee.smart(a-),durham.ca (jj Municipal Clerk's Fife Web: www.durham.ca THIS MESSAGE IS FOR THE USE OF THE INTENDED RECIPIENT(S) ONLY AND MAY CONTAIN NFORMATION THAT IS PRIVILEGED, PROPRIETARY, CONFIDENTIAL, AND/OR EXEMPT FROM DISCLOSURE UNDER ANY RELEVANT PRIVACY LEGISLATION. No rights to any privilege have been waived. If you are not the intended recipient, you are hereby notified that any review, retransmission, dissemination, distribution, copying, conversion to hard copy, taping of action in reliance on or other use of this communication is strictly prohibited. If you are not the intended recipient and have received this message in error,please notify me by return e-mail and delete or destroy all copies of this message. I If this information is required in an accessible format, please contact The Regional Municipality of Durham at 1-800-372-1102 extension 3560. Y®rlRegion- April 29, 2016 Dolly Goyette, Director, Central Region Ministry of the Environment and Climate Change Place Nouveau 5775 Yonge Street, Floor 8 North York, ON M2M 4J1 Dear Ms. Goyette: RE: Durham/York Energy from Waste Project Third Party Independent Audit Report - Operation Year 2015 Environmental Assessment (EA) Condition of Approval Number 16.5 Environmental Compliance Approval (ECA) 15(2) MOECC File No.: EA-08-02 In accordance with Condition 16.5 of the Notice of Approval to Proceed with the Undertaking (EA) and ECA Condition 15(2), The Regional Municipality of Durham and The Regional Municipality of York (Regions) have received the enclosed 2015 Operations Phase Independent Audit Report of the Durham York Energy Centre. Malroz Environmental Scientists and Engineers (Malroz) commenced the first operations phase audit on April 14 and 15, 2016, in accordance with the submitted Operations Phase Audit Plan and the revised submission date confirmed via correspondence from the Regions dated February 9, 2015. The first operations phase audit was completed by Malroz and submitted to the Regions on April 29, 2016. In Section 6.0 of the audit report (Summary and Recommendations), Malroz states: "in the opinion of the auditors, operations at the site are undertaken in substantial accordance with the requirements of the EA Approval, Environmental Compliance Approval (formerly Certificate of Approval), and regulatory requirements." The audit is comprised of three parts: document review, site walkthrough, and interviews. The audit report states that "Areas of noncompliance were not identified." D. Goyette, Director, Central Region DYEC Third Party Independent Audit Report—Operation Year 2095 MOECC file No.:EA-08-02 April 29, 2095 Page 2 of 2 A copy of the audit report will be retained at the site and posted on the project website (www.durhamyorkwaste.ca) in accordance with ECA Condition 15(3). The audit report will also be submitted to the Energy from Waste Advisory Committee for information. If you require any further information, please contact Mr. Gioseph Anello, Manager of Waste Planning and Technical Services, at 905-668-7711 extension 3445. Sincerely, Mirka Januszkiewicz, P.Eng. Laura McDowell, P.Eng. Director, Waste Management Director, Environmental Promotion and Protection The Regional Municipality of Durham The Regional Municipality of York 905.668.4113 extension 3464 905.830.4444 extension 75077 Mirka.Januszkiewicz@durham.ca Laura.McDowell@york.ca C. K. Hedley, Director, Environmental Approvals Branch, MOECC M. Mahmood, Manager, Approval Services, MOECC C. Dugas, Manager, York Durham District Office, MOECC P. Martin, Supervisor (Acting), Air, Pesticides, and Environmental Planning, MOECC S. Thomas, Issues Project Coordinator, York Durham District Office, MOECC P. Dunn, Senior Environmental Officer, York Durham District Office, MOECC G. Battarino, Special Project Officer, Project Coordination, MOECC E. O'Leary, Environmental Resource Planner and Environmental Assessment Coordinator, Air, Pesticides, and Environmental Planning, MOECC Energy from Waste Advisory Committee (EFWAC) D. Kelly, Regional Clerk, The Regional Municipality of York D. Wilcox, Regional Clerk, The Regional Municipality of Durham Encl. MALROZ ENGINEERING WC0RP0RA7E0 308 Wellington Street,2"i Floor Kingston,ON K7K 7A8 Canada April, 2 0'16 - Audit �v C �+ tel: 6'131548-7975 Durham York Energy Centre fax: &t3l548-7975 1 email:malroz@malroz.com Operations Phase Audit - 2015 EA file no. 04-EA-02-08 Prepared for Regional Municipality of Durham Prepared by: Q �()fESSIO/V Malroz File: 795-914.40 - z S.V. ROSE M Audit Site Visit s _ - 7 April 14 & 15, 2016 4 7Po ��lG Audit Completion i cIF of 0 April 29, 2016 Steven V. Rose, P.Eng., P.Geo., D.WRE Auditor/ Project Manager Distribution: 1 copy + 1 pdf-- Region of Durham 1 copy — Malroz Engineering Inc. Environmental Engineers•Scientists Durham York Energy Centre Page i Operations Phase Audit-2015 795-114.00 NOTICE TO READER This report summarizes the results of the 2015 Operations Audit of the Durham York Energy Center undertaken by Malroz Engineering Inc. Audit work was undertaken during the month of April, 2010, following completion of annual reporting. Key audit dates are noted on the signed title page of this Audit Report. Malroz was retained by The Regional Municipality of Durham to perform this audit. The data evaluations reported herein were completed in a manner which is consistent with the level of care and skill normally exercised by other members of the engineering and geoscience professions currently practising under similar conditions, subject to the time, financial, and physical constraints applicable to these services. .The findings reported in this document are based on the tasks completed by Malroz. Professional judgement, experience with similar work, and available data collected within the scope of work form the basis for this report. Malroz has prepared this report using information understood to be factual and correct. This undertaking cannot be relied upon to detect information or facts that were inaccurate, concealed, or not fully disclosed at the time of our work beyond what is reported herein. No guarantees are either expressed or implied. Environmental conditions can be expected to change over time. The findings and conclusions of this report are valid only at the time at which this work was conducted. If future work is undertaken, or new information becomes available, Malroz should be so advised in order to re- evaluate the conclusions of this report and make any necessary modifications. This document has been prepared by Malroz for the sole use of The Regional Municipality of Durham, to evaluate compliance with respect to requirements set forth in regulations and permitting. Unauthorized reuse of this document for any other purpose, or by third parties, without the express written consent of Malroz, shall be at such party's sole risk without liability to Malroz. Data, tables, charts, graphs, and interpretive illustrations presented in this document can only be properly evaluated when reviewed together with the accompanying report. Reference to this report should only be made to the full, intact document. This notice to reader is an integral part of the accompanying report and must remain with it at all times. Respectfully Submitted, Malroz Engineering Inc. Halroz Engineering Inc. Durham York Energy Centre Page ii Operations Please Audit-2015 735-114.00 TABLE OF CONTENTS 1.0 Introduction and Overview..................................................................................... 1 1.1 Introduction ........................................................................................................ 1 1.2 Report Overview.............................................................. 1 2.0 Audit Activities & Attendance..................................................................................2 3.0 Site Walkthrough.............................................................................:..................... 2 4.0 Documents Review................................................................................................ 3 5.0 Personnel Interviews.............................................................................................6 6.0 Summary and Recommendations ......................................................................... 7 APPENDICES A Figure 1 - Site Location B Audit Summary Checklist B1 Environmental Compliance Approval (ECA) Audit Table B2 Environmental Assessment Approval (EA) Audit Table C Site Walkthrough Photos D Documents Available on the Project Website Mah-oz Ejighteet•ing Inc. Durham York Energy Centre Page I Operations Prase Audit-2015 795-114.00 1.0 Introduction and Overview 1.1 Introduction The MOECC approved construction of a mass burn incinerator in Clarington in 2010 following the completion of the EA. The facility reportedly will be capable of processing approximately 140,000 tonnes of post-diversion residual waste annually, as well as recovering metals and energy. The facility is located at 1835 Energy Drive, in the Municipality of Clarington. The 12-hectare parcel is situated north of the Courtice Water Pollution Control Plant in the Regional Municipality of Durham (see Figure 1, Appendix A). This audit report documents the Operations Audit for 2015. 1.2 Report Overview Condition 16 of the Notice of Approval to Proceed with the Undertaking, granted on October 21, 2010, and passed Order in Council on November 3, 2010, mandates that third party audits be completed. Further, the audit plan is to be approved by the Regional Director prior to implementation. Approval of the Operations Phase Audit Plan was received on October 24, 2013. The audit scope includes: 1) Confirmation that the operations at the Site are undertaken in accordance with the requirements of the EA Approval, Environmental Compliance Approval, and regulatory requirements. 2) A review of the monitoring and testing results required by the Certificate of Approval; 3) A review of any complaints received about the operation of the Facility; 4) A review of recommendations for improving the operation of the Facility received from the Advisory Committee; 5) Recommendations for any improvements to ensure that facility operations are compliant and protective of human health and safety and the environment; 6) Observations made during the detailed walkthrough of the entire site; In addition to the above six scope items, we reviewed the fifth Construction Phase Audit dated, March, 2016, for any areas requiring follow up. This audit report addresses the 2015 operations period and was completed, in part, during a two-day site visit conducted on April 14 and 15, 2016. A new audit summary checklist was prepared for this Operations Phase Audit to address the requirements of the EAA and ECA. The summary checklists, with auditors' notes made during the audit site visit, are attached in Appendices B1 and B2 for reference. The checklists were used to guide the site walkthrough, document review and personnel interviews. jVah-oz Engineering Inc. Durham York Energy Centre Page 2 Operations Phase Audit-2015 795-114.00 Findings of the Durham York Energy Centre audit are summarized in the following sections of this audit report. 2.0 Audit Activities & Attendance The audit personnel consisted of Steven Rose, P.Eng., P.Geo. (auditor) and John Pyke, P.Geo. (assistant auditor). Malroz personnel attended the Durham York Energy Centre site on April 14 and 15, 2016, arriving at approximately 8:30 am each morning to conduct the audit documents review and site visit. Prior to entering the site, Malroz personnel conducted an initial drive around the perimeter of the site each day, where possible. Personnel from the owners (Durham Region), and operator/constructor (Covanta) were onsite to support the audit. The Owners were represented by Lyndsay Waller and Greg Borchuck. Covanta was represented by Amanda Huxter. The audit commenced with the document review at the Owner's offices, followed by Covanta's offices for the documents held by each party. 3.0 Site Walkthrough On April 15, 2016, a walkthrough of the exterior portion of the facility was provided, including a review of documentation in the scale house. Following the exterior portion, a walkthrough of the interior portion of the facility was conducted. Photo documentation collected during the site walkthrough is attached (Appendix C). Notes collected during the walkthrough are provided in the audit summary checklists (Appendix B). Lyndsay Waller from Durham Region led the exterior tour, which started in the Regions' offices. The tour proceeded in a counter clockwise direction around the site on the paved access roads. Weather conditions were sunny and cold with some wind. A description of current site activity was provided. Signage was posted throughout the site identifying health and safety information. The refuelling tank was observed to be free of spills and a spill containment drum was placed adjacent to the tank. Little windblown debris was observed. Covanta reported following the walkthrough that all of their personnel routinely engage in debris pick up. Malroz Engineering hic. Durham York Energy Centre Page 3 Operations Phase Audit-2015 795-114.00 Sediment from the storm water management pond cleanout remained onsite pending offsite disposal following the removal of half load restrictions from roads. The material remained within a silt curtain enclosure. The interior waikthrough was led by Greg Borchuck from Durham Region and Amanda Huxter from Covanta. The tour started in the tipping room and proceeded along the waste pathway from receipt to the storage of by product waste that is removed from the site for offsite disposal. Storage of unacceptable waste, metals and byproduct stabilized ash were observed to be in accordance with the approvals. No areas of non-compliance were observed during the exterior and interior walkthroughs of the facility. Three minor items were noted during the site walkthrough: • Winter kill of some landscaping cedar plantings was noted on the grounds to the west of the main building & on-site roadway. The plants will require rehabilitation and, in some cases, replacement. • The silt fence enclosing the temporarily stored storm water pond sediments had some gaps which required re-staking of those sections to ensure proper containment of these materials until their removal from the site. • The steel protective cover enclosing the groundwater monitor in the southeast corner of the site is no longer secure and requires re-installation to ensure its ongoing integrity. 4.0 Documents Review Approval and operations documents required onsite relating to the operations activities were evaluated during the site visit conducted on April 14 and 15, with follow-up cross- checks and confirmations completed remotely during the following two weeks (see Appendix B for Summary Audit Checklists). Document reviews included; • review of the monitoring and testing results required by the Certificate of Approval and Environmental Assessment; • review of any complaints received about the operation of the Facility; • A review of recommendations for improving the operation of the Facility received from the Advisory Committee. i lalroz Enghteefing Inc. Durham York Energy Centre Page 4 Operations Phase Audit-2015 795-114.00 Onsite documents were reviewed at the Owners office, Covanta office and the scale house. Personnel from the Owners and Covanta participated in the document review in order to facilitate production of documents upon demand by the auditors. Documents from the checklist were identified during the review as available or maintained onsite. As with the previous construction phase audit program, site staff were readily able to source documents and show relevant supporting documentation when requested by the audit team. This generally included providing the required documentation, when it was submitted and to whom, as well as confirmation of receipt by the party the report was submitted to. A letter from the MOECC to the Owners and Covanta dated April 12, 2016, was provided during the audit which summarized the outcome of numerous site visits by MOECC staff relating to the Air Facility, Non-Hazardous Waste Transfer Processing and Industrial Sewage (storm water management) Inspection reports. The MOECC letter identified that the facility was operating in compliance with the ECA and EA Approvals at the completion of the inspections. The approvals list documents which are required to be maintained on the project website (httl2:/lwww.durhamyorkwaste.ca). A listing of these documents is found in the web document checklist (see Appendix D). Documents required to be available on the project website were listed and accessible on the website at the time of the audit review. The website further provided a number of additional documents, correspondence and meeting summary information including the ability to receive notifications of documents added to the website. Summary of document review: • Monitoring and testing results were available for review as required by the Certificate of Approval and Environmental Assessment; • Individual complaints were documented and available onsite, along with action taken to resolve each complaint; • Advisory committee minutes were available onsite and reviewed. No outstanding motions or recommendations for improving the operation of the facility were noted. jValroz Engineering hic Durham York Energy Centre Wage 5 Operations Please Audit-2015 795-114.00 Non-compliance and omissions noted during the document review are listed in the following points: • ECA 2(5)(e)(i) Amended in Notice No. 2 / ECA5(e)(I-ii) - identifies a maximum on 630 tonnes of Residual Waste limited to bottom ash to be stored [on site] ... o Site records identify that up to a maximum of 759 tonnes of bottom ash were stored on site while waste classification testing was being completed during the initial operations phase. The reasoning for this exceedance is clearly explained in the 2015 ECA Annual Report and supporting documents. However, no notice to the MOECC or acknowledgement of such notice from the MOECC was available for inspection during the documents review. • ECA 4(3)(a)(iv) - Covanta issued a request to the MOECC via email dated January 7, 2015, to extend the period for temporary storage of unacceptable wastes to 90 days. o Acknowledgment and acceptance of this extension request by the MOECC was not available for inspection during the documents review. • ECA 7(10)(b) — requires soli testing repeated every 3 years or as agreed upon by the Director. o No MOECC acknowledgement of receipt or acceptance was available during the documents review for the second testing submission (performed by WSP October 23, 2015). • ECA 8(8) 1 ECA 8(9)(b) / EA 18(1) — requires an Odour Management and Mitigation Plan acceptable to the Director. o No MOECC documentation was available to acknowledge receipt and acceptability of the revised Odour Management and Mitigation Plan submitted on January 8, 2015. • ECA 8(15) — requires visual screening in accordance with documentation in "Schedule A". o Sign off for landscaping remains outstanding from the Municipality of Clarington. 6 ECA 10(4) — requires the District Manager to identify if odour complaints control measures to be undertaken at the facility (as a result of the complaint). o No correspondence was available from the MOECC for inspection during the documents review to indicate the Director's instructions (if any) 4 EA 10(4) — requires submission of annual reports to the Director detailing results of the Waste Diversion Program Monitoring Plan. Alah•vz Engineering Inc. Durham York Energy Centre Page 6 Operations Please Audit-2015 795-114.00 o No correspondence was available from the MOECC in response to regional submissions by both Durham and York Regions on August 11, 2015. 5.0 Personnel Interviews In Keeping with the previous construction phase audits, personnel interviews were conducted during the course of the audit visit, including the document review, site walkthrough and audit wrap up. Project personnel were asked for clarifications, further descriptions and explanations by the audit team during the document reviews and site walkthrough to allow identification and resolution of items as they were identified. This included cross-referencing information between the Owners` and Covanta's offices. As with the previous construction phase audits, the site team including the owners' personnel, and operator, appeared'to continue to be working well together. Each team member appeared to be well informed of the site activities and kept each other up to date on an ongoing basis. The auditors noted that this ongoing communication between the parties includes regular meetings. Site personnel reported that the facility had come off of the shutdown that was underway at the time of the fifth construction phase audit reported in March, 2015. As reported during that audit, Covanta identified that one complaint had been received and it was from Region staff who identified an odour at the site. The odour was determined to be from an offsite source and the report was prepared and filed to document the offsite concern for completeness. Site staff reported visits from MOECC personnel and that no concerns had been identified to them by MOECC staff. Related documents were reviewed during the document review portion of the audit. At the end of the audit, a wrap up discussion was held with the personnel attending the audit. The interviews did not identify areas of non-compliance. Mah•oz Engineering Inn. Durham York Energy Centre Page 7 Operations Phase Audit-2015 _ _ 795-114.00 6.0 Summary and Recommendations Section 16 of the Notice of Approval to Proceed with the Undertaking dated..October 21, 2010, and passed by Order in Council on November 3, 2010, mandates that third party audits be completed. This audit reports on conditions encountered during the 2015 Operations Period. The audit comprised three parts; document review, site walkthrough, and interviews. The components of this audit were completed during April, 2016. Areas of non- compliance were not identified. Two areas of minor were identified: • silt fence conditions around the temporary storm water pond sediment storage require improvement • The protective steel casing enclosure for the groundwater monitoring well in the southeast corner of the site requires re-securring.. In the opinion of the auditors, operations at the Site are undertaken in substantial accordance with the requirements of the EA Approval, Environmental Compliance Approval (formerly called a Certificate of Approval), and regulatory requirements. Mah-oz Engineering Ine. Appendix A Figure 1 - Site Location u F4 M SII N c•m W " III I 8 " c Q1 c 0 E cn Q �} o ! p C� h � f - 1 � •�T=. r C]` .3 z 0 S - N J � ro � � E � 0 10 0 A � F � m N • 9 CL _ O 4 Q a� dY m E E I; O N q Q III I 'I II ��I. Ili II i. Q N o f U a 01 j ate. 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E MUM 4— d - CL it K v ' Q U� ro fi CL u Q u1 n 4 N pp N 4 C O 4 ' o O O n a a- a ❑ Fi s • rl �4 �� r ����•'� t �, �. � � ��,�r fly.�,�&�` t 1 -��- �g'�5 .�'t�' - -Sh'-�' 1 � 3� +d -�,k)�fg`�.q�y$�39'L 34 f • • • • r , y i ,=-4 xx '-6 f � � 3":' x�-.-� .t`r^ .-mak ��✓.=; �" �35� , y '"�, '.R-�� ��- acs`� �� i x. � t> ,�y • •1 3 Y F s . �.f` r �} o x � o.a. 3 a r 14 vi FZ Q • g t a3 Icjf Im xt Q d �A O i i PM, dOfy •@ M N t1A M O O a Appendix D Documents Available on the Project Website S s} �1 - .. o C 15 04 1 d s s 3 n 1 =s= S 5 m o IE E m1$ gss °��D u' u' o° dv°• Ro �y mQnga u r o � q '• $c o'cwm'c�a g-do $On° $$�° uq - as a toads n 8 �_ a`m SoaBoE s � _ vm'c`a oma m m= -`� ��•' '-vH� s��°H« Hage m '_° Pad $« Sm ms $Eg3Ea$�g$�a��� S e E=oSQaSQ S $30$ o$ Y° $� ° 9 %_ ° f '! ;aux a.- ¢U `r S - B-I_=ou°3 � a 1a c o ra ° p o m m$$° _ o° c s E _ a E rc -,E n 030 5 s- uQ �C E a � r'E rg m =` �� g _ �F £aa o U •°i map c�� Q` Eam -$ s°g �„ c�xa °0s� �.-y`���� ° ^2ms SEo'yam- E o_ °.�; Em9$ �4�;¢ 2 3- a . �3 b�a @ °' mH 4 E _ ' ° ga$= a° osgsas`aua� �� 3= �g a °� mm e s's 8p a� `ama d A o$sag om a o�sm a � �® z° N F-o F m z'v F c a° 36E Q F 6.n.�sL- $5 W. Iz k- 7p- U' z: w- Li:- ° - Y ra A Es` a'o e - ,h _ E n A ``a c - P YGS' r 3; c d:. c av� os V$ f]0 Y 1 N 2 a N S 2- g a mlz E w= ° $9 nE $ �n �q o� �$E 00 �o .p �i as W= R' a1.2 w v = 3s 3 3 v o ~ �a P [)D ATTACHMENT # TO UPDATE MEMO Fleming, Cindy From: Melodee Smart<Melodee.Srnart@Durham.ca> Sent: May-06-16 10:28 AM To: Melodee Smart Cc: Susan Cumming; 'Denis.Kelly@york.ca; Clerks; Clerks Department Outside Subject: Response to MOECC Comments of April 13, 2016, RE: 2015 Durham York Energy Centre Annual Report(ECA) Attachments: 20160506 Response to MOECC Comments (April 13) RE 2015 DYEC Annual Report (ECA).pdf; Appendix A.pdf; 20160413 MOECC Response RE 2015 Annual Report(ECA).pdf Good morning EFWAC Members: In accordance with Environmental Compliance Approval (EAC) #7306-8FDKNX, Condition #15(1), please find attached a copy of the following documents: • Correspondence to the Ministry of the Environment and Climate Change (MOECC) dated May 6, 2016, regarding '20'15 Durham York Energy Centre Annual Report, Response to Comments from the Ministry of the Environment and Climate Change dated April 13, 2016' • Appendix A • Correspondence from the MOECC to the Regional Municipalities of Durham and York dated April 13, 2016, regarding 'MOECC comments on the 2015 Durham York Energy Centre Annual Report' The above documents will be made available on the Durham York Energ htt s:/Iwww.durham orkwaste.ca/Documents/FaciIit O erationsRe ortsl ac ' r 15.aspx Rwrmo air Or 041 ft o File Thank you, 0 couna€Dimdm\`�a Go 01nouon R PD D€reel€on OCo W.rnformadon ca Informauoo o PD lowaton Melodee Smart, Administrative Assistant CgwTa Commissioner's Office, Works Department aM'Or qcom"Wrsof aWardcouncd€ars und The Regional Municipality of Durham aCA0 ocbrks ❑Communkat€ons 605 Rossland Road East, Level 5 acommunify- cloupprate ❑Emergency 5erv€oes $onto$ semces Whitby ON L1N 6A3 ENINIM9 OfInano ofegal Office: 905-668-7711 or 1-800-372-1102 ext. 3560 services Serv�as Fax: 905-668-2051 Senrviins Email: melodee.smart cr,durham.ca aoir�er: Web: www.durham.ca ,GMunklpal Clerks File THIS MESSAGE IS FOR THE USE OF THE INTENDED RECIPIENTS) ON INFORMATION THAT IS PRIVILEGED, PROPRIETARY, CONFIDENTIAL, AND/OR EXEMPT FROM DISCLOSURE UNDER ANY RELEVANT PRIVACY LEGISLATION. No rights to any privilege have been waived. If you are not the intended recipient, you are hereby notified that any review, retransmission, dissemination, distribution, copying, conversion to hard copy, taking of action in reliance on or other use of this communication is strictly prohibited, If you are not the intended recipient and Have received this message in error, please notify me by return e-mail and delete or destroy all copies of this message, i If this information is required in an accessible format, please contact The Regional Municipality of Durham at 1-800-372-1102 extension 3560. Voirk-Region P—T"rocky Pr,buC n T-- May 6, 2016 Celeste Dugas, Manager, York Durham District Office 230 Westney Road South, 5th Floor Ajax, ON L1 S 7J5 Dear Ms. Dugas: RE: 2015 Durham York Energy Centre Annual Report Response to Comments from the Ministry of the Environment and Climate Change dated April 13, 2016 Environmental Compliance Approval Condition 15 (1) MOECC File #: EA-08-02 The Regional Municipalities of Durham and York (Regions) and Covanta acknowledge receipt of comments dated April 13, 2016, from the Ministry of the Environment and Climate Change (MOECC) on the recently submitted 2015 Durham York Energy Centre (DYEC) Annual Report. As requested, this letter provides responses to the MOECC's comments and will be considered an addendum to the 2015 DYEC Annual Report. 1. In accordance with ECA Condition 15(1), Annual Reports covering future calendar years shall be submitted to both the MOECC and the Advisory Committee by March 31 of the following year. The Advisory Committee will be copied directly on MOECC transmittal correspondence for the Annual Report to ensure timely future distribution to all parties 2. As requested by the MOECC, future Annual Reports will include emission summary tables and the acoustic assessment summary tables in the body of the report, rather than in Appendices as was done in the 2015 Annual Report. We will, however, continue to also include links to the reports that the Regions maintain on our project website in order to promote transparency and context to the summary tables provided. 3. In regard to providing an interpretative analysis of groundwater and surface water monitoring within the DYEC 2015 Annual Report, this was omitted due to a later submission deadline for the MOECC approved Groundwater and Surface Water Monitoring Annual Report (April 30 of each year). The Regions will endeavour to C. Dugas, Manager, York Durham District Office Response to MOECC Comments of April 13, 2016, RE.,2015 DYEC Annual Report MOECC File No.:EA-08-02 May 6, 2016 Page 2 of 2 advance the Groundwater and Surface Water Monitoring Annual Report completion so that an interpretative analysis can be included in subsequent Annual Reports. Please see the interpretative analysis for 2015 attached as Appendix A. We trust the above responses to MOECC's comments on the 2095 DYEC Annual Report meet the MOECC's expectation. If you require any further information, please contact the undersigned. Sincerely, �o Mirka Januszkiewicz, P.Eng. Laura McDowell, P.Eng. Director, Waste Management Director, Environmental Promotion and Protection The Regional Municipality of Durham The Regional Municipality of York 905-668-7711 ext. 3464 905830-4444 ext. 75077 Mirka.Januszkiewicz@durham.ca Laura.McDowell@york.ca Matthew Neild, Facility Manager Covanta Durham York Renewable Energy Limited Partnership 905-404-4030 MNeild@covanta.com c. D. Goyette, Director, Central Region, MOECC S. Thomas, Issues Project Coordinator, York.Durham District Office, MOECC P. Dunn, Senior Environmental Officer, York Durham District Office, MOECC P. Martin, Supervisor (Acting), Air, Pesticides, and Environmental Planning, MOECC G. Battarino, Special Project Officer, Project Coordination, MOECC E. O'Leary, Environmental Resource Planner and Environmental Assessment Coordinator, Air, Pesticides, and Environmental Planning, MOECC Energy from Waste Advisory Committee (EFWAC) D. Kelly, Regional Clerk, The Regional Municipality of York D. Wilcox, Regional Clerk, The Regional Municipality of Durham Encl. Ministry of the[Environment and Ministere de I'Envlronnement et de � 4 Climate Change I'Aetion on Matiere de Chnngement 0 0 Central Region Climatiqua 5775 Yonge Sireet Region du Centre 6«'Floor 5775,rue Yonge-129 etage Toronto,ON,M2M 4J1 8°bingo Tal.:416-326.6700 Toronto,ON,M21V 4,11 Fax:416.325.6347 Te1.:416.326-67CO Telec:416-325.6347 April 13, 2016 Mirka Januszkiewicz, P, Eng Director,Waste Management The Regional Municipality of Durham 605 Rossland Road East Whitby ON L1 N 6A3 Laura McDowell, P.Eng Director, Environmental Promotion and Protection The Regional Municipality of York 17250 Yonge Street Newmarket ON L3Y 6Z1 Dear Ms. Januszkiewicz and Ms. McDowell, RE Durham York Energy from Waste Project 2015 Annual Report Environmental Compliance Approval (ECA) Condition 15(1) Fi Thank you for submission of the 2015 Annual Report (Report), dated March 31, 2016, as required by Condition 15(1) of the Environmental Compliance Approval (ECA). Ministry staff have reviewed the Report and offer the following comments: Condition 15 (1) of the ECA states: "By March 31st following the end of each operating year, the Owner shall prepare and submit to the District Manager and to the Advisory Committee, an Annual Report summarizing the operation of the Site covering the previous calendar year." The Report was submitted to the ministry by March 31, 2016 however, the Advisory Committee was not provided the Report until April 1, 2016. Condition 15(1)(g) of the ECA requires the Report to contain the emissions summary and acoustic assessment summary tables for the previous calendar year. The Report provides links to the detailed reports on the project website that contain the emission summary and acoustic assessment summary tables. In future, please include the summary tables in the body of the Report. Condition 15(1)(n) of the ECA requires the Report to contain the results and an interpretive analysis of the results of the groundwater and surface water monitoring program. The Report provides a brief overview of the results, but does not provide a comparison of the surface water results to the Provincial Water Quality Objectives and Canadian Water Quality Guidelines or a comparison of the groundwater results to the Ontario Drinking Water Standards, Objectives, and Guidelines, The interpretative analysis of the groundwater and surface water monitoring results is required to be Included in the Report. By May 6, 2016, please provide an addendum to Report to address these comments, If you have any questions or comments, please contact Sandra Thomas, Issues Project Coordinator„ York Durham District Office at sandra.thornas@,ontario.ca or 905 427 5607. Sincerely, Celeste Dugas District Manager York Durham District Office Ministry of the Environment and Climate Change c. Ross Lashbrook, Manager, Technical Support Section, Central Region, MOECC Paul Martin, APED Supervisor (Acting), Central Region, MOECC Sandra Thomas, Issues Project Coordinator, York Durham District Office, MOECC Phil Dunn, Environmental Officer, York Durham District Office, MOECC APPENDIX A The 2015 Groundwater and Surface Water Monitoring Report can be viewed in its entirety at the following web address: https://www,durhamyorkwaste.ca/Assets/Documents/MonitoringPlansReports/G roundSurfaceWaterReports/2015/Reports/2015 Groundwater SurfaceWater An nualReport.pdf GROUNDWATER DATA The groundwater quality results are presented in the attached Table B-2, which is included in the 2015 Groundwater and Surface Water Monitoring Report. As shown in the table, the parameter concentrations during the groundwater sampling events in 2015 satisfied the Ontario Drinking Water Quality Standards, and the results for 2015 were generally comparable to the data for the 2014 monitoring program. SONDE DATA The surface water data obtained by the sondes in 2015 is shown in the attached Table 1, along with the applicable PWQO/CWQG. As shown in the table,turbidity values at the upstream sonde were generally higher compared to the turbidity results at the downstream sonde during the 2015 monitoring period; although the turbidity values at the downstream sonde were periodically higher compared to the upstream sonde results (and the CWQG) in 2015. The occurrences for higher turbidity at the downstream sonde are likely attributed to discharge received in Tooley Creek from the tributary located on the west side of the creek, and/or to differences in the stream flow characteristics at the two locations, and are not attributed to the DYEC. The stream configuration at the downstream sonde generally has a lower velocity, compared to the upstream location, which may permit the settlement of suspended materials. The drainage channel located upstream of Sonde 2 captures discharged water from the DYEC on-site ponds, along with runoff from nearby industrial sources such as the Ontario Power Generation (OPG) lands and the CN rail line. Surface water quality within Tooiey Creek is potentially influenced by many factors, including the DYEC site, OPG lands, CN rail line, agricultural areas west of the creek, discharge from a tributary on the west side of Tooley Creek, and land uses located between Tooley Creek and the DYEC property. Due to these potential alternate influences, the source of water quality variations within Tooley Creek, between the upstream and downstream sondes, cannot be solely attributed to DYEC operations. APPENDIX A TABLE i SONDE DATA COMPARISON -2015 Daily Averages DURHAM YORK ENERGY CENTRE •2015 WATER MONITORING PROGRAM pH TURBIDITY Sonde 1 Sonde 2 Sonde 1 Sonde 2 DATE PWQ0 (upstream) (downsiream) (upstream) CwQQ (Downstream) 2015.05-26 6.5-8.5 8,20 7.99 6.9 8.9 2.7 2015-05-27 6.5-8.5 8.13 7.97 4.0 6.0 2.4 2015-05-28 6.5-8.5 8.13 7.98 3.5 5.5 2.3 2015-05-29 6.5-8.5 8.09 7.97 8.2 16.2 2.3 2015-05-30 6.5-8.5 8.02 7.92 60.2 68.2 26.2 2015-05-31 6.5-8.5 8.15 8.01 14.7 22.7 13.6 2015-06-01 6.5-8.5 8.27 8.15 4.7 6,7 5.2 2015-06-02 6.5-8.5 8.26 8.15 2.8 4.8 3.0 2015-06-03 6.5-8.5. 8.24 8.11 3.0 5.0 3.0 2015-06-04 6.5-8.5 8.23 8.09 3.2 5.2 3.2 2015-06-05 6.5-8.5 8.17 8.02 3.7 5.7 3.4 2015-06-06 6.5-8.5 8.22 8.07 3.5 5.5 3.9 2015-06-07 6.5-8.5 8.15 8.04 4.2 6.2 5.2 2015-06-08 6.5-8.5 8.14 7.96 84.4 92,9 75.6 2015-06-09 6.5-8.5 8.32 8.13 6.2 8.2 76.6 2015-06-10 6.5-8.5 8.30 8.12 35.8 43.8 240.0 2015-06-11 6.5-8.5 8.34 8.18 5.4 7.4 272.9 2015-06-12 6.5-8.5 8.24 8.07 74.5 82,5 509.9 2015-06-13 6.5-8.5 8.31 8.16 11.6 1916 277.3 2015-06-14 6.5-8.5 8.30 8.14 15.9 23.9 338.8 2015-06-15 6.5-8.5 8.33 8.18 11.7 19.7 514.6 2015-06-16 6.5-8.5 8.32 8.17 10.8 18,8 213.5 2015-06-17 6.5-8.5 8.28 8.19 5.2 7.2 68.3 2015-06-18 6.5-8.5 8.11 4.9 2015-06-19 6.5-8.5 8.08 5.3 2015-06-20 6.5-8.5 8.09 4.7 2015-06-21 6.5-8.5 8.06 5.1 2015-06-22 6.5-8.5 8.04 5.0 2015-06-23 6.5-8.5 7.93 223.0 2015.06-24 6.5-8.5 8.10 91.0 2015.06-25 6.5-8.5 8.11 69.1 2015.06-26 6.5-8.5 8.13 57.0 2015-06-27 6.5-8.5 8.10 79.1 2015-06-28 6.5-8.5 7,97 110.0 2015-06-29 6.5-8.5 8.09 86.2 2015.06-30 6.5-8.5 8.14 194.5 2015-07-01 6.5-8.5 7.63 8.13 270.6 297.7 87.9 2015-07-02 6.5-8.5 7.60 8.09 298.3 328.1 4.6 2015-07-03 6.5-8.5 7.60 8.08 365.5 402.1 4.0 2015-07-04 6.5-8.5 7.61 8.06 400.8 440.9 3.8 2015.07-05 6.5-8.5 7.63 8.02 395.9 435.5 3.7 2045.07-06 6.5-8,6 7,64 8.01 488.4 537.2 3.6 2015.07-07 6.5-8.5 7.64 7.97 465.7 512.3 5.9 2035.07-08 6.5-8.5 7,65 8.02 479.4 527.3 5.2 2015.07-09 6.5-8.5 7,69 8.00 447.9 492.7 3.6 05-uap-1B Paga 1 ats APPENDIX TABLE 1 SONDE DATA COMPARISON-2015 Daily Averages DURHAM YORK ENERGY CENTRE-2015 WATER MONITORING PROGRAM pH TURBIDITY Sonde 1 Sonde 2 Sonde 1 Sonde 2 DATE PWQO (upstream) (downstream) (upstream) CWQG (Downstream) 2015-07-10 6.5-8.5 7.66 7.99 426.1 468.7 3.6 2015-07-11 6.5-8.5 7.64 7,95 460.2 506.2 3.9 2015-07-12 6.5-8.5 7.65 7.93 449.3 494.2 5.6 2015-07-13 6.5-8.5 7.63 7,91 493.8 543.2 4.1 2015-07-14 6.5-8.5 7.62 7.89 355.0 390,4 6.5 2015.07-15 6.5-8.5 7.65 7.94 1006.2 1106,8 30.3 2015-07-16 6.5-8.5 7.63 7.94 1053.3 1158,7 5.2 2015-07-17 6.5-8.5 7.64 7,86 1015.5 1117.0 17.0 2015-07-18 6.5-8.5 7.61 7.91 993.8 1093.2 7.6 2015-07-19 6.5-8.5 7.59 7.91 903.9 994.3 5,4 2015-07-20 6.5-8.5 7.60 7.91 992.8 1092.0 5.4 2015-07-21 6,5-8.5 7.83 7.92 469.3 516.2 5.0 2015-07-22 6.5-8.5 7.92 7.93 11.4 19.4 5.1 2015-07-23 6.5-8.5 7.89 7.91 10.0 18.0 4.7 2015-07-24 6.5-8.5 7.85 7.88 13.8 21.8 4.5 2015-07-25 6.5.8.5 7.81 7.85 20.6 28.6 12.5 2015-07-26 6.5.8.5 7.74 7.76 23.0 31.0 13.7 2015.07-27 6.5.8.5 7.80 7.82 10.8 18,8 5.0 2015-07-28 6.5.8.5 7,75 7.82 12.9 20.9 5.5 2015-07-29 6.5.8.5 7,72 7.83 10.2 18.2 7.5 2015-07-30 6.5.8.5 7,66 7.82 15.2 23.2 3.8 2015-07-31 6.5-8.5 7.67 7.83 11.0 19.0 4.2 2015-08-01 6.5-8.5 7.74 7.78 13.5 21.5 8,2 2015-08-02 6.6-8.5 7.74 7.79 38.0 46.0 15.4 2015-08-03 6.5-8.5 7.65 7.90 108.4 119.2 91.9 2015-08-04 6.5-8,5 7.56 7.93 17.1 25.1 7.3 2015-08-05 6,5-8.5 7.66 7.93 27.5 35.5 6.2 2015-08-06 6.5-8.5 7.86 7.96 9.6 17.6 6.0 2015-08-07 6.5-8,6 7,95 7.95 6.5 8.5 4.1 2015-08-08 6.5-8,5 7,92 7.95 8.5 16.5 3.7 2015-08-09 6.5-8,5 7.87 7.92 10.9 18,9 3.7 2015-08-10 6.5-8.6 7.88 7.87 69.9 77.9 46.5 2015.08-11 6.5-8.5 8.05 7.93 66.9 74.9 18.0 2015-08-12 6.5-8.5 8.02 7.96 19.8 27.8 6.3 2015-08-13 6.5-8.5 7.98 7,96 58.6 66.6 5.5 2015-08-14 6.5-8.5 7.91 7,83 117.3 129.0 49.9 2015-08-15 6.5-8.5 8.05 7.96 124.1 136.5 8.0 2015-08-16 6.5-8.5 8.00 7.93 350.2 385.2 7.0 2015-08-17 6.5-8.5 7.96 7.92 146.5 161.2 5.9 2015-08-18 6.5-8.5 7.97 7.89 40.7 48.7 5.5 2015-08-19 6.5-8.5 7.91 7.92 5.9 7.9 4.7 2015-08-20 6.5-8.5 7.84 7.83 16.1 24.1 9.2 2015-08-21 6.5-8.5 8.05 7.95 7.6 9.6 7.1 2015-08-22 6.5-8.5 7.98 7.95 5.1 7.1 3.9 2015-08-23 6.5-8.5 7.91 7.90 5.4 7.4 3.5 OS-�ay16 P e 2 615 a9 APPENDIX A TABLE 1 SONDE DATA COMPARISON -2015 Daily Averages DURHAM YORK ENERGY CENTRE-2015 WATER MONITORING PROGRAM pH TURBIDITY Sonde 1 Sonde 2 Sonde 1 Sonde 2 DATE Mao (upstream) (downstream) (upstream) CWQG (Downstream) 2015-08-24 6.5-8.5 7.87 7.88 5.6 7.6 3.5 2015-08-25 6.5-8.5 7.85 7.88 5.5 7.5 3.1 2015.08-26 6.5-8.5 7.81 7.88 5.4 7.4 3.0 2015-08-27 6.5-8.5 7.83 7.89 8.4 16.4 2.8 2015.08-28 6.5-8.5 7.82 7.90 4.8 6.8 3.0 2015.08-29 6.5-8.5 7.77 7.87 4.6 6.6 3.0 2015.08-30 6.5-8.5 7.77 7.86 5.1 7.1 2.8 2015.08.31 615-815 7.76 7.87 6.0 8.0 2.5 2015-09.01 6.5-815 7.80 7.85 5.5 7.5 2.4 2015.09.02 615-815 7.78 7.85 5.0 7.0 3.0 2015-09.03 6.5-815 7,75 7.83 5.5 7.5 2.6 2015-09.04 6.5-8.5 7.70 7.85 10.9 18.9 2.9 2015-09.05 6.5-8.5 7.61 7.84 13.1 21.1 2.3 2015-09-06 6.5-8.5 7.60 7.80 6.3 8.3 2.7 2015-09.07 6.5-8.5 7,61 7.83 5.6 7.6 2.5 2015-09-08 615-8.5 7.71 7.78 8.2 16.2 2.9 2015-09-09 615-8.5 7,79 7.81 9.3 17.3 4,0 2015-09-10 6.5-8.5 7,75 7.82 6.3 8.3 2.9 2015-09-11 6.5-8.5 7,75 7.89 5.6 7.6 1.8 2015-09-12 6.5-8.5 7.85 7.77 21.2 29.2 10.2 2015-09-13 6.5-8.5 8.06 7.90 57.4 65.4 34.1 2015-09-14 6.5-8.5 8.11 8.00 6.5 8.5 5.6 2015-09-15 6.5-8.5 8.02 7.98 6.0 8.0 3.3 2015-09-16 6.5-8.5 7.98 7.96 5.6 7.6 3.9 2015-09-17 6.5-8.5 7.94 7.94 5.7 7.7 3.1 2015-09-18 6.5-8.5 7.91 7.94 6.3 8.3 3.0 2015-09-19 6.5-8.5 7.89 7.90 8.4 16.4 4.1 2015-09-20 6.5-8.5 7.89 7.92 7.1 9.1 4.0 2015-09-21 6.5-8.5 7.92 7.95 6.6 8.6 3.1 2015-09-22 6.5-8.5 7.97 7.94 6.7 8.7 3.2 2015-09-23 6.5-8.5 7.94 7.95 6.6 8.6 2,8 2015-09-24 6.5-8.5 7.93 7.94 6.4 8,4 2.8 2015-09-25 6.5-8.5 7.92 7.93 6.1 8,1 2.8 2015-09-26 6.5-8.5 7.91 7.95 6.4 8.4 2.8 2015-09-27 6.5-8.5 7.91 7.94 6.4 8.4 2.2 2015-09-28 6.5-8.5 7.89 7.80 41.6 49.6 21.0 2015-09-29 6.5-8.5 8.05 7.86 89.8 98.8 61.9 2015-09-30 6.5-8.5 8.17 8.02 12.8 20.8 11.3 2015-10-01 6.5.8.5 8.15 8.06 6.1 8.1 4.8 2015-10-02 6.5.8.5 8.14 8,10 7,0 9.0 4.0 2015-10-03 6.5.8.5 8.12 8,09 6.4 8.4 4,1 2015-10-04 6.5.8.5 8.08 8.06 6.0 8.0 4.9 2015-10-05 6.5.8.5 8.04 8.00 6.0 8.0 3,9 2015-10-06 6.5.8.5 8.04 7.97 5.9 7.9 4.2 2015-10-07 6.5.8.5 8.06 8.00 5.5 7.5 3.6 QS Vay-t8 Page a of 5 APPENDIX.A TABLE 1 SONDE DATA COMPARISON - 2015 Daily Averages DURHAM YORK ENERGY CENTRE-2015 WATER MONITORING PROGRAM pH TURBIDITY Sonde 1 Sonde 2 _ Sonde i Sonde 2 DATE MOO (upstream) (downstream) (upstream) QwQG (Downstream) 2015.10-08 6.5-8.5 8.07 8.02 6.9 8.9 3.7 2015-10-09 6.5-8.5 8.15 7.97 48.7 56.7 34.1 2015-10-10 6.5-8.5 8.18 8.06 6.7 8.7 4.8 2015-10-11 6.5-8.5 8.17 8.07 5.9 7.9 3.7 2015-10-12 6.5-8.5 8.12 8.03 6.5 8.5 4.0 2015-10-13 6.5-8.5 8.10 7.93 32.3 40.3 17,8 2015-10-14 6.5-8.5 8.19 8.06 6.0 8.0 4.0 2015-10-15 6.5-8.5 8.17 8.05 7.1 9.1 4.4 2015-10-16 6.5-8.5 8.08 7.96 24.0 32,0 11.3 2015-10-17 6.5-8.5 8.20 8.06 6.5 8.5 5.7 2015-10-18 6.5-B.5 8.21 8.10 5.3 7.3 3.5 2015-10-19 6.5-6.5 8.19 8.09 615 8.5 3.8 2015-10-20 6.5-8.5 8.11 7.99 48.4 56.4 31.9 2015-10-21 6.5-8.5 8.19 8.06 4.7 6.7 4.0 2015-10-22 6.5-8.5 8.14 8.02 6.9 8.9 5.6 2015-10-23 6.5-8.5 8.17 8.05 3.0 5.0 3.2 2015-10-24 6.5-8.5 8.15 8.02 4.6 6.6 3.6 2015-10-25 6.5-8.5 8.15 7.97 43,5 51.5 34.5 2015-10-26 6.5-8.5 8.22 8.06 3.4 5.4 3.5 2015-10-27 6.5-8.5 8.23 8.08 3.0 5.0 3.1 2015-10-28 6.5-8.5 8.02 7.87 396.9 436.6 146A 2015-10-29 6.5-8.5 7.57 7.82 340.6 374.6 156.0 2015-10-30 6.5-8.5 7.56 7.96 74.6 82.6 202.0 _ 2015-10-31 6.5-8.5 7.83 8.04 44.1 52A 265.3 2015-11-01 6.5-8.5 7.70 8.02 46.1 54.1 81.5 2015-11-02 6.5-8.5 7.81 8.07 39.7 47.7 934.6 2015-11-03 6.5.8.5 8.04 8.06 40.5 48.5 642.0 2015-11-04 6.5.8.5 8.30 4.0 6.0 2015-11-05 6.5-8.5 8.30 4.1 6.1 2015-11-06 6.5-8.5 8.29 4.9 6.9 2035-11-07 6.5-8.5 8.33 4.6 6.6 2015-11-08 6.5-8.5 8.33 4.5 &.5 2015-11-09 6.5-8.5 6.33 4.8 &.8 2015-11-10 6.5-8.6 8.33 8.3 16.3 2015-11-11 6.5-8.5 8.29 18.9 26.9 2015-11-12 6.5-8.5 8.34 26.3 34.3 2015-11-13 6.5-8.5 8.40 9.8 17.8 2015-11-14 6.5-8.5 8.40 8.9 16.9 2015-11-15 6.5-8.5 8.38 8.9 16.9 2015-11-16 6.5-8.5 7.95 9.5 17.5 2015.11-17 6.5-8.5 7.71 6.8 8.8 2015-11-18 6.5-8.5 7.76 7.5 8.5 2015-11-19 6.5-8.5 7.75 12.6 20.6 2015.11-20 615-8.5 7.92 48.5 56.5 2015-11-21 6.5-8.5 7.87 72.5 80.5 05-may,16 Page 4 of 5 APPENDIX A TABLE 1 SONDE DATA COMPARISON -2015 Daily Averages DURHAM YORK ENERGY CENTRE-2015 WATER MONITORING PROGRAM pH TURBIDITY Sonde 1 Sonde 2 Sonde 1 Sonde 2 DATE PWQO (upstream) (downstream) (upstream) CWQG (Downstream) 2015.11-22 6.5-8.5 7.84 58.0 66.0 2015-11-23 6.5-8.5 7.80 73.7 81.7 2015-11-24 6.5-8.5 7.78 63.6 71.6 2015-11-25 6.5-8.5 7,78 80.1 88.1 2015-11-26 6.5-8.5 7,75 84.9 93.4 2015-11-27 6.5-8.5 7,68 101.6 111.7 2015-11-28 6.5-8.5 7.69 189.5 208.4 2015-11.29 615-815 7.65 467.6 514.3 2015-11-30 6.5-8.5 7.58 404.5 445.0 2015-12-01 6.5-8.5 7.56 373.8 411.2 2015-12-02 6.5-8.5 7,52 252.5 277.7 2015-12-03 6.5-8.5 7.49 64.1 72.1 NOTES: 1)PWQO-Provincial Water Quality Objectives(1999) 2)CWQG-Canadian Water Qualfty Guidelines(2011) 3)Calculation of CWQG for turbidity at the downstream station(for the table above)involves the fallowing criteria: If upstream turbidity<8 NTU,CWQG=upstream turbidity+2 NTU If upstream turbldity is between 8 NTU and 80 NTU,CWQG=upstream turbidity+8 NTU If upstream turbidty>80 NTU,CWQG= 10%increase compared to upstream turbidity 4)Shading indicates value does not satisfy the applicable PWQO/CWQG. 5)Sonde 1 experienced a power failure during the monitoring period between June 18 and June 30,2015. 6)Sonde 2 tailed in early November 2015,due to a leaking seal,and could not be repaired in sufficient time for the remainder of the 2015 monitoring program. 65-uay-I8 Pag a 5 of 5 CO N T CD O S C) o C) o O Z v v v C V ...................................... 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ID 73 C3 CD �D C, C, v v v (D U LU v ix , — 11 - 0 LLJ L) 0 <D Lo LO LO cli N q LLI I-- Lu 0: 0 C) LU Z w -j --! zlJ �-j -0) -CD -u LLJ E E E E E E E E E e E E E CC — Cc < 0 N w 034) E w �-u m 9 z E LU < 0 E Q -2 cc, Z 2 CD 0 .3 c (a :3 E - CO 0 cc < �a CC 0- .2 M 75 a o 0 o 0 0 fn :2 a- (6 no o C) -1 :ti ATTACHMENT # TO UPDATE MEMO Chambers, Michelle From: Keys, Dave <dkeys@BBC407,ca> Sent: May-04-16 3:17 PM To: Chambers, Michelle Cc: RAMCHARITAR, MELVIN; Medel Carratala, Gabriel Pablo; Beltran Simal,Jose Luis; Albright, Ron Subject: FW: Noise By Law Exemption Request Blackbird Constructors requests an exemption to the Municipality of Clarington Noise Bylaw 2007-071. The exemption is to enable construction activities on Highway 407 East Phase 2 to proceed on a 24 hour per day, seven day per week basis. The location of the proposed work is on the Highway 407 right of way between Liberty Street and Leskard Road. The proposed time period is from June 13, 2016 to Nov 30 2016. The work will be dependent on weather conditions and is not expected to be continuous. Blackbird also requests a short duration (three day) noise exemption for the Highway 407 & Regional Road 57 interchange area for the purposes of a culvert installation on a 24 hour per day basis over a weekend. This work is anticipated to be completed in June with the exact dates to be determined. We understand that this request will require approval of Council at the next meeting on May 24. Blackbird is prepared to have a representative(s) at the meeting to answer questions. Please advise if there are any questions. DISTRIBUTION Dave Keys REVIEWED 8Y Environmental Manager Original To: O File A Council Direction t l Dlrectlon o PD Direction Blackbird Constructors 407 General Partnership UCo WIIAformatkn UGGlnformation aPDInformation 78 Richmond Street W.,Oshawa,ON LIG IFI Copy To: T:905-443-3390 x 23154 4 Mayor v Members of U Ward Councillors Council ackbW UCRO (3Clerks uCommunicat€ons O Einmeeidno nity acorporate ©Emergency cty)) tiur.tors�r(J!C�€� Services Services gFlnance 0Legal Sens Services •Operations CI Planning Services •Other, Munkipal Claft File AVISO DE CONFIDENCIALIDAD Le informamos, tomo destinatario de este mensaje, que el correo electronico via Internet no permite asegurar la confidencialidad de los mensajes transmitidos ni su integridad o correcta reception. Si no consinticra la utilization del coiteo electronico via Internet,rogamos nos to comnique de forma inmediata. Este mensaje va dirigido de manera exclusiva a su destinatario y puede contener information confidential cuya divulgacion esta prohibida por la ley. Si ha recibido este mensaje por error, le rogamos nos to comunique de forma inmediata por esta misma via y proceea a su elimination, asi tomo a la de cualquier documento adjunto at mismo. Asimismo, si no es el destinatario de este mensaje, se le informa de clue su I '. 0 P. Lavreque Bros. Haulage Limited R. R.##5, 30876 Highway 62 North, Bancroft, Ontario KOL 1CO Tel: 613-332-5533 Fax: 613-332-0497 May 6, 2016 Municipality of Clarington MTO Contract 2014-2004 40 Temperance Street Bowmanville, Ontario LIC 3A6 Location: Highway 401 Re: Request for Exemption to Noise By-Law To whom it concerns, J&P Leveque Bros. Haulage is requesting a Noise By-Law Exemption Permit from the Municipality of Clarington as we are nearing completion of MTO Project 2014-2004 at the Holt Road interchange that began in 2014. As part of the original contract, MTO had obtained a Noise By-Law Exemption Permit that expired late in 2015, and since this project has run longer than expected, a new or extended permit is required. The project consists of replacing the Holt Road Bridge over the Highway 401, as well as installation of three roundabouts on Holt Road and realignment of South Service Road. Remaining work for this project this season includes the surface asphalt paving and tall wall median on Highway 401, surface asphalt paving on Holt Road, and the paving of the Waterfront"Trail from Park Road to Crago Road. The Noise By-Law Exemption Permit is required to complete the remaining work since construction activities are required at night and potentially weekends as per the contractual constraints. J&P Leveque Bros. are requesting that the Eloise By-Law Exemption Permit be valid from May 2", 2016 to August 1", 2016. Please note that the Municipality of Clarington will be notified should the Exemption Permit be no longer required due to contractual completion of the project prior to the end date requested. Should you have any question or concerns,please do not hesitate to contact us. DISTRIBUTION 'REVIEWED 8v ._94 Thank you for your consideration, Original To: 0File C)Council Direction 0 D€rection a PO Direction ❑Counal Information Q GG Information R PO Information Copy To: ❑Mayor a Members of 0 Ward Councillors J. &P. Leveque Bros. Haulage Ltd. 13 CAO tiCCouncil . il aeommunications C RR#5, 30876 Highway 62 North, gComr�uni>y €�Corporata []Emergency Bancroft, Ontario KOL 1C0 So s Services services ngineering d Finance d Legal Services Services •Operations ©Planning services •Other: unicipai Clerk's Fila Handouts/Circulations General Government Committee Meeting \O 1� HEADS UP! DURHAM �, � p�gionel Trauma = OCTOBER 2008 • ' h r r r f October 23,, 2008 What is Traumatic Brain Injury (ilia, ? : TBI is " caused by a blow 0 jolt or to the head or a } � penetrating injuryhead }. that disrupts the function 012h '%�) A of the brain What is a Concussion?: "A concussion is a type of tbi caused by a bump ., blow., or jolt to the head or by a hit to - the body that causes the head and brain to move rapidly back and forth . * . can cause the brain to bounce around or twist in the skull , stretching and damaging the brain cells and creating chemical changes in the brain ." Home For Christmas 2008 0 HEADS UP! DURHAM! " Silent Epidemic " : Acquired brain injury ( ABI ) is : - 15 times more common than spinal cord injury, -30 times more common than breast cancer and -400 times more common than HIV/AIDS . Causes of Brain Injury Include: -* Falls -*Automobile collisions -Sports -Pedestrians struck by motor vehicles -Bicycle or recreational vehicle crashes -Violence ( assaults ., gunshot wounds, domestic violence or child abuse) Explosive blasts and combat injuries . U do �� 0 VP VISION: Durham Region : a community where brain injury awareness, prevention and support is evident in all aspects of our lives as we learn, work and play. 1 Mission : To weave brain injury awareness, prevention, policy and support into the fiber of Durham Region society through community action. Goals: - Create an increased awarenes of brain injury, and its widespread causes and effects ., by disseminating information to all citizens in Durham Region society through a multitude of channels. PSK a., COpOL D`GICAL s IF►CA 770 ,A S 1NTERV $ ENTlK7► �� '��,�=`„�y..A YPES ,spy . ,oEooN�� �l moi* . Co �•yo,Ls Qo ��© ` Sao Qi,�fiG4��Ca50 ' i,�, ' SAL '� t �s.T p�F��NT s�Oti► [HfLDocc R�E �pJ AGEDtat IT VA' € 0CCUR �c MVRTAr-ND tES LEADING 'OEWNT DRIVEIAIAY " T N[�1 FaruS E�iAMININGECC)LaGICALLY v TYING ��� 0ISCOURAGE ENFORCEMENT Ecv�OGiCALPROMOTE IF I G IAN ACCI�]ENTALSEATaFCRUS�_jArj�r SHIFTING IENGINEERING ACTIVIST nSREDUC CTEV '"I to CURSWORTHINESS a 'C STREET &I's t t ,�StA T1p TERM C.C��c EI�I©EMIOLOGICAL ca�R-AFFAr N�1X4lt"WC mFI11lE5 GREN''Cf-S, A e-AdS. 'uR VINOBEHAVIORAL 'SAGSJjA � -� DEATHSBEA •cam A rJogs/. rJT6 Ob Promote theprevention of brain injury in all areas of societythrough enhanced communication, education, olio and p Y enforcement. Enhance the SUPPOrt provided =- to Durham Region 7 _ . : citizens. HEADS UP! DURHAM COMMITTEES � � `� Steering Committee: Linda Lowery (Chairperson) : Linda Lowery Consulting and Education Ted Dionne: Retired Staff Sgt., DRPS Frank Murphy: CEO, BIAD Elizabeth Persaud: Community Supports, BIAD Superintendent Adam Kelly: DRPS Chief Dave Speed: Whitby Fire and Emergency Services Leslie Allen: Service Director, Bartimaeus Rehab Services Steering Committee: cont' d Kim Davis: Manager, Injury Prevention , Durham Region Health Department Lindsay Charles: Lawyer, McLeish Orlando Personal Injury Law Firm , TO Michelle O' Brien: Neuro Psychologist, Lakeridge Health Jane Conte: Personal Injury Lawyer, Whitby Natalie Zeitoun : Ministry of Transportation Sylvia Davies: Reg ' I Mngr, Eastern Ont, March of Dimes Rosemarie Arndt- Perris: Vice Principal , Supporting the Special Education Officer; DDSB Caroline Best: Supervisor, Community Solutions Ltd . Community Champions k Individuals/families or Corporations/organizations mm nitChampions:Co u y - advocates for Heads Up! Durham. - help ensure information is being shared and communicated. - help ensure the unique needs of their community are being addressed - identify support for Heads Up! Durham. Twitter: @HeadsUpDurham SOCIAL MEDIA WWW ., H EADSU PDU RHAM ., CA f Facebook http :// a Return to Sports. 80 'Jk 1 Return to Learn : i YP 44 Return to Life. . 4% COMMUNITY ACTION • Ganaraska Forest Horse Club AGM • Clarington Recreational Hockey League and Newcastle Village Minor Hockey : concussion awareness and prevention • Physician Education - Fall 2016 • June : Brain Injury Awareness Month • Go train initiative - June 2/ 16 • 1 yr. anniversary event - Fall 2016 Traumatic brain injury: A largely preventable tragedy. Brain injury awareness and prevention: a shared responsibility. Heads Up.' Durham: A community mobilization whose time has come! ��- y [ , ! � y . - � Garrett 2