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Home My WebLink About09-06-2016General Government Committee Agenda Date: September 6, 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 mchambers@clarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Audio Record: The Municipality of Clarington makes an audio record of General Government Committee meetings. If you make a delegation or presentation at a General Government Committee meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality’s website. Noon Recess: Please be advised that, as per the Municipality of Clarington’s Procedural By-law, this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by the Committee. 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 Final General Government Committee Agenda Date: September 6, 2016 Time: 9:30 AM Place: Council Chambers Page 1 1 Call to Order 2 New Business – Introduction 3 Adopt the Agenda 4 Declaration of Interest 5 Announcements 6 Adoption of Minutes of Previous Meeting 6.1 Minutes of a Regular Meeting of June 20, 2016 – June 22, 2016 6.2 Minutes of a Special Meeting of June 27, 2016 7 Delegations 7.1 Sheila Hall, Executive Director, Clarington Board of Trade, Regarding an Economic Development Update 7.2 Janet Lange, Janet Lange Art and Design, Regarding the Chalk It Up Festival 8 Communications - Receive for Information 8.1 Tyrone Minutes Minutes of Tyrone Community Centre dated June 5, 2016 8.2 Newcastle Hall Board Minutes Minutes of the Newcastle Community Hall Board dated May 17, 2016 8.3 GRCA Minutes Minutes of the Ganaraska Region Conservation Authority dated June 16, 2016 8.4 CLOCA Minutes Minutes of the Central Lake Ontario Conservation Authority dated June 21, 2016 8.5 Museum Minutes Minutes of the Clarington Museums and Archives Board dated July 5, 2016 and July 27, 2016 Page 7 Page 42 Page 44 Page 45 Page 48 Page 52 Page 55 General Government Committee Agenda Date: September 6, 2016 Time: 9:30 AM Place: Council Chambers Page 2 8.6 Durham York Energy Centre Melodee Smart, Administrative Assistant, Works Department, The Regional Municipality of Durham – Durham/York Energy Centre REVISED Ambient Air Monitoring 2016, 1st Quarterly Report (January to March 2016) and March and April 2016 Complaint and Inquiry Logs. Available for Viewing at: https://www.durhamyorkwaste.ca/Documents/Monitoring PlansReports/AmbientAir/AmbientAirReports2016.aspx https://www.durhamyorkwaste.ca/Documents/FacilityMan agementPlans/ComplaintInquiryLogs/ComplaintInquiryLo gs2016.aspx 8.7 Pickering- Tax Relief Debbie Shields, City Clerk, City of Pickering – Notice of Motion Regarding Residential Tax Relief to Eligible Low Income Seniors and Low Income Disabled Persons 8.8 Operalia Competition Laura Vaillancourt, OP Executive Director – 24th World Operalia Competition with Placido Domingo and Marco Parisotto 8.9 NWMO Kathryn Shaver, Vice-President, APM Engagement and Site Selection, Nuclear Waste Management Organization –Implementing Adaptive Phased Management 2017 to 2021 – Draft for Public Review. Available for Viewing at: https://www.nwmo.ca/~/media/Site/Reports/2016/07/21/1 3/15/EN_ImplementingAPM_2017to2021_July21_lowres. ashx 8.10 Ontario 150 Program Ontario 150 Program – Ontario 150: Apply for Funding 8.11 Durham York Energy Centre Melodee Smart, Administrative Assistant, Works Department, The Regional Municipality of Durham – Durham/York Energy Centre Ambient Air Monitoring 2016, 2nd Quarterly Report (April to June 2016). Available for Viewing at: https://www.durhamyorkwaste.ca/Documents/Monitoring PlansReports/AmbientAir/AmbientAirReports2016.aspx 8.12 Ajax – “For All” Campaign Alexander Harras, Manager of Legislative Services/Deputy Clerk, Town of Ajax – Ontario Council of Agencies Servicing Immigrants “For All” Campaign Page 69 Page 70 Page 73 Page 74 Page 75 Page 76 Page 77 General Government Committee Agenda Date: September 6, 2016 Time: 9:30 AM Place: Council Chambers Page 3 9 Communications – Direction 9.1 Flag Raising Lion Jim Rohrbach, PDG, MD “A” Centennial Coordinator, Lions International –Request for Flag Raising for the 100th Anniversary of Service to Humanity (Motion to approve raising of the Lions Club International Flag on date to be determined in 2017) 9.2 Affordable Housing Debi A. Wilcox, Regional Clerk/Director of Legislative Services, The Regional Municipality of Durham – Provincial Update of the Long Term Affordable Housing Strategy and Bill 204 – Promoting Affordable Housing Act. Report #2016- J-23. Available for Viewing at: Report 2016-J-23 (Motion to Endorse) 9.3 Overdrive Race & Relay Derrick McKay, President and Founder, Overdrive Race & Relay Series – Request for Permission to Fly a CF-18 Hornet Over Canadian Tire Motorsport Park (Motion to approve the fly over of a CF-18 Hornet at Canadian Motorsport Park on October 30, 2016) 9.4 Climate Change Jillene Bellchamber-Glazier, County Clerk, Corporation of the County of Perth – Ontario Climate Change Action Plan – Natural Gas (Motion for Direction) 9.5 Seniors Mary Medeiros, Acting City Clerk, The Corporation of the City of Oshawa – Seniors Protection and Care (Motion for Direction) 10 Presentations No Presentations Page 79 Page 81 Page 85 Page 86 Page 88 General Government Committee Agenda Date: September 6, 2016 Time: 9:30 AM Place: Council Chambers Page 4 11 Engineering Services Department 11.1 EGD-035-16 Report on Building Permit Activity for April, May, and June 2016 12 Operations Department 12.1 OPD-007-16 Revision Cemetery Tariff of Rates 13 Emergency and Fire Services Department No Reports 14 Community Services Department No Reports 15 Municipal Clerk’s Department 15.1 CLD-026-16 Job Description and Appointment of CAO 15.2 CLD-027-16 Appointment to Newcastle Arena Board 16 Corporate Services Department 16.1 COD-018-16 Contract Awards During Council Recess 17 Finance Department No Reports 18 Solicitor’s Department No Reports 19 Chief Administrative Office No Reports 20 New Business - Consideration Page 90 Page 98 Page 109 Page 118 Page 121 General Government Committee Agenda Date: September 6, 2016 Time: 9:30 AM Place: Council Chambers Page 5 21.1 CLD-024-16 Appointment to the Clarington Museums and Archives Board [Tabled from the June 20, 2106 General Government Committee Meeting] 22 Confidential Reports No Reports 23 Adjournment Page 154 21 Unfinished Business General Government Committee Minutes June 20, 2016 – June 22, 2016 - 1 - Minutes of a meeting of the General Government Committee held on Monday, June 20 , 2016 at 10:00 AM and reconvening on Wednesday, June 22, 2016 at 2:00 PM in the Council Chambers. Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper, Councillor J. Neal, Councillor W. Partner, Councillor C. Traill, Councillor W. Woo Staff Present: F. Wu, A. Allison, T. Cannella , J. Caruana , F. Horvath, F. Langmaid, M. Marano , N. Taylor, G. Weir, J. Gallagher, M. Chambers, A.Greentree, C. Fleming 1 Call to Order Mayor Foster called the meeting to order at 10:00 AM. 2 New Business – Introduction Councillor Neal added the following New Business items, to the New Business – Consideration section of the agenda: •Lambs Lane •Business Case for the GO Train •FOB Building Security Device Councillor Partner added a New Business item, regarding Senior of the Year Appointments, to the New Business – Consideration section of the agenda. Councillor Tra ill added a New Business item, regarding the 40th Anniversary of the Tyrone Community Centre , to the New Business – Consideration section of the agenda. Councillor Woo added a New Business item, regarding the Ontario Autism Program, to the New Business – Consideration section of the agenda. Councillor Cooke added a New Business item, regarding a stop sign for Robert Adams Drive, Courtice, to the New Business – Consideration section of the agenda. Councillor Hooper added a New Business item, regarding continuing Committee and Council meeting s during the months July and August, to the New Business – Consideration section of the agenda. 7 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 2 - 3 Adopt the Agenda Resolution #GG-333-16 Moved by Councillor Neal, seconded by Councillor Hooper That the Agenda be adopted as presented, with the addition of the following New Business items: • Lambs Lane • Business Case for the GO Train • FOB Implement Device • Senior of the Year Appointments • 40th Anniversary of the Tyrone Community Centre • Ontario Autism Program • Stop sign for Robert Adams Drive, Courtice • Continuing Committee and Council meetings in July and August Carried 4 Declaration of Interest There were no declarations of interest stated at this meeting. 5 Announcements Members of Council announced upcoming community events and matters of community interest. 6 Adoption of Minutes of Previous Meeting Resolution #GG-334-16 Moved by Councillor Cooke, seconded by Councillor Partner That the minutes of the regular meeting of the General Government Committee meeting held on May 30, 2016, be approved. Carried 8 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 3 - Alter the Agenda Resolution #GG-335-16 Moved by Councillor Neal, seconded by Councillor Partner That the Agenda be altered to hear the Presentation of the Regional Municipality of Durham, immediately following delegation of Cra ig Herbert, Port Hope Area Initiative Management Office. Carried 7 Delegations 7.1 Craig Hebert, General Manager, Port Hope Area Initiative Management Office, Regarding an Annual Port Granby Project Update Craig Hebert, General Manager, Port Hope Area Initiative Management Office (PHAI), was present regarding an annual Port Granby Project Update. He made a verbal presentation to accompany an electronic presentation. Mr. Hebert noted that Bill Daly, Port Granby Project Communications Officer, was also present. He provided background information on the existing waste management facility and when it was taken over by PHAI. Mr. Hebert provided details on the existing waste water treatment plant at the site. He continued by reviewing the pilot testing for the waste water treatment plant. Mr. Hebert provided details on the construction of the new waste water treatments plant and noted that the construction was completed in April 2016. He continued by summarizing the long term waste management facility projects whi ch included pre-construction, early works, Elliott Road construction, and aggregate stockpiling and site preparation. Mr. Hebert provided details on the Mound Cell 1 base excavation and noted that the Lakeshore Road underpass construction began in May, 2016. He added that the completed facility is designed to blend in with the landscape of the surrounding area. Mr. Hebert reviewed the Port Granby Project timeline for 2015- 2020. He explained they are meeting their obligations, which include the following three pillars: legal agreement, environmental assessment and the Canadian Nuclear Safety Commission licensing. Mr. Hebert reviewed the Community outreach initiatives and stakeholders. .He added that the Property Value P rotection program was rolled out this year. Mr. Hebert reviewed the Port Hope Project and explained that the key objectives are safety and protecting the environment. He concluded by thanking members of Committee and Municipal Staff and advised he was available to answer questions. Res olution #GG-336-16 Moved by Councillor Partner, seconded by Councillor Woo That the delegation of Craig Hebert, General Manager, Port Hope Area Initiative Management Office, regarding an Annual Port Granby Project Update, be received with thanks. Carried 9 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 4 - 10.1 Mirka Januszkiewicz, Director, Waste Management Services, Gioseph Anello, Manager, Waste Planning and Technical Services, Regional Municipality of Durham and John Clark, Senior Engineer, HDR Corporation, Regarding the Durham York Energy Centre Abatement Plan Mirka Januszkiewicz, Director, Waste Management Services, Regional Municipality of Durham, was present regarding the Durham York Energy Centre Abatement Plan. She made a verbal presentation to accompany an electronic presentation. Ms. Januszkiewi cz provided an overview of the definition of an abatement plan and why it is necessary. She reviewed timelines for the abatement plan from May 25 , 2016 to June 16, 2016 and note d what has been completed to date. Ms. J anuszkiewicz highlighted the outstanding items and reviewed the timelines . She explained that Boiler 1 will not be operational until the Ministry of the Environment and Climate Change has provided approval. Ms. Januszkiewicz continued by providing further details of the components of an abatement plan. John Clark, Senior Engineering, HDR Corporation, reviewed the potential causes of dioxin and furan emissions and noted that they can typically to be traced to one of four main factors. He reviewed the HDR Technical Memo Phase One and highlighted the observations after the phase one activities. Mr. Clark continued by providing an overview of the phase two of the abatement plans and provided details on the testing and the operations of this phase. He concluded by noting the components of the abatements plan that are common to phase one and phase two. Ms. J anuszkiewicz advised the Committee that they are available to answer any questions. Suspend the Rules Resolution #GG-337-16 Moved by Councillor Neal, seconded by Councillor Traill Tha t the Rules of Procedure be suspended to allow Members of Committee to speak to the presentation, Mirka Januszkiewicz, Director, Waste Management Services and Gioseph Anello, Manager, Waste Planning and Technical Services, Regional Municipality of Durham, regarding the Durham York Energy Centre Abatement Plan, a second time. Carried Resolution #GG-338-16 Moved by Councillor Traill, seconded by Councillor Woo That the delegation of Mirka Januszkiewicz, Director, Waste Management Services and Gioseph Anello, Manager, Waste Planning and Technical Services, Regional Municipality of Durham, regarding the Durham York Energy Centre Abatement Plan, be received with thanks. Carried 10 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 5 - Recess Resolution #GG-339-16 Moved by Councillor Traill, seconded by Councillor Partne r That the Committee recess for 10 minutes. Carried The meeting reconvened at 11:38 AM with Mayor Foster in the Chair. Alter the Agenda Resolution #GG-340-16 Moved by Councillor Woo, seconded by Councillor Hooper That the Agenda be altered to hear the delegation of the James Mackenzie and Sarah Delicate Regarding a Petition to Protect the Lake Ontario Shoreline, at this time . Carried 7.3 James Mackenzie and Sarah Delicate Regarding a Petition to Protect the Lake Ontario Shoreline James Mackenzie and Sarah Delicate were present regarding a petition to protect the Lake Ontario shoreline . They made a verbal presentation to accompany an electronic presentation. Ms. Delicate summarized the purpose of the petition and provided background information. She continued by advising the Committee that residents are aware that the lake can be rough at times and she reviewed wave forecasts from 1972. Ms. Delicate noted that, at that time , the size of the waves and the frequency did not impact Cedar Crest Beach and noted that historically rock walls were not necessary in this area. They reviewed the erosion that has occurred at the shoreline over years and noted that close to 80 feet of their property has been eroded. They added that people are walking on the shoreline and are now trespassing on their properties. Ms. Delicate reviewed the littoral interruption and satellite photos of the shoreline and property lines today. She explained that the homes on the beach are being threatened by flooding. They showed videos to demonstrate recent storms in that area. They continued by noting their closest neighbour is the protected coastal wetland and that the Cedar Crest beach is the only line of defence for this area. Ms. Delicate explained that the present approach is for the property owners to protect their own properties with rock walls. She added that these are expensive, have a short life span, and are continuously failing. Ms. Delicate showed a series of photos of properties that are being affected at the shorelines. The concluded by advising the Committee that the petitioners are asking for shoreline protection between the St. Marys pier and the Port Darlington lighthouse pier. Ms. Delicate thanked the Committee and offered to answer any questions. 11 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 6 - Resolution #GG-341-16 Moved by Councillor Neal, seconded by Councillor Hooper That the delegation James Mackenzie and Sarah Delicate regarding a Petition to Protect the Lake Ontario Shoreline, be referred to Staff to provide a Report in the Fall of 2016. Carried Recess Resolution #GG-342-16 Moved by Councillor Neal, seconded by Councillor Traill That the Committee recess for 30 minutes. Carried The meeting reconvened at 12:33 PM with Mayor Foster in the Chair. 7.2 Steven Wiggins Regarding an Oak Ridges Moraine Environmental Oversight Review by the Municipality of Clarington Steven Wiggins was present regarding an Oak Ridges Moraine Environmental Oversight Review by the Municipality of Clarington. Mr. Wiggins explained that he is concerned with the uses of the Oak Ridges Moraine Core Zone. He advised Committee that he feels he did not received adequate assistance from Municipal Staff or Members of Council. Mr. Wiggins believes that the Ganaraska Region Conservation Authority (GRCA) violated the Oak Ridges Moraine Environmental Protection Review within the Oak Ridges Moraine Core Zone. He continued by providing background information regarding his property and the surrounding area. Mr. Wiggins added that he is concerned with the activities taking place GRCA and that the water shed is being affected. He continued by explaining that the headwaters begin in the GRCA and continue into the Municipality of Port Hope. Mr. Wiggins concluded by stating that he is looking to protect the land and is asking for Staff to determine if the Municipality of Clarington has jurisdiction regarding the Oak Ridges Moraine Core Zone to assist with the violations taking place in this area. Resolution #GG-343-16 Moved by Councillor Woo, seconded by Councillor Partner That the delegation of Steven Wiggins, regarding an Oak Ridges Moraine Environmental Oversight Review by the Municipality of Clarington, be referred to Staff. Motion Withdrawn 12 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 7 - Resolution #GG-344-16 Moved by Councillor Woo, seconded by Councillor Partner That the delegation of Steven Wiggins, regarding an Oak Ridges Moraine Environmental Review Oversight by the Municipality of Clarington, be received with thanks . Carried Mayor Foster left the meeting at 1:05 PM. Councillor Neal chaired this portion of the meeting. 7.4 Lisa and Stephen Smith Regarding an Exemption to Development Charges By-law Lisa and Stephen Smith were present regarding an exemption to the Development Charges By law. They made a verbal presentation to accompany a handout. Ms. Smith is requesting an exemption to the development charges by-law for having a garden suite constructed on their property. Ms. Smith provided background information regarding the reasons for purchasing this property and the reasons they looking at adding a garden suite. She added that they are unable to have a basement apartment and that this is the only option for them. Stephen Smith explained that they are only asking for an exemption to the fee that is refundable once the suite is removed. He referred to the handout provided to members of Committee that provides a listing of the expenses to have a garden suite constructed on their property. Ms. Smith explained that they are not intending on using the garden suite to make additional income and that they are using this to assist two members of their family. She added that she hopes that Clarington will look at amending future By-laws to address the future changing needs of Municipality of Clarington. Ms. Smith conclud ed by thanking members of Committee and asked them to waive the develop charges fee. Alter the Agenda Resolution #GG-345-16 Moved by Councillor Partner, seconded by Councillor Traill That the Agenda be altered to consider the Correspondence item 9.6 from Lisa and Stephen Smith regarding an exemption to the Development Charges By-law, at this time. Carried 13 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 8 - Resolution #GG-346-16 Moved by Councillor Partner, seconded by Councillor Traill That the request from Lisa and Stephen Smith regarding an exemption to Development Charges By law for payment of the Clarington Development Charge for a garden suite, be approved. Motion Referred Later in the meeting See following motion Closed Session Resolution #GG-347-16 Moved by Councillor Cooke, seconded by Councillor Hooper That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing a matter that deals with advice that is subject to solicitor-client privilege, including communications necessary for that purpose. Carried Rise and Report The meeting resumed in open session at 1:43 PM with Councillor Neal in the Chair. Councillor Neal advised that one item was discussed in “closed” session in accordance with Sectio n 239(2) of the Municipal Act, 2001 and no resolutions were passed. The foregoing Resolution #GG-346-16, be referred to the July 4, 2016 Council meeting. 7.5 Jason Gibson Regarding Traditional Methods of Living and Doing Business with Safe New Technology Jason Gibson’s name was called, but he was not present. 7.6 John Higo, Autism Ontario Durham Region, Regarding the Ontario Autism Program John Higo, Autism Ontario Durham Region was present regarding the Ontario Autism Program. He made a verbal presentation to accompany an electronic presentation. Mr. Higo provided a timeline of the Ontario Autism Program. Mr. Higo provided an overview of the Ontario Autism program and provided details on this program. He summarized the details of the Intensive Behavioural Intervention services and program. Mr. Higo noted that families are mortgaging their homes to pay for therapy. He explained that there are long wait times, service gaps between schools and families, and $8000 is not enough to assist families financially. Mr. Higo concluded by explaining to the 14 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 9 - Committee that now is the time to consider change. He thanked the members of Committee and offered to answer any questions. Resolution #GG-348-16 Moved by Councillor Woo, seconded by Councillor Partner Whereas, Autism Spectrum Disorder is now recognized as the most common neurological disorder affecting 1 in every 94 children, as well as their friends, family and community; and Whereas, Applied Behaviour Analysis (ABA) is the scientific process based on objective evaluation and empirically based interventions used to achieve meaningful, generalizable and enduring behavioural change. Intensive Behavioural Intervention (IBI) is an application of the principles of ABA in an intensive setting used to affect behaviour change and improvement; and Whereas, the current waiting list of children for Intensive Behaviour Intervention (IBI) is over 2,000 and more than 13,000 children await Applied Behaviour Analysis (ABA); and Whereas, the Province of Ontario has announced it intends to discontinue IBI services to children over the age of four and provide a one-time payment to assist with services, thereby abandoning thousands who have been wait-listed for years; and Whereas, there are two service models for affected children to be treated, 1) the Direct Service Offering (DSO) where children receive services directly from trained staff at Ontario's nine regional service providers, and 2) the Direct Funding Offering (DFO) where parents receive funding directly in order to purchase services; and Whereas, the DFO model to provide services is used in Alberta, British Columbia and imminently Saskatchewan. Such a model is clinically rigorous and has been identified by the Auditor General of Ontario as being less expensive than Ontario’s D SO model; Therefore, be it resolved that a letter be sent to Hon. Michael Coteau, Minister of Children and Youth Services; Alexander Bezzina, Deputy Minister; Hon. Eric Hoskins, Minister of Health; and Hon. Kathleen Wynne, Premier of Ontario, requesting the Province to: 1. Amend its policy to one that will allow all children on the current waiting list to receive the IBI services promised them; and 2. Remove the age limit for IBI therapy and replace it with a program that provides ongoing IBI services based on need and individual development, not age; and 3. Ensure oversight by professionals and parents based on ‘development progress’ criteria and milestones; and 15 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 10 - 4. Adopt a Direct Funding Offering (DFO) model in lieu of the current Direct Service Offering (DSO) model; And further that a copy of this resolution be forwarded to Association of Municipalities of Ontario. Carried Mayor Foster returned to the meeting at 2:05 PM. Mayor Foster chaired this portion of the meeting. 7.7 Susan Dixon Regarding Addendum to Report EGD-018-16, Long Term Plan for the West Beach Waterfront Susan Dixon was present regarding Addendum to Report EGD -018-16, Long Term Plan for the West Beach Waterfront. She made a verbal presentation to accompany an electronic presentation. Ms. Dixon explained to the Committee that her primary concern is the removal of the parking spaces at the West Beach Parkette. She provided background information regarding West Beach Parkette including a history of the Staff reports and issues at the parkette. Ms. Dixon continued by summarizing her concerns with the parkette from 2015-2016 and noted that these issues have been going on for 15 years. She reviewed sections of Report EGD-018-16 and the Port Darlington Secondary Plan. She asked if there really is a long term plan in place for the West Beach Parkette. Ms. Dixon noted her concerns with various sections of Report EGD - 018-16 and EGD-027-12. She added that parkettes should not have parking. Ms. Dixon concluded by advising Committee she is concerned with parking, security, littering, off leash dogs and is asking for the parking to be removed from the parkette and a long term plan to be put in place. Alter the Agenda Resolution #GG-349-16 Moved by Councillor Traill, seconded by Councillor Woo Tha t the Agenda be altered to hear the delegation of Jason Bagg, Acting Sergeant – Community Resource Unit, Durham Regional Police Service regarding Addendum to Report EGD-018-16, Long Term Plan for the West Beach Parkette, at this time . Carried 16 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 11 - 7.10 Jason Bagg, Acting Sergeant – Community Resource Unit, Durham Regional Police Service Regarding Addendum to Report EGD-018-16, Long Term Plan for the West Beach Waterfront Jason Bagg, Acting Sergeant – Community Resource Unit, Durham Regional Police Servic e was present regarding Addendum to Report EGD -018-16, Long Term Plan for the West Beach Parkette. Sergeant Bagg advised the Committee that he was available to answer any questions from the Committee. Alter the Agenda Resolution #GG-350-16 Moved by Councillor Traill, seconded by Councillor Neal That the Agenda be altered to consider Addendum to Report EGD-018-16, Long Term Plan for the West Beach Parkette at this time . Carried 21.1 Addendum to Report EGD 018-16 Long Term Plan for the West Beach Waterfront Resolution #GG-351-16 Moved by Councillor Traill, seconded by Councillor Partner That Report EGD-018-16 be received; That Addendum to Report EGD -018-16 be received; That the bollards be moved forward to follow the curvature of the road to protect pedestrians and prohibit parking at the West Beach Parkette; and That all interested parties listed in Addendum to Report EGD -018-16 and any delegations be advised of Council’s decision. Motion Lost Resolution #GG-352-16 Moved by Councillor Woo, seconded by Councillor Hooper That Report EGD-018-16 be received; That Addendum to Report EGD-018-16 be received; and That all interested parties listed in Addendum to Report EGD -018-16 and any delegations be advised of Council’s decision. Carried 17 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 12 - Recess Resolution #GG-353-16 Moved by Councillor Neal, seconded by Councillor Partner That the C ommittee recess for 10 minutes. Carried The meeting reconvened at 3:03 PM with Mayor Foster in the Chair. Alter the Agenda Resolution #GG-354-16 Moved by Councillor Partner, seconded by Councillor Woo That the Agenda be altered to hear the delegation of Jeany Barrett regarding a Newcastles of the World Update, at this time. Carried 7.9 Jeany Barrett Regarding a Newcastles of the World Update Jeany Barrett was present regarding a Newcastles of the World Update. She made a verbal presentation to accompany an electronic presentation. Ms. Barrett provided the Committee with a planning update and details of the Newcastles of the World Conference. She summarized the number of delegates attending and provided an overview of the itinerary for the week for the adult and youth delegates. Ms. Barrett continued by providing an update of the budget and reviewed the sponsors to date. She summarized the status of the remaining items outstandi ng for the event. Ms. Barrett reviewed the requirements for success and listed the members of the Steering Committee. She concluded by reading a message from the David Faulkner, Newcastle upon Tyne, and thanked the members of the Steering Committee. Resolution #GG-355-16 Moved by Councillor Partner, seconded by Councillor Woo That the delegation of Jeany Barrett, regarding a Newcastles of the World Update, be received with thanks. Carried 7.8 Kelly Betts, Account Manager, Buffett Taylor, Regarding Report COD -015-16, Provision of Employee Group Benefits Kelly Betts, A ccount Manager, Buffett Taylor was present regarding Report COD -015-16, Provision of Employee Group Benefits. Ms. Betts answered questions from the Committee regarding Report COD -015-16. 18 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 13 - Alter the Agenda Resolution #GG-356-16 Moved by Councillor Neal, seconded by Councillor Cooke That the Agenda be altered to consider Report COD-015-16, Provision of Employee Group Benefits Update, at this time. Carried 16.1 COD -015-16 Provision of Employee Group Benefits Resolution #GG-357-16 Moved by Councillor Neal, seconded by Councillor Cooke That Report COD -015-16, Provision of Employee Group Benefits, be referred to the July 4, 2016 Council meeting . Carried 8 Communications - Receive for Information 8.1 Minutes of the Newcastle Village Community Hall Board dated April 19, 2016 8.2 Minutes of the Tyrone Community Hall Board dated May 17, 2016 8.3 Minutes of the Ganaraska Region Conservation Authority dated May 19, 2016 8.4 Melodee Smart, Administrative Assistant, Works Department, The Regional Municipality of Durham – Durham York Energy Centre REVISED Ambient Air Monitoring 2016, 1st Quarterly Report (January to March 2016) Resolution #GG-358-16 Moved by Councillor Hooper, seconded by Councillor Neal That the Communication It ems 8.1 to 8.4 be received for information. Carried 19 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 14 - 9 Communications – Direction 9.1 Sylvie Landry, President, ACFO Durham-Peterborough – Request for Flag Raising Resolution #GG-359-16 Moved by Councillor Woo, seconded by Councillor Partner That raising of the Franco -Ontarian flag from September 20, 2016 to September 26, 2016, be approved. Carried 9.2 Ralph Walton, Regional Clerk, Niagara Region – Lyme Disease Resolution #GG-360-16 Moved by Councillor Neal, seconded by Councillor Partner That Communication Item 9.2 from Ralph Walton, Regional Clerk, Niagara Region regarding Lyme Disease, be received for information. Carried 9.3 Judy Smith, Manager Municipal Governance Clerk/Freedom of Information Coordinator, Municipality of Chatham-Kent – Climate Change Action Plan Resolution #GG-361-16 Moved by Councillor Neal, seconded by Councillor Hooper That Communication Item 9.3 from Judy Smith, Manager Municipal Governance Clerk/Freedom of Information Coordinator, Municipality of Chatham Kent regarding Climate Change Action Plan, be received for information. Carried 9.4 Mike Palecek, National President, Canadian Union of Postal Workers – Federal Government Reviewing Our Public Postal Service – Have Your Say! Resolution #GG-362-16 Moved by Councillor Traill, seconded by Councillor Hooper That the following Canadian Union of Postal Workers resolution, be endorsed by the Municipality of Clarington: Whereas Canada Post announced drastic cutbacks to our public postal service in December 2013, including plans to end home mail delivery in our country; 20 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 15 - Whereas there was a huge public outcry in response to the cutbacks and stiff opposition from most federal parties, including the Liberal Party, which promised to halt the delivery cuts and conduct a review of Canada Post, if elected; Whereas the delivery cuts were halted and our Liberal government is currently conducting a Canada Post Review, starting with an independent task force that will collect input from Canadians, do research, gather facts and draft a discussion paper in September of 2016, identifying viable options for postal service in this country; Whereas a parliamentary committee will consult with Canadians in the fall of 2016 on the options that have been identified in the task force's discussion paper and then make recommendations to the government on the future of Canada Post; Whereas it will be crucial for the task force and parliamentary committee to hear our views on key issues, including the importance of maintaining the moratorium on post office closures, improving the Canadian Postal Service Charter, restoring home mail delivery, keeping daily delivery, adding postal banking, greening Canada Post, and developing services to assist people with disabilities and help older Canadians to remain in their homes for as long as possible; Therefore be it resolved that the Municipality of Clarington provide input to the Canada Post Review task force and make a submission when the parliamentary committee consults with Canadians this fall. Carried 9.5 Town of Shelburne – Cutbacks to Behavioural Therapy for Children Affected by Autism Spectrum Disorder Resolution #GG-363-16 Moved by Councillor Woo, seconded by Councillor Partner That Communication Item 9.5 from the Town of Shelburne regarding Cutbacks to Behavioural Therapy for Children Affected by Autism Spectrum Disorder, be endorsed by the Municipality of Clarington. Carried 9.6 Lisa & Stephen Smith - Regarding an Exemption to Development Charges By-law Communication Item 9.6 from Lisa and Stephen Smith regarding an exemption to the Development Charges By-law was dealt with earlier in the meeting during the delegation section of the Agenda. 21 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 16 - 9.7 Steven Wiggins - Oak Ridges Moraine Environmental Review Oversight by the Municipality of Clarington Resolution #GG-364-16 Moved by Councillor Partner, seconded by Councillor Woo That Communication Item 9.7 from Steven Wiggins regarding an Oak Ridges Moraine Environmental Review Oversight by the Municipality of Clarington, be received with thanks; and That Mr. Wiggins be encouraged to express his concerns to the Ganaraska Region Conservation Authority and the Municipality of Port Hope. Carried 10 Presentations 10.1 Mirka Januszkiewicz, Director, Waste Management Services, Gioseph Anello, Manager, Waste Planning and Technical Services, Regional Municipality of Durham and John Clark, Senior Engineer, HDR Corporation, Regarding the Durham York Energy Centre Abatement Plan The Presentation of Mirka Januszkiewicz, Director, Waste Management Services, Gioseph Anello, Manager, Waste Planning and Technical Services, Regional Municipality of Durham and John Clark, Senior Engineer, HDR Corporation, Regarding the Durham York Energy Centre Abatement Plan was heard earlier in the meeting during the delegation portion of the Agenda. Councillor Neal chaired this portion of the meeting. 11 Engineering Services Department 11.1 EGD -027-16 Appointment of Intern Inspectors Resolution #GG-365-16 Moved by Councillor Hooper, seconded by Councillor Cooke That Report EGD-027-16 be received; That Brendan Grigg and Stephen Leca be appointed as Intern Inspectors for the Municipality of Clarington, effective immediately and that their names be added to Schedule ‘A’, Table ‘B’ of By-law 2011-036; and That Council approve the By-laws attached to Report EGD-027-16 as Attachment 1 and Attachment 2. Carried 22 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 17 - 11.2 EGD -028-16 GO Transit Newcastle Village – Annual Status Update Resolution #GG-366-16 Moved by Councillor Woo, seconded by Mayor Foster That Report EGD-028-16 be received; That the demolition of the former fire hall in the Village of Newcastle be further delayed to allow GO Transit to continue to use this property as a temporary turnaround on an interim basis until Durham Region Transit has a local service in place to allow for continuity or enhancement of service; That Staff be directed to continue to work with Durham Region Transit to define future growth patterns and establish appropriate service levels; That Staff be directed to report back to Council in early summer of 2017 on the progress of our discussions; That scheduling of the demolition of the former fire hall in Newcastle be revisited at that time. Carried 11.3 EGD -029-16 Pedestrian Safety at Vincent Massey Public School Resolution #GG-367-16 Moved by Councillor Traill, seconded by Councillor Woo That Report EGD -029-16 be received for information. Carried 11.4 EGD -030-16 Trudeau Drive Walkway Resolution #GG-368-16 Moved by Councillor Traill, seconded by Councillor Partner That Report EGD-030-16 be received; and That Municipal Staff continue to monitor the No Parking and No Stopping regulations on Trudeau Dr. in the vicinity of the walkway into the school site to ensure compliance with the Municipality’s Traffic and Parking By-law; That the “No Stopping” sign remain in place; and 23 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 18 - That all interested parties listed in Report EGD -030-16 and any delegations be advised of Council’s decision. Carried 11.5 EGD -031-16 Review and Assessment of LED Street Lighting Conversion Programs for the Municipality of Clarington Resolution #GG-369-16 Moved by Mayor Foster, seconded by Councillor Hooper That Report EGD-031-16 be received; That Staff proceed with Request for Proposals for a turnkey LED street lighting conversion for Cobra Head, Post Top and Shoebox type street lights; and That Council approve the LED Roadway NXT series street light as recommended in Report EGD-031-16 as Clarington’s standard LED street light until completion of the Request for Proposals. Carried 11.6 EGD -032-16 Release of the Final Clarington Transportation Master Plan Resolution #GG-370-16 Moved by Mayor Foster, seconded by Councillor Hooper That Report EGD-032-16 be received; and That Staff proceed with the release of the Final Clarington Transportation Master Plan, receive final public comments over the summer and present the Final Clarington Transportation Master Plan to Council at the September 26, 2016 General Government meeting. Carried Councillor Partner chaired this portion of the meeting. Mayor Foster left the meeting at 4:05 PM. 12 Operations Department 12.1 OPD -005-16 Mobile Stage Rental Fees Resolution #GG-371-16 Moved by Councillor Hooper, seconded by Councillor Woo That Report OPD-005-16 be received; and 24 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 19 - That Council approve the rental charges as outlined. Carried 12.2 OPD -006-16 2016 Winter Budget Report Mayor Foster returned to the meeting at 4:17 PM. Resolution #GG-372-16 Moved by Councillor Hooper, seconded by Councillor Neal That Report OPD-006-16 be received for information. Carried Mayor Foster returned to the meeting at 4:17 PM. 13 Emergency and Fire Services Department No Reports for this section of the Agenda. Councillor Hooper chaired this portion of the meeting. 14 Community Services Department 14.1 CSD-013-16 2016 Community Event Sponsorship Requests – Spring Intake Staff noted that there was a change to Report CSD-013-16, where Hampton United Church had requested $500 not $2000. Resolution #GG-373-16 Moved by Mayor Foster, seconded by Councillor Traill That Report CSD-013-16 be received; That Council consider all submitted sponsorship requests; and That all interested parties listed in Report CSD-013-16 and any delegations be advised of Council’s decision. Carried Resolution #GG-374-16 Moved by Mayor Foster, seconded by Councillor Neal That Sponsorship Application #S16-19 for the Hampton United Church, be approved in the amount of $500.00. Carried 25 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 20 - Resolution #GG-375-16 Moved by Councillor Cooke, seconded by Mayor Foster That S ponsorship Application #S16-20 from the Overdrive Race and Relay Series, be approved in the amount of $1000.00. Carried Resolution #GG-376-16 Moved by Councillor Neal, seconded by Councillor Cooke That Sponsorship Application #S16-21 from Help from Hol, be received for information. Motion Withdrawn Resolution #GG-377-16 Moved by Councillor Neal, seconded by Councillor Partner That Sponsorship Application #S16-21 from Help from Hol, be approved in the amount of $2000.00. Carried Resolution #GG-378-16 Moved by Councillor Partner, seconded by Councillor Neal That Sponsorship Application #S16-22 from the Beech Street Theatre Co, be approved in the amount of $500.00. Carried Resolution #GG-379-16 Moved by Councillor Traill, seconded by Councillor Woo That Sponsorship Application #S16-23 from the Tyrone Community Centre, be approved in the amount of $2000.00. Carried Resolution #GG-380-16 Moved by Councillor Woo seconded by Councillor Traill That Sponsorship Application #S16-24 from the Lakeridge Health Foundation, be denied. Motion Lost 26 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 21 - Resolution #GG-381-16 Moved by Mayor Foster seconded by Councillor Cooke That Sponsorship Application #S16-24 for the Lakeridge Health Foundation, be approved in the amount of $1000.00. Carried Resolution #GG-382-16 Moved by Mayor Foster, seconded by Councillor Cooke That Sponsorship Application #S16-25 from the Orono Agricultural Society, be approved in the amount of $2000.00. Carried Resolution #GG-383-16 Moved by Councillo r Cooke, seconded by Councillor Neal That Sponsorship Application #S16-26 from the Haydon Community Hall, be approved in the amount of $2000.00. Carried Resolution #GG-384-16 Moved by Councillor Neal, seconded by Councillor Traill That S ponsorship Application #S16-27 from the Business and Professional Women, be approved in the amount of $2000.00. Carried Resolution #GG-385-16 Moved by Councillor Partner, seconded by Councillor Woo That Sponsorship Application #S16-28 from the Newcastle Santa Claus Parade, be approved in the amount of $2000.00. Carried Resolution #GG-386-16 Moved by Councillor Traill, seconded by Councillor Partner That Sponsorship Application #S16-29 from the Clarington Swim Club, be approved in the amount of $2000.00. Carried 27 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 22 - Recess Resolution #GG-387-16 Moved by Councillor Neal, seconded by Mayor Foster That the Committee recess for five minutes . Carried The meeting reconvened at 5:10 PM with Councillor Hooper in the Chair Resolution #GG-388-16 Moved by Councillor Neal, seconded by Mayor Foster That the meeting be extended to 6:00 PM. Motion Lost Recess Resolution #GG-389-16 Moved by Mayor Foster, seconded by Councillor Traill That the Committee rise at 5:16 PM and recess until June 22,, 2016 at 2:00 PM. Carried The meeting reconvened on Wednesday, June 22, 2016 at 2:00 PM with Councillor Traill in the Chair. All members of Council were present. Also present were F. Wu, A. Allison, S. Brake, T. Cannella, J. Caruana, D. Crome, F. Horvath, F. Langmaid, M. Marano, N. Taylor, G. Weir, A. Greentree, C. Fleming 15 Municipal Clerk’s Department 15.1 CLD-013-16 Regulation of Tree Preservation in Clarington Resolution #GG-390-16 Moved by Councillor Partner, seconded by Councillor Woo That Report CLD-013-16 be received; That Ms. Racansky be thanked for her delegation and diligence in bringing the inter- relationship of these items to the attention of Council; That the Municipality include as part of the steps to address climate change the development of an urban forest strategy; 28 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 23 - That funding for an urban forest strategy be included in the 2017 budget for Council’s consideration; and That all interested parties listed in CLD-013-16 and any delegations be advised of Council’s decision. Carried Later in the meeting See following motion Suspend the Rules Resolution #GG-391-16 Moved by Mayor Foster, seconded by Councillor Hooper That the Rules of Procedure be suspended to permit the Manager of Special Projects to present an electronic presentation to the Committee regarding Tree Preservation Regulation and Natural Heritage System in Clarington. Carried The Manager of Special Projects conducted a PowerPoint presentation regarding the Tree Preservation Regulation and Natural Heritage System in Clarington and responded to questions from Committee Members. Resolution # GG-390-16 was then put to a vote and carried. 15.2 CLD-023-16 Fence Cost Sharing By-law Resolution #GG-392-16 Moved by Mayor Foster, seconded by Councillor Cooke That Report CLD-023-16 be received; That the By-law attached to Report CLD-023-16, as Attachment 1, be passed; and That all interested parties listed in Report CLD-023-16 and any delegations be advised of Council’s decision. Carried 15.3 CLD-024-16 Appointment to the Clarington Museums and Archives Board Resolution #GG-393-16 Move d by Councillor Cooke, seconded by Councillor Woo That Report CLD-024-16 be received; 29 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 24 - That Grant Taullie Thompson be thanked for his contribution to the Clarington Museums and Archives Board; and That the vote to appoint one citizen representative for a term ending December 31, 2018 or until a successor is appointed, to the Clarington Museums and Archives Board for the Municipality of Clarington, and all interested parties listed in Report CLD -024-16 be advised of Council’s decision, be tabled until the General Government Committee meeting of September 6, 2016. Carried Mayor Foster chaired this portion of the meeting. 16 Corporate Services Department 16.1 COD-015-16 Provision of Employee Group Benefits Report COD -015-16, Provision of Employee Group Benefits was considered earlier in the meeting during the delegation portion of the agenda. 16.2 COD-017-16 Lambs Lane Reconstruction Resolution #GG-394-16 Moved by Councillor Neal, seconded by Councillor Hooper That Report COD -017-16 be received; That Nick Carchidi Excavating Limited Inc. with a total bid amount of $1,636,675.35 (net H.S.T. Rebate), being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2016-10 be awarded the contract for road reconstruction work on Lambs Lane as required by the Engineering Services Department; That the funds required for this project in the amount of $2,072,500.00 (net HST Rebate) including the Municipality’s construction costs of $585,578.46 (net HST Rebate), the Region of Durham’s construction costs of $1,051,096.89 and other related costs such as survey, design, contract administration, utilities relocations, materials testing and contingencies of $435,824.65 (net HST Rebate) be drawn from the following accounts: Lambs Lane Reconstruction 110- 32-330-83445-7401 $ 805,000.00 Region of Durham’s Portion 100-00-000-00000-1010 $1,267,500.00 That all interested parties listed in Report COD -017-16 and any delegations be advised of Council’s decision by the Purchasing Division. Motion Tabled See following motion 30 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 25 - Resolution #GG-395-16 Moved by Councillor Neal, seconded by Councillor Hooper That the foregoing Resolution #GG-394-16 be tabled to the July 4, 2016, Council meeting. Carried 16.3 COD -016-16 Grass Cutting Services – Contract Award Cancellation Resolution #GG-396-16 Moved by Councillor Woo, seconded by Councillor Hooper That the Confidential Report COD-016-16 be received for information. Carried 17 Finance Department 17.1 FND-009-16 Budget Meeting Structure and 2017 Budget Timetable Resolution #GG-397-16 Moved by Councillor Cooke, seconded by Councillor Partner That Report FND-009-16 be received; That the traditional budget meeting structure be revised to establish a separate Special General Government Committee meeting for External Agencies and delegations to the budget to be heard generally the business day prior to the Special General Government Committee meeting for annual budget deliberations; That the budget timetable for 2017 be approved as follows: -November 4, 2016 – Budget Education Workshop -January 27, 2017 – Special General Government Committee- External agencies and delegations to the 2017 budget -January 30, 2017 – Special General Government Committee- 2017 Budget deliberations -February 6, 2017 – Council Ratification of 2017 Current and Capi tal Budgets; That the meeting schedules for 2016 and 2017, previously adopted by Council, be amended to include the related special committee meetings for the 2017 Budget; and 31 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 26 - That the External Agencies be advised of the revised budget meeting structure and 2017 dates. Carried Later in the meeting See following motion Suspend the Rules Resolution #GG-398-16 Moved by Councillor Neal, seconded by Councillor Cooke That the Rules of Procedure be suspended to allow Members of Committee to question the Director of Finance/Treasurer for a second time. Carried The foregoing Resolution #GG-397-16 was then put to a vote and carried. 17.2 FND-010-16 Account Set-up One Fund High Interest Savings Account Resolution #GG-399-16 Moved by Councillor Cooke, seconded by Councillor Hooper That Report FND-010-16 be received; That the Chief Administrative Officer, Treasurer and Deputy Treasurer be authorized signatories to set up accounts with the One Fund High Interest Savings Account and that a combination of two of the signatories be required to authorize agreements and other documents and deliver such instructions to the One Fund. Carried 17.3 FND-011-16 Annual Statement for the Development Charges Reserve Funds for the Year Ended December 31, 2015 Resolution #GG-400-16 Moved by Councillor Woo, seconded by Councillor Neal That Report FND-011-16 be received; and That a copy of Report FND -011-16 be posted on the Municipal website. Carried 18 Solicitor ’s Department No Reports for this section of the Agenda. 32 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 27 - 19 Chief Administrative Office 19.1 C AO-003-16 Clean Air Council 2015 – 2018 Inter-Governmental Declaration on Clean Air & Climate Change Resolution #GG-401-16 Moved by Councillor Partner, seconded by Councillor Traill That Report CAO-003-16 be received; That Council endorse signing of the Clean Air Council 2015 – 2018 Inter-Governmental Declaration on Clean Air & Climate Change; That Council direct Staff to consider actions that can be taken to support Clean Air Council priority areas, and to track actions taken, lessons learned and progress achieved; and That all interested parties listed in Report CAO-003-16 and any delegations be advised of Council’s decision. Carried Suspend the Rules Resolution #GG-402-16 Moved by Councillor Neal, seconded by Councillor Woo That the Rules of Procedure be suspended to permit Members of Committee to question the Director of Operations for a second time. Carried 20 New Business – Consideration 20.1 Lamb s Lane – Request for Report Resolution #GG-403-16 Moved by Councillor Neal, seconded by Councillor Hooper That the Engineering Services Department be requested to provide a report to Council on the possible construction of a one-way out northbound to Fourth Avenue for the Council meeting of July 4, 2016. Carried 33 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 28 - 20.2 Business Case for the GO Train Councillor Neal confirmed with Staff that the Economic Development Study, will not proceed in view of the recent Provincial announcement regarding the extension of the GO Train. 20.3 FOB Implementation Device Resolution #GG-404-16 Moved by Councillor Neal, seconded by Councillor Cooke That the FOBs continue to be activated for the Mayor and Members of Council for those who are interested. Carried Later in the meeting See following motion Suspend the Rules Resolution #GG-405-16 Moved by Councillor Partner, seconded by Councillor Neal That the Rules of Procedure be suspended to permit Members of Committee to discuss the foregoing Resolution #GG-404-16 for a second time. Carried The foregoing Resolution #GG-404-16 was then put to a vote and carried. 20.4 Senior of the Year Appointments Resolution #GG-406-16 Moved by Councillor Partner, seconded by Councillor Traill That nominations/appointments for the Clarington’s Senior of the Year, (under the Ontario Senior of the Year Award Program) with its criteria, to be posted to our social media/newspapers to solicit submissions from the general public; That, i f by chance no submissions are received, each Councillor will then be asked to nominate someone who they feel has met the criteria; That the Municipal Clerks include the nominee submissions on the appropriate Committee agenda, so there are no surprises to Council and the general public; and 34 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 29 - That selection for Senior of the Year be by way of vote of Council. Carried Later in the meeting See following motions Recess Resolution #GG-407-16 Moved by Councillor Neal, seconded by Councillor Woo That the Committee recess for ten minutes. Carried The meeting reconvened at 3:31 PM with Mayor Foster in the Chair. The foregoing Resolution #GG-406-16 was then put to a vote and carried. 20.5 40th Anniversary of the Tyrone Community Centre Resolution #GG-408-16 Moved by Councillor Traill, seconded by Councillor Woo That the Tyrone Community Centre be provided with funding to purchase a banner to help celebrate the Centre’s 40th Anniversary, in an amount not to exceed $500. Carried 20.6 Stop Sign for Robert Adams Drive, Courtice Resolution #GG-409-16 Moved by Councillor Cooke, seconded by Councillor Neal That staff be directed to install an all-way stop sign at the intersection of Hatheway Drive and Robert Adams Drive; and That additional “No Parking” signs be added on the east side of Robert Adams Drive between White Cliffe Drive and Renwick Road. Carried 20.7 Balancing of Committee Agenda Items Members of the Committee discussed the volume of the Committee Agendas immediately prior to the summer recess and the need to balance the workload. 35 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 30 - Suspend the Rules Resolution #GG-410-16 Moved by Councillor Partner, seconded by Councillor Woo That the Rules of Procedure be suspended to allow for the introduction of a new item of business . Carried 20.8 Banning Smoking on the Grounds of Municipal Property Resolution #GG-411-16 Moved by Councillor Partner, seconded by Councillor Woo That staff be directed to prepare a report on banning smoking on the grounds of all municipal buildings; and That the report include the manner of enforcement. Carried 21 Unfinished Business 21.1 Addendum to Report EGD 018-16 Long Term Plan for the West Beach Waterfront Addendum to Report EGD-018-16, Long Term Plan for the West Beach Waterfront was considered earlier in the meeting during the delegation portion of the agenda. 21.2 Addendum to Report EGD 023-16 Proposed Amendments to Traffic and Parking By-law # 2014-059 Regarding Parking on the Boulevard of Corner Lots Resolution #GG-412-16 Moved by Councillor Neal, seconded by Councillor Hooper That Report EGD-023-16 be lifted from the table. Carried Resolution #GG-413-16 Moved by Councillor Neal, seconded by Councillor Cooke That Report EGD -023-16 be received; That Addendum to Report EGD-023-16 be received; and 36 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 31 - That Council approve the By-law attached to Addendum to Report EGD-023-16, as Attachment 3 to amend By-law 2014-059, being a By-law to regulate Traffic and Parking on Highways, Private Property and Municipal Property, to clarify the prohibition to parking on a Highway within 15 m of an intersection. Carried 21.3 Nelson Scharger – Regarding Proposed Amendments to Traffic and Parking By-law 2014-059 Regarding Parking on the Boulevard of Corner Lots Resolution #GG-414-16 Moved by Councillor Traill, seconded by Councillor Partner That Nelson Scharger be advise d of actions taken with respect to Report EDG-023-16. Carried 21.4 Resolution GG 307 -16 Resolution Regarding Melodee Smart, Administrative Assistant, Works Department, The Regional Municipality of Durham – Durham/York Energy From Waste Project, 2015 Annual Ambient Air Monitoring Report and 2016 Q1 (January – March) Ambient Air Monitoring Report Resolution #GG-415-16 Moved by Councillor Neal, seconded by Councillor Hooper That Resolution #GG-307-16 be lifted from the table. Carried The Committee now had the following resolution before them: “Whereas the ambient air monitoring program for the Incinerator is scheduled to run for 3 years after commencement of operations; And Whereas the 98th percentile daily average for small particulate matter (PM2.5) since the commencement of incinerator operations, including the 2015 annual results for the 98th percentile daily average PM2.5 concentrations, and the 2016 Q1 results, show increased PM2.5 levels at the Rundle Road and Courtice Road monitoring stations over the annual results for 2013 and 2014; And Whereas the 98th percentile daily average PM2.5 concentrations for 2016 Q1 exceed the Ontario Ambient Air Quality Criteria (“AAQC”), however once averaged over three years, there is no exceedance despite the foregoing results; And Whereas PM2.5 is harmful to human health; 37 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 32 - Now Therefore Be It Resolved That the Municipality of Clarington write to the Minister of the Environment and Climate Change and request that the Minister order that the ambient air monitoring program be extended by two years, such that the three year results for 98th percentile daily average PM2.5 concentrations will be for an entire period when the incinerator was operational.” Carried 21.5 GG-181-16 Resolution Regarding Bond Head Park Expansion and Transportation Improvements Resolution #GG-416-16 Moved by Councillor Neal, seconded by Councillor Hooper That Resolution #GG-181-16 be lifted from the table. Carried The Committee now had the following resolution before them: “That the following recommendations be referred until the Master Transportation Plan is presented: “That a 1.5 metre wide sidewalk be constructed as part of Phase 1 of the transportation safety improvements, on the west side of Mill Street South, including localized curb and gutter, storm sewer and localized retaining walls, and that these improvements be referred to the 2016 Capital Budget; and That Mill Street South be widened by 2 metres on each side as part of Phase 2, to accommodate bike lanes, and that these improvements be referred to a future Capital Budget year.” Motion Withdrawn Resolution #GG-417-16 Moved by Councillor Partner, seconded by Councillor Traill That George Manners Street be used as the option for a walkway/walking/cycling trail to the lake in the rural cluster known as “Bond Head”. Motion Lost Later in the meeting See following motions 38 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 33 - Suspend the Rules Resolution #GG-418-16 Moved by Councillor Neal, seconded by Councillor Partner That the Rules of Procedure be suspended to permit Members of Committee to speak to Resolution #GG-417-16 for a second time. Carried Resolution #GG-419-16 Moved by Councillor Neal, seconded by Councillor Woo That the Rules of Procedure be suspended to permit the meeting to be extended until 6:00 PM. Carried Closed Session Resolution #GG-420-16 Moved by Councillor Neal, seconded by Councillor Traill That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing a matter that deals with advice that is subject to solicitor-client privilege, including communications necessary for that purpose. Carried Rise and Report The meeting resumed in open session at 5:1 9 PM with Mayor Foster in the Chair. Mayor Foster advised that one item was discussed in “closed” session in accordance with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. The foregoing Resolution #GG-417-16 was then put to a vote and lost. Resolution #GG-421-16 Moved by Councillor Partner, seconded by Councillor Traill That the Bond Head Park Expansion and Transportation Improvements be deferred until September. Motion lost Councillor Traill left the meeting. 39 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 34 - Resolution #GG-422-16 Moved by Councillor Woo, seconded by Councillor Hooper That a 1.5 metre wide sidewalk be constructed as part of Phase 1 of the transportation safety improvements, on the west side of Mill Street South, including localized curb and gutter, storm sewer and localized retaining walls, and that these improvements be funded through the 2016 Capital Budget; That Mill Street South be widened by 2 metres on each side as part of Phase 2, to accommodate bike lanes, and that these improvements be referred to a future Capital Budget year; and That all individuals on the interested parties list be notified of Council’s impending decision. Carried 22 Confidential Reports 22.1 COD -016-16 Grass Cutting Services – Contract Award Cancellation Report COD -016-16 was dealt with earlier in the meeting during the Corporate Services Department section of the Agenda. 22.2 CAO-001-16 Option Agreement for Future Purchase of Community Park Land and Camp 30 Heritage Preservation Closed Session Re solution #GG-423-16 Moved by Councillor Neal, seconded by Councillor Hooper That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing a proposed or pending acquisition or disposition of land by the municipality or local board being a matter that deals with advice that is subject to Solicitor-client privilege, including communications necessary for that purpose. Carried Rise and Report The meeting resumed in open session at 6:02 PM with Mayor Foster in the Chair. Councillor Partner did not return to the open session. Mayor Foster advised that one item was discussed in “closed” session in accordance with Section 239(2) of the Municipal Act, 2001 and one resolution was passed on a procedural matter. 40 General Government Committee Minutes June 20, 2016 – June 22, 2016 - 35 - Resolution #GG-424-16 Moved by Councillor Neal, seconded by Councillor Cooke That Confidential Report CAO-001-16 - Option Agreement for Future Purchase of Community Park Land and Camp 30 Heritage Preservation be tabled to the July 4, 2016 Council meeting. Carried 23 Adjournment Resolution #GG-425-16 Moved by Councillor Neal, seconded by Councillor Cooke That the meeting adjourn at 6:03 PM. Carried _____________________ _______________ Mayor Deputy Clerk 41 General Government Committee Minutes June 27, 2016 - 1 - Minutes of a special meeting of the General Government Committee held on Monday, June 2 7, 2016 at 4:00 PM 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 C. Traill Staff Present: A.Greentree 1 Call to Order Mayor Foster called the meeting to order at 4:00 PM. 2 Declaration of Interest There were no declarations of interest stated at this meeting. 3 Confidential Legal Matter Closed Session Resolution #GG-426-16 Moved by Councillor Partner, seconded by Councillor Woo That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing a confidential legal matter and to receive advice that is subject to solicitor-client privilege, including communications necessary for that purpose . Carried Rise and Report The meeting resumed in open session at 6:29 PM with Mayor Foster in the Chair. Mayor Foster advised that one item was discussed in “closed” session in accordance with Section 239(2) of the Municipal Act, 2001 and one resolution was passed for giving directions or instructions to an officer of or person retained by the municipality. 42 Special General Government Committee Minutes June 27, 2016 - 2 - 4 Adjournment Resolution #GG-427-16 Moved by Councillor Neal, seconded by Councillor Partner That the meeting adjourn at 6:30 PM. Carried _____________________ ____________________ Mayor Municipal Clerk 43 Tyrone Community Centre Board Mtg. Wednesday, June 5, 2016 Present: Chairman: Joy Vaneyk; Treasurer: Claude Godin; Secretary Cecile Bowers; Members: Larry Quinney; Corinne VanDeGrootevheen; Dave Taylor; Alvina Hare; Danielle Carroll; Paul Rowan; Walter Loveridge Excused: Marlene Craig; Kat Caplan; Corinna Traill Minutes of May 17, 2016 Meeting: Correction: Marlene Craig was present, missed on minutes. M/S by Larry Quinney & Dave Taylor.CARRIED. Treasurer’s Report : $3,000.00 was received from the Municipality to help pay for our new floor polisher. Book Balance (after countertops are paid at cost of $2100.00) $20,669.28. Also monthly dances from January to May this year, our profit is $6,000.00. Also noted that cost this past month was including countertops, a total of $3200.00. M/S by Walter and Corinne to accept Treasurer’s report. CARRIED. Maintenance Report: T.S.S.A. report received for Propane. New tank which will be mounted on sand, stone then patio slab, to be done June 27. We need to “ground” stove ON button to electrical panel in Janitor’s room. Larry’s report. Dance Report: By Dave Taylor that there were 156 present.... Door: $1450.00 Bar $935.00 Total $2385.00 (not profit) Joy asked is screen door for bar has been purchased and when will be installed....Claude too busy so Dave volunteered plus Danielle volunteered her husband to help. Joy brought up question where we might be planning to have our Christmas Party. Corinne suggested that we check out Country Perks area..... Hall Bookings: Danielle stated no bookings in July but August is full. Old Business: Danielle stated she has emailed Chris with dates available for installation of countertops, renovations, etc. Joy read the updates from Saturday, May 28 Municipal Meeting Updates and discussion regarding the 40th Anniversary Planning Everyone was given items to look into before next meeting June 27. Secretary has most items listed....not in minutes as yet. New Business: Joy noted that we need to take inventory of all items in hall, Danielle volunteered to do this task & report at Sept. Mtg. M/S Walter & Dave to adjourn. CARRIED. 44 45 46 47 GANARASKA REGION CONSERVATION AUTHORITY MINUTES OF THE FULL AUTHORITY June 16, 2016 FA 04/16 1. Welcome and Call to Order The Chair called the Full Authority meeting to order at 7:18 p.m. MEMBERS PRESENT: Forrest Rowden, Chair - Town of Cobourg Wendy Partner, Vice-Chair - Municipality of Clarington Mark Lovshin - Township of Hamilton John Fallis - Township of Cavan Monaghan Brian Darling, Town of Cobourg Louise Ferrie-Blecher - Municipality of Port Hope Jeff Lees - Municipality of Port Hope Willie Woo - Municipality of Clarington ALSO PRESENT: Linda Laliberte, CAO/Secretary-Treasurer Greg Wells, Manager, Planning and Regulations Pam Lancaster, Stewardship Technician Steve McMullen, Forest Recreation Technician ABSENT WITH REGRETS: Raymond Benns - Township of Alnwick/Haldimand Heather Stauble - City of Kawartha Lakes ALSO ABSENT: The Chair welcomed Brian Darling to the Full Authority. Brian is the new representative from the Town of Cobourg. 2. Disclosure of Pecuniary Interest None 3. Minutes of Last Meeting FA 17/16 MOVED BY: John Fallis SECONDED BY: Louise Ferrie-Blecher THAT the Full Authority approve the minutes of the May 19, 2016 meeting. CARRIED. 48 Minutes FA 04/16 Page 2 4. Adoption of the Agenda Additional item was added to the agenda under Other Business: a) Hydrology and Hydraulic Modeling Geospatial Tool FA 18/16 MOVED BY: Wendy Partner SECONDED BY: Mark Lovshin THAT the Full Authority adopt the agenda as amended. CARRIED. 5. Delegations None 6. Presentations a) Clean Water - Healthy Land 2016 Program Update Pam Lancaster, Stewardship Technician, presented an update on the Clean Water - Healthy Land Program to the board. The tree planting program was updated as well as the projects that have been funded to date under the program. The Board members asked questions in regards to the presentation. FA 19/16 MOVED BY: John Fallis SECONDED BY: Louise Ferrie-Blecher THAT the Full Authority receives the Clean Water - Healthy Land 2016 Program Update presentation for information CARRIED. 7. Business Arising from Minutes None 8. Correspondence None 9. Applications under Ontario Regulation 168/06: Permits approved by Executive: FA 20/16 MOVED BY: Mark Lovshin SECONDED BY: Willie Woo THAT the Full Authority receive the permits for information. CARRIED. 49 Minutes FA 04/16 Page 3 Permit Application require Full Authority discussion: None 10. Committee Reports: a) Ganaraska Forest Recreation Users Committee Minutes, June 2, 2016 Staff answered questions from the Board members in regards to the patrols that took place in the Forest. FA 21/16 MOVED BY: Wendy Partner SECONDED BY: Jeff Lees THAT the Full Authority receive the Ganaraska Forest Recreation Users Committee Minutes from June 2, 2016 for information. CARRIED. 11. New Business: a) Special Events Permit Damage Deposit FA 22/16 MOVED BY: Louise Ferie-Blecher SECONDED BY: Wendy Partner THAT staff recommends to the Full Authority that a damage deposit be applied to special event permits as outlined the staff report provided to the GFRUC on June 2, 2016. CARRIED. b) Conservation Authorities Act Review. The CAO/Secretary-Treasurer briefed the members on the engagement session in Newmarket which staff attended. She stated that one of the main messages to the Ministry of Natural Resources and Forestry was that the level of funding should be increased to all Conservation Authorities (CAs) and that the municipalities are a very important partner to the CAs. The Board requested that staff prepare a letter to municipalities in regards to the review and that comments are to be received by September 9, 2106. The members further stated that it should be pointed out that the Ganaraska Region Conservation Authority does report back to the municipalities, has a very good working relationship and is accountable. FA 23/16 MOVED BY: Mark Lovshin SECONDED BY: Jeff Lees THAT the Full Authority receive the staff report for information. CARRIED. 12. Other Business a) Hydrology and Hydraulic Modeling Geospatial Tool 50 Minutes FA 04/16 Page 4 FA 24/16 MOVED BY: Willie Woo SECONDED BY: John Fallis THAT the Full Authority support the Hydrology and Hydraulic Modeling Geospatial Tool proposal as submitted by Staff on June 9, 2016. CARRIED. Mark Lovshin brought forward some issues with respect to the water taking in Hamilton Township. Staff will contact MOECC in regards to the situation and get back. 13. In Camera None 14. Adjourn The meeting adjourned at 8:25 p.m. on a motion by Willie Woo. __________________________ ____________________________ CHAIR CAO/SECRETARY-TREASURER 51 THATtheAuthorityminutesofMay17, 2016beadoptedascirculated. THATtheabove correspondencebereceivedforinformation. 52 THATStaffReport5467-16bereceivedforinformation. THATStaffReport5473-16bereceivedforinformation. THATStaffReport5472-16bereceivedforinformation. THATStaffReport #5468-16bereceivedforinformation, andthatthe Board ofDirectors directstaffto work withourmunicipalpartnerstodevelopfunding proposals undertheNationalDisasterMitigation Program; and, THAT theBoardofDirectors endorse thesubmission ofproposals forfundingunder theNationalDisaster Mitigation Program THATStaffReport #5471-16bereceivedfor information. 53 THATStaff Report 5474-16bereceivedfor information. THAT DurhamRegion and thelocal Municipalities beadvised. THATStaff Report #5474-16 alsobesenttoDurham AgriculturalAdvisory Committee (DAAC) THAT Staff Report #5469-16 bereceived forinformation. THAT Staff Report #5470-16 bereceived forinformation. THAT Staff Report #5475-16bereceivedfor information; and, THAT the Board of Directors endorse the submissionofa proposalforfundingConservation Areaimprovements under the Canada 150 Community Infrastructure Program. THAT themeeting adjourn. 54 BOARD MEETING July 5, 2016 Sarah Jane Williams Heritage Centre 62 Temperance Street Bowmanville, Ontario Present: B. Seto M. Adams (ED) W. Woo S. Cooke K. Warren S. Middleton S. Elhajjeh Regrets: M. Morawetz O. Casimiro J. Sturdy (called 7:03) 1. Call to Order: B. Seto called the meeting to order at 7:04 p.m. 2. Adoption of Agenda: Moved by: S. Elhajjeh Seconded by: K. Warren THAT: the agenda be accepted. Addendum: B. Seto requested the addition of item on Labour Union. Confirmed agreement with change in motion: S. Elhajjeh & K. Warren. MOTION CARRIED To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions and programmes that inspires future generations and enlivens our community 55 Moved by: W. Woo Seconded by: S. Cooke THAT: be added to the agenda routinely as item 11. “In Camera” providing an opportunity at each board meeting as needed. MOTION CARRIED 3. Disclosure of Interests: No interests were disclosed. 4. Correspondence: No correspondence was brought forward. 5. Announcements: W. Woo gave an update on Camp 30/Jury Lands site as an agreement with the developers has been passed by Council. The land including five of the historic buildings will be acquired by the municipality after developers Kaitlin and Fandor meet requirements including a cleanup of the property and providing security on the buildings. They will also give the municipality $500,000 for upkeep after the transition. The Jury Lands Foundation will be charged with the task of sustaining the buildings and grounds afterwards. (See attachment for Press Release from the Municipality). 6. Approval of Minutes: Moved by: W. Woo Seconded by: S. Cooke THAT: the Board meeting of June 8, 2016 minutes be approved as submitted with the correction that J. Sturdy did not send regrets prior to the meeting as stated. MOTION CARRIED 7. Business Arising from Minutes: None brought forward. 56 8. Executive Director’s Report: M. Adams reported (as recorded by acting secretary K. Warren): • Attendance numbers are up for this year as compared to same time last year • Canada Day was very successful, although numbers were not as high as last year due to the predicted rain for the day. The event ran much more smoothly than last year and the municipality’s involvement was also much more streamlined. • Gift shop sales were great during Canada Day and overall are more cost effective than last year so financially there is more success this year • CMOG grant has been files and the audit from the municipality has come in and been sent on to CMOG. They have notified receipt of that audit • Veterans Affairs $5000 grant reported previously has come in & is in the bank account • Jen Stein is back from maternity leave • Manual ledgers have been digitized and are all backed up now. Some data from 2012 was not uploaded correctly and needs to be redone • 2000+ dolls are in the collection; 50% have come from outside Clarington including 13 or 14 different multiple donations now part of this collection. W. Woo inquired about partner events from last month including Doors Open Clarington and the Racing Expo at Garnet B. Rickard arena during Rotary Ribs N Brews. M. Adams reported that the museum did not participate in Doors Open Clarington as planned. The display was to be focused on a plow in the collection which turned out to be built at the Toronto Massey Factory rather than in Newcastle. It was decided not to provide a display because a plow from Newcastle was already on display. The museum provided access for Doors Open members to do research for the event and a staff member to assist at the Massey Building site for Doors Open on event day. The museum focused on current displays at the museum and the Clarington Racing Expo. 2800 people came through the Racing Expo; Rotary Club made money on its very successful event. Canadian Tire Motorsport was at the expo and were quite impressed with the museum display. Bowmanville Rotary event Chair, Kevin Anyan, and other Rotarians reported thoroughly enjoying the display. Moved by: K. Warren Seconded by: S. Elhajjeh THAT: the Executive Director’s report be accepted as submitted. MOTION CARRIED 57 9. Committee Reports: a) Finance Report – B. Seto reported as O. Casimiro was absent. $16600 has been spent out of the operating funds on new cabinets. Discussion followed on a question of why this expense did not come out of Farr funds as expected. M. Adams stated he has not yet allocated where the Farr funds will be used. S. Cooke asked for a summary of the expenses from the Farr donation and for the amount still available. Discussion diverged with no specific answer given. The discussion was tabled and will be brought forward again at the next meeting. Moved by: K. Warren Seconded by: S. Elhajjeh THAT: the Finance Committee report be accepted as presented. MOTION CARRIED b) Collections Report – The doll collection has been examined and there are over 2000 in the collection. The budget for collection management needs to be set up to include money for a research section. Funds can be raised to accommodate that. M. Adams mentioned that perhaps collections could be absorbed by the curator and Executive Director instead of needing a committee. Moved by: W. Woo Seconded by: S. Elhajjeh THAT: the Collections Committee report be accepted as presented. MOTION CARRIED c) Membership Report – M. Adams reported that numbers are up over the same time last year. Moved by: S. Cooke Seconded by: K. Warren THAT: the Membership Committee report be accepted as presented. MOTION CARRIED d) Facilities Report – The air conditioning at the Sarah Jane building is being replaced due to noise and noise complaints by neighbours. The assessment done showed above acceptable decibel levels. The boiler in the Bowmanville 58 Museum building is still to be replaced but will be done soon. Moved by: S. Middleton Seconded by: K. Warren THAT: the Facility Committee report be accepted as presented. MOTION CARRIED e) Municipal Heritage Committee Report – no report given. 10. New Business: a) Expense & Travel Policy – B. Seto spoke to revisions that she drafted after reviewing the draft of 4.5 Expense & Travel Policy dealing with reimbursements distributed at the last meeting by M. Adams, and circulated them to board members. Discussion followed regarding what the CRA rate of mileage states & includes; board members agreed that the standard should be followed. 8:07 p.m. B. Seto relinquished chair to W. Woo to participate more fully in motions regarding the revisions prepared. S. Middleton offered that a possible way to handle remote display set up would be to use some sort of fine arts truck for larger event transportation to offset wear and tear on personal vehicles. B. Seto stated she is not comfortable with the additional $1500 vehicle maintenance per year addition included in the draft expense policy and CRA does not specify one; maintenance is included in the CRA mileage calculation. S. Elhajjeh stated at times the CRA rate recommendation even decreases after a certain number of kilometers. S. Cooke suggested a budget line item be included in future for rental vehicle expenses to allow for events when bigger transportation issues, which should be evident in yearly plans, need to be managed. K. Warren agreed the CRA rate should cover expenses and noted that the CRA website states that anything paid beyond the CRA rate must be reported as taxable income. W. Woo agreed that rental vehicles would be a good strategy for handling larger event set up. Moved by: B. Seto Seconded by: S. Cooke 59 THAT: the reimbursement rate for the 4.5 Expense & Travel Policy be set at CRA recommendations and the additional $1500 allowance recommended be removed from the policy. In addition, the presented 9 point “personal vehicle use for business” become the standard instead of the draft verbiage “use of employee owned automobile for business use”. MOTION CARRIED For Reference: 9 Point “Personal Vehicle Use for Business” as presented for approval: 1. It is the responsibility of the driver to ensure that adequate insurance is in place for the use of a personal vehicle for a Museum related activity. Coverage should be equal to or greater than the minimum specified in the Insurance Act. Drivers must satisfy themselves as to whether or not their motor vehicle insurance coverage should include business use of their vehicle. 2. Personal vehicles are not covered by the Museum insurance policy. 3. The Museum will not reimburse for cost of business use coverage or collision and liability coverage or any other costs associated with a personal vehicle, except for the car allowance allocated on a per kilometer basis or gas usage based on receipts. 4. In the event of a claim, the owner of the vehicle will be required to approach his/her own insurer for reimbursement of expenses. 5. All costs incurred as the result of a collision or other physical damage to a personal vehicle is the responsibility of the driver and are not reimbursable. Such costs may include but are not limited to: increases to premiums on driver's license, insurance costs and deductibles. 6. No reimbursement can be made for travel to and from an employee's residence and normal place of business. 7. The standard is that a personally owned vehicle may be used for trips up to 500km in round trip length. For longer trips a traveller may elect to use his or her own vehicle, but reimbursement for kilometrage will be limited to the equivalent least expensive mode of transportation to and from that destination. 8. All car expenses are covered by the CRA kilometrage rate including maintenance, repair, towing and fuel cost. Additional charges for parking and highway tolls while on Museum business are eligible expenses. 60 9. All parking, speeding and other traffic fines are ineligible expenses. Moved by: S. Middleton Seconded by: K. Warren THAT: the 9 point section for “Accommodation” provided by B. Seto replace the draft accommodation section. MOTION CARRIED For Reference: 9 Point “Accommodation” as presented for approval: 1. Staff should use the most economical accommodation available (generally a standard quality hotel room) that is convenient to the event being attended. 2. No reimbursement will be made for suites, executive floors, or concierge levels. 3. Staff is responsible for all room charges and must review the hotel bill carefully to ensure charges are correct. 4. A detailed copy of the hotel bill must be attached to the expense report. 5. Staff will not be reimbursed for entertainment, valet, pay TV or movies, alcohol or special facility charges (e.g. fitness clubs). Laundry provided at the hotel is only allowable for reimbursement if the trip is longer than five or more days. 6. Long-distance business and personal calls are reimbursed, however discretion should be used in the frequency and length. Reimbursement will be made for reasonable costs for necessary personal calls home for each night away. 7. Standard tips and gratuities are reimbursable but must be documented on the expense report. 8. Additional business expenses not otherwise covered will be reimbursed, such as computer access charges, photocopying, word processing services, facsimile transmissions, provided the charges incurred are reasonable and related to Museum business. 9. The Museum expects discretion to be applied with any expenses incurred and reserves the right to limit reimbursement to reasonable costs. Moved by: B. Seto Seconded by: S. Middleton THAT: be added to the policy, “in cash advance” as suggested by B. Seto. 61 Cash Advances: (as new section) Cash advances are restricted and only issued for when travel will extend longer than two days. In all cases, employees should use their corporate credit card or if a corporate card is not available, use a personal card and claim reimbursement upon their return. If there are exceptional circumstances warranting a cash advance for travel and non- travel purposes, cash advance is limited to $100 per day and full accounting should be provided within five business days. MOTION CARRIED Moved by: B. Seto Seconded by: K. Warren THAT: be included in the existing automobile/vehicle rental portion of the policy, the following “only the driver authorized by the rental agency may operate the vehicle, & driver must adhere to all rules & regulations of the rental agreement”. MOTION CARRIED Moved by: K. Warren Seconded by: B. Seto THAT: be added to the “business meals” section of the policy, the 5 points provided for discussion by B. Seto. For Reference: 5 Points “Business Meals” as presented for approval: 1. It is the responsibility of the employee to ensure that there are approved funds available for expenditure on hospitality and working meals. Actual costs may be claimed for meals on Museum business related trips. Meals while attending a conference, seminar, workshop, or other appropriate business purposes may be expensed using the CRA guidelines. 2. Expenses incurred in relation to the following events are considered to be personal in nature and therefore not reimbursable: parties or meals for birthdays, weddings, births, showers, and other similar occasions. 3. If travel is a regular part of the claimant's job, meals will not normally be reimbursed unless a prior approval is obtained. 62 4. After-hours meals between two or more employees without a clear business purpose which ordinarily could be conducted during normal working hours are not reimbursable. 5. Employees required to work in excess of two (2) hours past their normal quitting time or when called in for more than two (2) hours, may claim meal expenses, with receipts, using the CRA guidelines. Please note that it is not permitted to claim meals when at a conference, seminar or workshop if the fees include a meal component. Reasonable gratuity usually 15% will be reimbursed. Alcohol cannot be claimed and will not be reimbursed as part of a business, travel or meal expenses. MOTION CARRIED Moved by: K. Warren Seconded by: B. Seto THAT: be added to the hospitality section “Alcohol cannot be claimed and will not be reimbursed as part of hospitality”. MOTION CARRIED Moved by: S. Cooke Seconded by: S. Middleton THAT: strike the point in the draft policy “gifts section” regarding holiday gifts for staff. MOTION CARRIED Moved by: K. Warren Seconded by: B. Seto THAT: be removed entirely the section in draft policy for “alcoholic beverages”. MOTION CARRIED Moved by: K. Warren Seconded by: B. Seto THAT: to accept 4.5 Expense & Travel Policy for reimbursements as amended. MOTION CARRIED 9:11 p.m. W. Woo returns command of the chair to B. Seto. 63 9:11 p.m. As per motion presented earlier in the meeting, a regular “In Camera” session was held. 9:28 p.m. End “In Camera” session after discussion on a personnel issue. b) Labour Union Update – M. Adams stated that union labour fees will be due during summer hiatus and asked for direction. Moved by: K. Warren Seconded by: W. Woo THAT: M. Adams continue to use the services of Michael Smyth of Hicks Morley Law Firm. MOTION CARRIED 11. Date and Place of Next Board Meeting To be determined as needed or to resume in September on Wed 14th as per usual procedures. Location to be announced. 12. Adjournment: K. Warren moved the meeting be adjourned at 9:35 p.m. Minutes for the meeting of the Clarington Museums and Archives Board have been accepted and approved on ____________________________________ _____________________________________ _______________________________________ Chair, Executive Director, Clarington Museums and Archives Board Clarington Museums and Archives 64 SPECIAL MEETING OF THE BOARD: UNIONIZATION UPDATE July 27, 2016 Sarah Jane Williams Heritage Centre 62 Temperance Street Bowmanville, Ontario Present: B. Seto M. Adams (ED) W. Woo S. Cooke K. Warren S. Middleton Regrets: M. Morawetz O. Casimiro J. Sturdy Not Attending: S. Elhajjeh 1. Call to Order: B. Seto called the meeting to order at 7:08 p.m. 2. Unionization Update: M. Adams reported that the initial vote to unionize was held off site by staff. The consulting lawyer stated this was common practice. A 40% vote in favour is required to start moving forward with unionization and that was met. Chronology: Wednesday, June 15 2016 before the scheduled following Monday vote, M. Adams was notified that there was a 5 pm deadline for the same day, to To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions and programmes that inspires future generations and enlivens our community 65 fill out paperwork regarding the Museum’s side. Also noted by lawyer as a common strategy. M. Adams and the consulting lawyer, Michael S. Smyth of Hicks Morley Hamilton Stewart Storie LLP, Toronto, met with the union facilitator in Toronto to go over two points: 1) who is considered to be part of the management of the museum? - determination: Curator is management along with Executive Director. Programmer is less clear but the lawyer advised that this position be given up to the union with the stipulation that the job description will be reworked and may not always fall into that category (the lawyer has minutes on this meeting) 2) what is the official name of the museum for paperwork reasons? - determination: Clarington Museum & Archives The process that has been followed has been accepted as the correct course by the municipal HR department. S. Cooke stated that the whole board, not just the executive, should be part of all communication regarding the union from this point forward. Consensus. B. Seto confirmed that the executive was notified promptly by M. Adams when he received notification June 15, and stated that she thought it was appropriate that a board meeting not be called until the vote of union certification took place. It was noted that O. Casimiro had requested a meeting prior to the vote. Chronology Continued: M. Adams continued to review timeline of all activity. As noted, Wed June 15 he was notified and responded with an email to the executive and with required paperwork prior to the 5 pm deadline that day. M. Adams stated that he agreed with the discussion at this meeting that the whole board should be part of the communications regarding the unionization application and process, and in future would notify all board members along with executive regarding this matter, but had proceeded June 15th as directed by Chair, B. Seto. Monday the vote took place as prescheduled. Thursday at the regular staff meeting, M. Adams addressed what a union is in a prepared statement of facts provided to him by the consulting lawyer. Board members also received a copy of this communication by email (attached). 66 Next Steps: Process is to have a negotiation meeting at which time the union can state what demands are being presented. Consulting lawyer advised M. Adams that he needs a mandate from the board to set up the bargaining team. No meeting date with the union has been determined at the time of this special meeting of the board. W. Woo presented a paper drawn up by the Municipality HR department in consultation with the Municipality Solicitor. Moved by: W. Woo Seconded by: S. Cooke THAT: Municipal Staff and Legal Counsel, Hicks Morley, be requested to meet with the Executive Director, and thereafter provide advice to the Clarington Museum Board respecting the implications of the Union Certification and the appropriate steps to be taken going forward; and THAT: any documentation provided to the Museum Board respecting such matters be provided to Municipal Council and the Municipal Clerk. MOTION CARRIED 7:36 pm W. Woo circulated the OLRB Certification Notice (OLRB Case No.: 0746-16- R) (attached) that Council received but had not been informed about beforehand by M. Adams, in an effort to point out that not everyone (board members and members of Council) was apprised of the unionization. He restated that we must be more proactive in making sure all of the board and the municipality is informed at the same time on matters of this importance. W. Woo, at the request of S. Cooke, checked the bylaws to see what positions on the board also sit as the executive for the Museum Board. It was determined that there needs to be 2 members from the board appointed to the executive at this time, and also noted that vice chair is still to be elected and would also sit on the executive. Discussion followed on potential items of staff concern. B. Seto asked how frequently staff meetings are held, and when discussions regarding maternity leave coverage and expectations afterward were had. M. Adams stated that he held a meeting with staff members before any duties were altered to help cover tasks during maternity leaves, and that staff were aware that their hours and pay would return to original rates after the maternity leaves were over. They were also told that he would sit down with them again after the term, for discussions. 67 M. Adams reminded board members that any job description changes must be approved by the board. S. Middleton asked if part time staff have a benefit system in place or if anyone working part time might have qualified for them due to number of hours worked. His concern was if any were overlooked when or if benefits could have been awarded. M. Adams stated that he has kept assignments within allowable hours. M. Adams requested that someone from Municipality HR be at the first meeting with the union. All present agree. Upcoming Meetings and Expectations of M. Adams and of Board Members: 1) M. Adams will meet with Municipality Solicitor & Legal Depart. 2) M. Adams will follow up with update to Board members. 3) A formal board meeting will be called to decide who will attend the negotiation meeting with the union. 4) Union meeting will take place with M. Adams and determined team to hear the demands. M. Adams brought forward the bill for fees from the consulting lawyer thus far, due end of August $5179.36. Rate is $515/hour with estimated total by end of the process at $8000. M. Adams was directed to pay the current bill. M. Adams will email the board the confidential email from the lawyer and the Q&A sheet that he had drawn up for M. Adams to present to the staff at the meeting held just prior to the vote. (both attached) S. Middleton requested that the next “emergency” meeting be specified as such rather than “special” so that all members of the board are aware of the importance of attending if at all possible. Motion to adjourn by K. Warren at 9:11 pm. Minutes for the meeting of the Clarington Museum and Archives Board have been accepted and approved on accepted and accepted and approved on _________________________________________ _____________________________________ _______________________________________ Chair, Executive Director, Clarington Museums and Archives Board Clarington Museums and Archives 68 69 70 71 72 73 74 From: MTCS Correspondence (MTCS) [mailto:MtrMclCo@ontario.ca] Sent: August-22-16 2:43 PM To: MTCS Correspondence (MTCS) <MtrMclCo@ontario.ca> Subject: Ontario150: Apply for Funding | Ontario150: Présenter une demande de financement August 22, 2016 Next year will mark the 150th anniversary of Confederation in Canada. How will your community be celebrating? As one of the founding members of Confederation, Ontario will mark this milestone with a number of events and opportunities across the province showcasing the province’s rich history, innovative spirit and diverse culture. Municipalities, community organizations and Indigenous groups will also be able to access funding programs designed to bring people together, while laying the groundwork for a strong economic, social and cultural legacy for Ontario’s next 150 years. These include: • A Community Capital Program that will be administered by the Ontario Trillium Foundation and will provide $25 million to help municipalities and non-profit organizations renovate, repair and retrofit existing community and cultural infrastructure to increase accessibility, improve safety and maximize community use (applications close on September 14, 2016). Learn more about the Community Capital Program • A Partnership Program that will provide $5 million to support new partnerships and collaborations that engage, enable and empower youth as the next generation of Ontario leaders (applications close on September 30, 2016). Learn more about the Partnership Program • A Community Celebration Program that will provide $7 million to help connect Ontarians to their communities and with opportunities to explore their heritage, allowing Ontarians the opportunity to celebrate this historic year in a way that is appropriate and meaningful for them (applications close on September 2, 2016). Learn more about the Community Celebration Program If you have questions about one of the programs, please use the links above. For general questions about the Ontario150 program, visit Ontario.ca/150 or contact us directly at: Email: ontario150@ontario.ca Phone: (416) 212-8846 Toll-free: 1- 888-450-0495 TTY: 416-325-0866 or 1-800-853-2137 75 76 77 78 Lion Jim Rohrbach, PDG P.O. Box 174 Cayuga, ON N0A 1E0 July 18th, 2016 Dear Mayor: As you may or may not know, the International Association of Lions Clubs is celebrating its 100th Anniversary of Service to Humanity in 2017. The theme for the Anniversary Celebration is “Where There’s A Need, There’s A Lion”. Truer words have not been spoken. In the history of our great Association, Lions Clubs around the world have done great things in and for their communities. I ask you to take a minute and think of what the Lions Clubs in your Municipality have done for their community. I also ask you to take a minute and think of what would have happened if there were no Lions Clubs in your Community. At our recent provincial Lions Convention, I was asked by the Governor’s Council to ask all Municipalities across Ontario to designate one day to fly the Lions Clubs International flag at the Municipal Building/City Hall. We are asking for one day for the citizens of your community to be able to see the pride that exists in Lionism by flying our flag for one day. Please advise me whether your council approves this request so we can act on it. I am copying this letter to the District Governor of this District and to the District Centennial Chair so they can contact your 79 office to set up a date for this flag raising to occur. We are hoping to have this event take place in the spring of 2017 to commemorate our 100th Anniversary. Thank you for your time in this matter and I look forward to hearing from your office in the near future. Yours truly, Lion Jim Rohrbach, PDG Lion Jim Rohrbach, PDG MD “A” Centennial Coordinator Cc: Lion John Whyte, District Governor, District 3 Hjwhyte48@yahoo.ca Cc: Lion Steve Williams, Centennial Coordinator, District A-3 Sterie2@hotmail.com 80 81 82 83 84 85 86 87 88 89 Report Engineering Services If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: September 6, 2016 Report Number: EGD-035-16 Resolution: File Number: By-Law Number: Report Subject: Report on Building Permit Activity for April, May, and June 2016 Recommendations: 1. That Report EGD-035-16 be received for information. 90 Municipality of Clarington Report EGD-035-16 Page 2 Report Overview The following is a report on building permit activity in Clarington for the months of April, May, and June 2016, as well as the total for the year to date. The construction value total for the months of April, May, and June 2016 was 2.4% higher than the same period in 2016. To the end of June 2016, we issued 765 new residential dwelling units, compared to 548 at the same time in 2015. Permits Issued 1.1 Month of April, May, and June The following is a table showing the number of permits issued and the value of construction in each of the building categories for April, May, and June 2016 and April, May, and June 2015. 2016 2015 Building Category Number Of Permits Value Of Construction Number Of Permits Value Of Construction % Change Of Value 2016-2015 Residential 469 $153,315,260 322 $116,291,981 31.8% Industrial 2 $109,600 5 $32,657,990 -99.8% Government 0 $0 1 $20,000 N/A Commercial 14 $836,900 12 $609,500 37.3% Institutional 9 $1,214,000 8 $2,621,475 -53.7% Agricultural 7 $541,330 5 $127,000 326.2% Demolition 11 $0 19 $0 N/A Total 512 $156,017,090 372 $152,327,946 2.4% 1.2 Year to Date The following is a table showing the number of permits issued and the value of construction in each of the building categories for year to date 2016 and year to date 2015. 2016 2015 Building Category Number Of Permits Value Of Construction Number Of Permits Value Of Construction % Change Of Value 2016-2015 Residential 617 $211,973,483 461 $153,408,552 38.2% Industrial 12 $6,337,600 7 $32,681,990 -80.6% Government 1 $250,000 2 $770,000 -67.5% Commercial 27 $2,121,604 26 $1,083,200 95.9% Institutional 9 $1,214,000 9 $2,631,475 -53.9% Agricultural 10 $603,330 9 $2,717,000 -77.8% Demolition 19 $0 55 $0 N/A Total 695 $222,500,017 569 $193,292,217 15.1% 91 Municipality of Clarington Report EGD-035-16 Page 3 Permit Value 1.3 High Value Permits With respect to building permit activities over $250,000 and large residential building permit activities, the details are provided as follows: Brightstar Newcastle Corporation Condominium Building (78 Units) 21 Brookhouse Drive, Newcastle Value of construction - $16,500,000 H & H Properties Inc. Multi Residential Building (Block 4) 1430 Gord Vinson Avenue, Courtice Value of construction - $2,485,856 H & H Properties Inc. Multi Residential Building (Block 5) 1430 Gord Vinson Avenue, Courtice Value of construction - $2,485,856 H & H Properties Inc. Multi Residential Building (Block 6) 1430 Gord Vinson Avenue, Courtice Value of construction - $2,495,856 H & H Properties Inc. Multi Residential Building (Block 7) 1430 Gord Vinson Avenue, Courtice Value of construction - $2,495,856 Far Sight Investments Limited Temporary Sales Pavilion 2840 Highway 2, Bowmanville Value of construction - $259,200 Kawartha Pine Ridge District School Board Classroom Refurbishment, New Well Pump House, Waterline 2296 Taunton Road, Hampton Value of construction - $450,000 Lakeridge Health Corporation Sterilization Room 47 Liberty Street South, Bowmanville Value of construction - $400,000 92 Municipality of Clarington Report EGD-035-16 Page 4 1.4 Historical Comparison of Permit Value The following are bar graphs showing an historical comparison of the building permits issued for the month of April, May, and June and year to date for a three year period. Permit Revenue 1.5 The following is a table comparing the permit fees collected in April, May, and June and the year to date 2016 with those collected in April, May, and June and year to date 2015. 2016 2015 April, May, and June Year To Date April, May, and June Year To Date Permit Fees $1,119,239 $1,646,526 $994,590 $1,263,425 $0 $30,000,000 $60,000,000 $90,000,000 $120,000,000 $150,000,000 $180,000,000 $156,017,090 $152,327,946 $66,568,550 2016 2015 2014 Value Historical Data for Months of April, May, and June $0 $50,000,000 $100,000,000 $150,000,000 $200,000,000 $250,000,000 $222,500,017 $193,292,217 $158,607,154 2016 2015 2014 Value Historical Data -Year to Date Municipality of Clarington Report EGD-035-16 Page 5 Residential Units 1.6 Types of Residential Units The following is a table comparing the types of dwelling units issued in April, May, and June and the year to date 2016 and in April, May, and June and year to date 2015. 2016 2015 April, May, and June Year to Date April, May, and June Year to Date Single Detached 245 288 158 220 Semi-Detached 2 2 44 78 Townhouse 127 182 8 19 Apartments 124 293 229 231 Total 498 765 439 548 The following are pie charts showing the types of dwelling units issued in April, May, and June 2016 as well as the types of dwelling units issued in the year to date 2016. Single Detached 245 49% Semi- Detached 2 0% Townhouse 127 26% Apartment 124 25% Dwelling Unit Type April, May, and June 2016 Single Detached 245 Semi-Detached 2 Townhouse 127 Apartment 124 Single Detached 288 38% Semi- Detached 2 0% Townhouse 182… Apartment 293 38% Dwelling Unit Type Year To Date 2016 Single Detached 288 Semi-Detached 2 Townhouse 182 Apartment 293 94 Municipality of Clarington Report EGD-035-16 Page 6 1.7 Historical Comparison of Residential Units The following is a table showing the number of new residential units issued in each area of Clarington for the year to date 2016, as well as a comparison of the past ten years. Year: Area Year to Date 2016 2015 2014 2013 2012 2011 2010 2009 2008 2007 2006 Bowmanville 417 461 420 216 291 360 282 98 340 451 609 Courtice 249 290 153 97 179 312 236 113 134 82 126 Newcastle 87 154 51 92 34 165 37 24 60 77 84 Wilmot Creek 0 0 4 2 2 5 8 9 30 16 15 Orono 0 0 0 1 1 1 1 0 2 1 1 Darlington 4 8 9 12 6 5 8 6 10 6 7 Clarke 5 11 12 6 10 8 6 11 5 11 12 Burketon 0 0 1 1 0 0 1 0 0 0 0 Enfield 0 0 0 0 0 0 0 0 0 0 0 Enniskillen 0 0 1 2 3 0 3 2 0 0 1 Hampton 0 2 2 0 1 1 0 0 0 1 1 Haydon 0 0 1 0 0 0 0 0 0 0 0 Kendal 0 1 0 0 0 0 1 1 0 1 0 Kirby 0 1 0 1 0 0 1 0 0 0 0 Leskard 0 0 0 0 0 0 0 0 0 0 0 Maple Grove 0 0 0 0 0 0 0 0 0 0 0 Mitchell Corners 0 0 0 1 1 1 0 0 0 1 0 Newtonville 3 3 3 7 6 3 7 5 7 2 2 Solina 0 0 0 1 3 1 1 5 0 6 3 Tyrone 0 0 0 0 0 1 1 0 5 0 0 Total 765 931 657 439 537 863 593 274 593 655 861 95 Municipality of Clarington Report EGD-035-16 Page 7 Inspections 1.8 The following is a table showing how many inspections were attended in April, May, and June and the year to date 2016 as well as those attended in April, May, and June and year to date 2015. 2016 2015 April, May, and June Year to Date April, May, and June Year to Date Building Inspections 2,244 3,749 1,908 3,496 Plumbing and Heating Inspections 2,451 4,287 2,139 3,900 Pool Enclosure Inspections 45 45 29 29 Total 4,740 8,081 4,076 7,425 Concurrence 1.9 Not Applicable Conclusion 1.10 The total construction value at the end of the second quarter of 2016 increased by 2.4% over the same period in 2015 while the total number of permits issued increased 140 permits. In the residential sector construction value increased by 31.8%, the number of permits issued increase by 147 permits and the number of units constructed increased by 59 units. 2016 continues to be on track to be another exceptional year in the total construction value, the number of residential permits issued and the number of residential units constructed. Please note that the five permits for Wind Turbines shown in EGD-019-16, the Report on Building Permit Activity for January, February, and March 2016, were cancelled. Strategic Plan Application 1.11 Not Applicable Submitted by: Reviewed by: Anthony S. Cannella Franklin Wu Director of Engineering Services Chief Administrative Officer 96 Municipality of Clarington Report EGD-035-16 Page 8 Staff Contact: Brent Rice, Chief Building Official, 905-623-3379 extension 2303 or brice@clarington.net. Attachments: N/A There are no interested partied to be notified of Council’s decision. ASC/BR/jo/jb 97 Operations Department Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Government Committee Date of Meeting: September 6, 2016 Report Number: OPD-007-16 File Number: By-law Number: Report Subject: Revision Cemetery Tariff of Rates Recommendations: 1.That Report OPD-007-16 be received; 2.That the revised Schedule A, Cemeteries – Tariff of Rates (Attachment #1; #2; #3 and #4 to Report OPD-007-16), be approved. 98 Municipality of Clarington Report OPD-007-16 Page 2 Report Overview Council is requested to approve the amended tariff of rates to correct errors for perpetual care entries from 2015 to 2018. The original of which was previously approved through Report OPD-005-15. 1. Background In the previous report OPD-005-15, Council approved the cemetery tariff of rates for the years 2015 to 2018. However, there are some errors in the posted perpetual care rates. Perpetual care entries are used internally. The rates posted for cemetery fees to the public are correct. As a housekeeping matter, attached is the updated Schedule A, Cemeteries – Tariff of Rates for the years 2015-2018. 3. Concurrence This report has been reviewed by Anne Greentree, Municipal Clerk who concurs with the recommendations. 4. Conclusion It is respectfully recommended that Council approve revision for the attached Tariff of rates. 5. Strategic Plan Application Not applicable. Submitted by: Reviewed by: Frederick J. Horvath Franklin Wu, B.A., R.D.M.R., R.R.F.A Chief Administrative Officer Director of Operations 99 Municipality of Clarington Report OPD-007-16 Page 3 Attachments: Attachment No. 1 - Cemetery Tariff of Rates 2015 Attachment No. 2 - Cemetery Tariff of Rates 2016 Attachment No. 3 - Cemetery Tariff of Rates 2017 Attachment No. 4 - Cemetery Tariff of Rates 2018 Staff Contact: Robert Genosko, 905-263-2291 ext. 531 There are no interested parties to be notified of Council’s decision. FJH/RG/kr 100 Attachment 1 to Report OPD-007-16 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON SCHEDULE “A” TO BY-LAW 2012-061 CEMETERIES - PROPOSED TARIFF OF RATES - 2015 1. SALE OF PLOTS Type of Lot Dimension Bowmanville Dimension Bondhead 40% Perpetual Care Rate Rate (does not include applicable taxes) Single 3’ X 9’ 3’ X 9’ $622.00 $1,555.00 Babyland 1.5 ‘ X 3’ 1.5 ‘ X 3’ No Charge Cremation 2’ X 2’ 2’ X 2’ $208.00 $520.00 2. SALE OF CREMATION NICHES Columbarium Niche Size 15 % Perpetual Care Rate Rate (does not include applicable taxes) Single (including Plaque) 12” X 12” X 12” $186.75 $1,245.00 Double (including Plaque) 12” X 12” X 12” $266.25 $1,775.00 3. INTERMENT Rate (does not include applicable taxes) Adult – Single Depth $815.00 Adult – Double Depth $1,020.00 Infant / Child No Charge Cremation $310.00 Niche Wall $155.00 4. DISINTERMENT CHARGES Rate (does not include applicable taxes) Disinterment (adult) including reburial at the same location or at another location in the same cemetery $1,350.00 Disinterment (adult) for burial at another cemetery $1,140.00 Disinterment (child) including burial at another location in the same cemetery $850.00 Disinterment (child) including reburial at same grave or different cemetery $760.00 Disinterment (infant / cremation) including reburial at another location in the same cemetery $365.00 Disinterment (infant / cremation) including reburial at same grave or different cemetery $250.00 101 5. HOLIDAY AND OTHER SURCHARGES Rate (does not include applicable taxes) Interment on Saturday (fee is additional) $265.00 Interment on Sunday and Statutory Holidays (fee is additional) $415.00 Disinterment for double depth burial (fee is additional) $270.00 Rental for lowering Device, set up and dressing $100.00 Provincial License Fee (subject to change) $12.00 6. MONUMENT FOUNDATIONS AND SETTING MARKERS Rate (does not include applicable taxes) Monument foundation (flat fee) $345.00 Flat Marker Foundations (flat fee) $210.00 Cremation / Baby Markers (flat fee) $90.00 Removal of Monuments $65.00 7. TRANSFER Fee $25.00 8. PERPETUAL CARE Rate (does not include applicable taxes) Headstone Maintenance $100.00 Footstone Maintenance $50.00 102 Attachment 2 to Report OPD-007-16 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON SCHEDULE “A” TO BY-LAW 2012-061 CEMETERIES - PROPOSED TARIFF OF RATES - 2016 1. SALE OF PLOTS Type of Lot Dimension Bowmanville Dimension Bondhead 40% Perpetual Care Rate Rate (does not include applicable taxes) Single 3’ X 9’ 3’ X 9’ $652.00 $1,630.00 Babyland 1.5 ‘ X 3’ 1.5 ‘ X 3’ No Charge Cremation 2’ X 2’ 2’ X 2’ $218.00 $545.00 2. SALE OF CREMATION NICHES Columbarium Niche Size 15 % Perpetual Care Rate Rate (does not include applicable taxes) Single (including Plaque) 12” X 12” X 12” $195.75 $1,305.00 Double (including Plaque) 12” X 12” X 12” $279.75 $1,865.00 3. INTERMENT Rate (does not include applicable taxes) Adult – Single Depth $855.00 Adult – Double Depth $1,070.00 Infant / Child No Charge Cremation $325.00 Niche Wall $165.00 4. DISINTERMENT CHARGES Rate (does not include applicable taxes) Disinterment (adult) including reburial at the same location or at another location in the same cemetery $1,415.00 Disinterment (adult) for burial at another cemetery $1,200.00 Disinterment (child) including burial at another location in the same cemetery $890.00 Disinterment (child) including reburial at same grave or different cemetery $800.00 Disinterment (infant / cremation) including reburial at another location in the same cemetery $385.00 Disinterment (infant / cremation) including reburial at same grave or different cemetery $265.00 103 5. HOLIDAY AND OTHER SURCHARGES Rate (does not include applicable taxes) Interment on Saturday (fee is additional) $280.00 Interment on Sunday and Statutory Holidays (fee is additional) $435.00 Disinterment for double depth burial (fee is additional) $280.00 Rental for lowering Device, set up and dressing $105.00 Provincial License Fee (subject to change) $12.00 6. MONUMENT FOUNDATIONS AND SETTING MARKERS Rate (does not include applicable taxes) Monument foundation (flat fee) $365.00 Flat Marker Foundations (flat fee) $220.00 Cremation / Baby Markers (flat fee) $95.00 Removal of Monuments $70.00 7. TRANSFER Fee $25.00 8. PERPETUAL CARE Rate (does not include applicable taxes) Headstone Maintenance $100.00 Footstone Maintenance $50.00 104 Attachment 3 to Report OPD-007-16 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON SCHEDULE “A” TO BY-LAW 2012-061 CEMETERIES - PROPOSED TARIFF OF RATES - 2017 1. SALE OF PLOTS Type of Lot Dimension Bowmanville Dimension Bondhead 40% Perpetual Care Rate Rate (does not include applicable taxes) Single 3’ X 9’ 3’ X 9’ $686.00 $1,715.00 Babyland 1.5 ‘ X 3’ 1.5 ‘ X 3’ No Charge Cremation 2’ X 2’ 2’ X 2’ $228.00 $570.00 2. SALE OF CREMATION NICHES Columbarium Niche Size 15 % Perpetual Care Rate Rate (does not include applicable taxes) Single (including Plaque) 12” X 12” X 12” $205.50 $1,370.00 Double (including Plaque) 12” X 12” X 12” $294.00 $1,960.00 3. INTERMENT Rate (does not include applicable taxes) Adult – Single Depth $900.00 Adult – Double Depth $1,125.00 Infant / Child No Charge Cremation $345.00 Niche Wall $170.00 4. DISINTERMENT CHARGES Rate (does not include applicable taxes) Disinterment (adult) including reburial at the same location or at another location in the same cemetery $1,485.00 Disinterment (adult) for burial at another cemetery $1,260.00 Disinterment (child) including burial at another location in the same cemetery $935.00 Disinterment (child) including reburial at same grave or different cemetery $840.00 Disinterment (infant / cremation) including reburial at another location in the same cemetery $405.00 Disinterment (infant / cremation) including reburial at same grave or different cemetery $275.00 105 5. HOLIDAY AND OTHER SURCHARGES Rate (does not include applicable taxes) Interment on Saturday (fee is additional) $295.00 Interment on Sunday and Statutory Holidays (fee is additional) $460.00 Disinterment for double depth burial (fee is additional) $295.00 Rental for lowering Device, set up and dressing $110.00 Provincial License Fee (subject to change) $12.00 6. MONUMENT FOUNDATIONS AND SETTING MARKERS Rate (does not include applicable taxes) Monument foundation (flat fee) $385.00 Flat Marker Foundations (flat fee) $230.00 Cremation / Baby Markers (flat fee) $100.00 Removal of Monuments $75.00 7. TRANSFER Fee $25.00 8. PERPETUAL CARE Rate (does not include applicable taxes) Headstone Maintenance $100.00 Footstone Maintenance $50.00 106 Attachment 4 to Report OPD-007-16 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON SCHEDULE “A” TO BY-LAW 2012-061 CEMETERIES - PROPOSED TARIFF OF RATES - 2018 1. SALE OF PLOTS Type of Lot Dimension Bowmanville Dimension Bondhead 40% Perpetual Care Rate Rate (does not include applicable taxes) Single 3’ X 9’ 3’ X 9’ $720.00 $1,800.00 Babyland 1.5 ‘ X 3’ 1.5 ‘ X 3’ No Charge Cremation 2’ X 2’ 2’ X 2’ $240.00 $600.00 2. SALE OF CREMATION NICHES Columbarium Niche Size 15 % Perpetual Care Rate Rate (does not include applicable taxes) Single (including Plaque) 12” X 12” X 12” $216.00 $1,440.00 Double (including Plaque) 12” X 12” X 12” $308.25 $2055.00 3. INTERMENT Rate (does not include applicable taxes) Adult – Single Depth $945.00 Adult – Double Depth $1,180.00 Infant / Child No Charge Cremation $360.00 Niche Wall $180.00 4. DISINTERMENT CHARGES Rate (does not include applicable taxes) Disinterment (adult) including reburial at the same location or at another location in the same cemetery $1,560.00 Disinterment (adult) for burial at another cemetery $1,320.00 Disinterment (child) including burial at another location in the same cemetery $980.00 Disinterment (child) including reburial at same grave or different cemetery $880.00 Disinterment (infant / cremation) including reburial at another location in the same cemetery $425.00 Disinterment (infant / cremation) including reburial at same grave or different cemetery $290.00 107 5. HOLIDAY AND OTHER SURCHARGES Rate (does not include applicable taxes) Interment on Saturday (fee is additional) $310.00 Interment on Sunday and Statutory Holidays (fee is additional) $480.00 Disinterment for double depth burial (fee is additional) $310.00 Rental for lowering Device, set up and dressing $115.00 Provincial License Fee (subject to change) $12.00 6. MONUMENT FOUNDATIONS AND SETTING MARKERS Rate (does not include applicable taxes) Monument foundation (flat fee) $400.00 Flat Marker Foundations (flat fee) $245.00 Cremation / Baby Markers (flat fee) $105.00 Removal of Monuments $75.00 7. TRANSFER Fee $30.00 8. PERPETUAL CARE Rate (does not include applicable taxes) Headstone Maintenance $100.00 Footstone Maintenance $50.00 108 Clerk's Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: September 6, 2016 Report Number: CLD-026-16 Resolution: File Number: By-law Number: Report Subject: Job Description and Appointment of Interim Chief Administrative Officer Recommendations: 1. That Report CLD-026-16 be received; 2. That the amending By-law attached to Report CLD-026-16 as Attachment 1, being a by- law to establish the position and to define the duties and responsibilities of the Chief Administrative Officer, be approved; 3. That the By-law attached to Report CLD-026-16 as Attachment 2, being a by-law to appoint Mr. Curry Clifford as the Interim Chief Administrative Officer, be approved; and 4. That all interested parties listed in Report CLD-026-16 and any delegations be advised of Council's decision by the Department. 109 Municipality of Clarington Report CLD-026-16 Page 2 Report Overview The job description for Clarington’s Chief Administrative Officer was established in 1998 by By-law 98-171. With the current Chief Administrative Officer’s retirement, effective September 16, 2016 it is appropriate for the job description to be updated with minor amendments to reflect the current job expectations. Whereas Council has indicated a desire to appoint an interim CAO, it is recommended that Council appoint an interim CAO effective September 19, 2016 to fulfill the duties as detailed in the draft by-law attached to this Report as Attachment 1, and to assist Council in carrying out the recruitment of a new CAO. 1. Background 1.1 Section 229 of the Municipal Act, 2001, S.O. 2001 c.25 authorizes the municipality to appoint a chief administrative officer with the following responsibilities: a) Exercising general control and management of the affairs of the municipality for the purpose of ensuring the efficient and effective operation of the municipality; and b) Performing such other duties as are assigned by the municipality. 1.2 The current Chief Administrative Officer was appointed by By-law 98-172 on November 25, 1998. The Chief Administrative Officer’s duties and expectations were set out in By- law 98-171 (Attachment 4). The current Chief Administrative Officer will retire effective September 16, 2016. 1.3 Mr. Curry Clifford recently retired from his position as Corporate Initiatives Officer, in Clarington’s CAO Office. He is familiar with the Municipality of Clarington, its Administration, and Council. 2. Proposal 2.1 Job Description As stated earlier in this Report, the existing Chief Administrative Officer Job Description was developed in 1998 and adopted by Council (By-law 98-171). The details of that 1998 job description have been reviewed and the proposed draft by-law details proposed minor amendments to reflect job expectations. It is recommended that the updated job description as detailed in the draft by-law, being Attachment 1 to this Report, be approved. 110 Municipality of Clarington Report CLD-026-16 Page 3 2.2 Appointment of Interim CAO Mr. Curry Clifford has agreed to accept the offer of appointment of Interim CAO, as defined in By-law 98-171, as amended, as per the conditions set out in the Limited Term Contract for Administrative Services (Confidential Attachment 3). Mr. Clifford’s appointment will provide administrative continuity for the organization while assisting Council in the recruitment for a more permanent CAO appointment. It is therefore recommended that Council approve the by-law (Attachment 2 to this Report) appointing Mr. Curry Clifford as Interim Chief Administrative Officer for the Municipality of Clarington, effective September 17, 2016. 3. Concurrence Not Applicable 4. Conclusion To provide continuity of administration it is recommended that Mr. Curry Clifford be appointed as Interim Chief Administrative Officer to perform the duties and responsibilities as detailed in the draft by-law attached to this report as Attachment 1. 5. Strategic Plan Application Not applicable. Submitted by: Reviewed by: C. Anne Greentree, Marie Marano, Municipal Clerk Acting CAO Staff Contact: Anne Greentree, Municipal Clerk, 905-623-3379 ext. 2102 or agreentree@clarington.net Attachments: Attachment 1 -- By-law to amend By-law 98-171, being a by-law to define the duties and responsibilities of the Chief Administrative Officer Attachment 2 – By-law to appoint Mr. Curry Clifford as Interim Chief Administrative Officer Attachment 3 – Term Contract for Service (circulated separately due to confidentiality) Attachment 4 – By-law 98-171 The following is a list of the interested parties to be notified of Council's decision: Mr. Curry Clifford 111 Attachment 1 to Report CLD-026-16 The Corporation of the Municipality of Clarington By-law 2016-XXX Being a by-law to define and determine the duties and responsibilities of the Chief Administrative Officer Whereas Section 229 of the Municipal Act, 2001, as amended, provides that a municipality may appoint a chief administrative officer who shall be responsible for the general control and management of the affairs of the municipality for the purpose of ensuring the efficient and effective operation of the municipality; and performing such other duties as are assigned by the municipality; and Whereas By-law 98-171 was enacted by Council to establish and define and determine the duties and responsibilities of the Chief Administrative Officer for the Municipality of Clarington; and Whereas the Council of the Corporation of the Municipality of Clarington deems it appropriate to update the duties and responsibilities of Clarington’s Chief Administrative Officer; Now therefore the Council of the Municipality of Clarington enacts as follows: 1. That the following authority to be added: WHEREAS Section 229 of the Municipal Act, 2001, as amended, provides that a municipality may appoint a chief administrative officer who shall be responsible for the general control and management of the affairs of the municipality for the purpose of ensuring the efficient and effective operation of the municipality; and performing such other duties as are assigned by the municipality; 2. That Section 4. d) be deleted and replaced with: Attend, or appoint a suitable designate to attend, all Council meetings (and Standing Committee meetings if required) with the right to speak, when recognized by the Mayor or presiding officer. 1. That Section 4. o) be amended to delete “Appoint” and replace it with “Hire”. 112 Attachment 1 to Report CLD-026-16 2. That Section 4. p) be amended to delete “Appoint and employ” and replace it with “Hire and govern”. 3. Delete 4. x). Passed in Open Council this 19th day of September, 2016. _____________________________ Adrian Foster, Mayor _____________________________ C. Anne Greentree, Municipal Clerk 113 Attachment 2 to Report CLD-026-16 The Corporation of the Municipality of Clarington By-law 2016-XXX Being a by-law to appoint Mr. Curry Clifford as the Interim Chief Administrative Officer. Whereas the Municipality of Clarington’s current Chief Administrative Officer has retired; and Whereas Section 229 of the Municipal Act, 2001, as amended, provides that a municipality may appoint a Chief Administrative Officer who shall be responsible for the general control and management of the affairs of the municipality for the purpose of ensuring the efficient and effective operation of the municipality; and performing such other duties as are assigned by the municipality; and Whereas the Council of the Corporation of the Municipality of Clarington deems it advisable to appoint an Interim Chief Administrative Officer until such time as a permanent replacement can be hired; and Now therefore the Council of the Municipality of Clarington enacts as follows: 1. That Mr. Curry Clifford be appointed as Interim Chief Administrative Officer for the Municipality of Clarington, effective September 19, 2016. 2. That the duties and responsibilities of the chief Administrative Officer be in accordance with By-law 98-171, as amended from time to time. 3. That the salary, benefits and conditions of service of Mr. Curry Clifford as Interim Chief Administrative Officer be as set out in the Limited Term Contract for Administrative Services dated August 3, 2016. 4. That By-law 98-172, appointing the Chief Administrative Officer for the Municipality of Clarington, be repealed. 5. This by-law shall come into force and effect on the day of passing. Passed in Open Council this 19th day of September, 2016. _____________________________ Adrian Foster, Mayor _____________________________ C. Anne Greentree, Municipal Clerk 114 r THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 98-171 Being a by-law to establish the position and to define and determine the duties and responsibilities of the Chief Administrative Officer and to repeal By-laws 85-23 and 88-145 WHEREAS it is deemed expedient and desirable to establish the position of Chief Administrative Officer and to define and determine the duties and responsibilities thereof: NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1.THAT the position of Chief Administrative Officer is established. 2.THAT the Chief Administrative Officer is the head administrative official of the Municipality of Clarington and is accountable to Municipal Council for the effective administration of all Municipal Departments. Responsibility includes the overall planning, co-ordination and control of all Municipal operations in collaboration with the Administrative Branch of the Municipality's government, and in accordance with the objectives, policies and plans approved by Municipal Council. 3.Specific responsibilities may be delegated to staff members together with the necessary authority for their fulfillment but the overall responsibility for results may neither be delegated nor relinquished. 4.The Chief Administrative Officer will be specifically responsible to: a)Maintain total responsibility to the Municipal Council for the operations of the Corporation, while liasing closely with the Administrative Branch. b)Collaborate with Municipal Council and the Administrative Branch in the development and administration of the Municipality's objectives and major policies. C)Provide advice and expertise to Municipal Council on the Corporation's general policies. Inform Council on the condition of the Municipality's administrative affairs and factors that may affect them. d)Attend Council and Committee meetings with the right, with the consent of the Chair, to speak, but not to vote. e)Maintain communications with all levels of government, as necessary for the conduct of Municipal business. Provide resource information for members of Council in consultation with Department Heads, on relevant matters with the various levels of government. f)Act upon Council requests, resolutions and directives. g)Develop and recommend to Council, plans and programs for the attainment of organization objectives. h)Review drafts of all by-laws, staff reports, contracts and agreements and submit to Council and/or committee of Council his/her recommendations thereon. i) Review the performance of all contracts or agreements entered into by the Municipality and satisfy himself/herself that all conditions have been fulfilled in accordance with the provisions of such contracts or agreements and he/she may report therein to Council. j) Meet regularly with Department Heads for discussion of policy matters and for co-ordination of all departmental activities. k)Oversee and co-ordinate the execution of approved plans and programs. 115 Attachment #4 to Report CLD-026-16 By-law 98-171 Page 2 1) Ensure that information about policies, organization, and procedures is prepared and promulgated. m) Co-ordinate, direct and supervise the Heads of Department, and through them, all other employees of the Corporation except those officials as are appointed under statute in respect to their statutory duties and responsibilities. n)Advise Council on the appointment, suspension, or dismissal of Department Heads. o)Appoint, suspend or dismiss for cause, other management and Non-Union employees. p)Appoint and employ all other employees of the Corporation in accordance with procedures laid down in collective bargaining agreements, and to dismiss or suspend such employees for cause, after consultation with the Department Head. q)Perform the duties of personnel administrator and co-ordinate and supervise, through the Committee or Council, the negotiation and settlement of the terms of the collective bargaining agreements between the municipality and its employees and generally supervise and administer such agreements and make recommendations to the Council or its committee with respect to the salaries, wages and working conditions of its employees, subject to normal grievance procedure. r)Recommend to Council any change in the position descriptions of Department Heads. S)Supervise and direct the preparation of the annual estimates of revenue and expenditures for the consideration of Council and the administration of the budget, subject to the approval of Council. t)Be involved in the on-going maintenance of a nuclear and non-nuclear emergency plan and play a leadership role in carrying out the plan in the event of an emergency. U)Prescribe the specific limitation of authority of subordinates regarding policies, contractual commitments, expenditures and personnel action. V)Provide for the continual improvement of the Municipality's management techniques and operating efficiency. w) Ensure that the Civic administration has and functions under an appropriate organization structure. X)Ensure that officials carry out statutory duties in a proper manner. Y)Handle inquiries and complaints that require the attention of the senior official. Z)Conduct such dealings with individuals or groups outside the Corporation as are necessary to carry out responsibilities, and promote the interests of the Municipality. aa) Develop, record and maintain a policy manual and distribute copies to Council Members and Department Heads. bb) Give thought and action to all phases of the maintenance of sound public relations as it pertains to the municipal staff, the general public and the taxpayer. cc) Generally and in addition to the foregoing, to perform the duties and exercise the powers which, from time to time, may lawfully be assigned to or vested in him/her by the Council. 5.THAT the said duties and responsibilities as set forth above shall not be deemed to empower the said Chief Administrative Officer to have, perform, do or direct any act of matter that would, to any extent whatsoever, encroach upon the statutory authority or legislative powers of the Council. 6.THAT Council is hereby authorized and empowered to appoint by by-law, such person as it may deem most suitable for the purpose of the carrying out of said duties and responsibilities. 116 By-law 98-171 Page 3 7.THAT the Chief Administrative Officer shall not be dismissed from office except by the provisions of a by-law passed at a meeting by a majority vote of the members of Council at such meeting so called. 8.THAT By-law Nos. 85-23 and 88-145 are hereby repealed. By-law read a first and second time this 27th day of November 1998. By-law read a third time and finally passed this 27th day of November 1998. Mayor r Clerk i 117 Clerk's Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: September 6, 2016 Report Number: CLD-027-16 Resolution: File Number: C12.NE By-law Number: Report Subject: Appointment to the Newcastle Arena Board Recommendations: 1.That Report CLD-027-16 be received; 2.That Gord Blaker be thanked for his contribution to the Newcastle Arena Board; 3.That Todd Taylor be appointed to the Newcastle Arena Board for a term ending December 31, 2018 or until a successor is appointed; and 4.That all interested parties listed in Report CLD-027-16 and any delegations be advised of Council's decision. 118 Municipality of Clarington Report CLD-028-16 Page 2 Report Overview This report is intended to provide background information regarding the vacancy on the Newcastle Arena Board for the Municipality of Clarington and to assist Council in the appointment for this position. 1. Background 1.1 Newcastle Arena Board The Newcastle Arena Board is a volunteer Municipal Service Board established by the Municipality of Clarington Council in accordance with the provisions of the Municipal Act, 2001, as amended. The goal of the Newcastle Arena Board is to operate the Newcastle Memorial Arena. The composition of the Board is as follows: • 9 persons, 2 of whom shall be members of Council Committee members are ultimately responsible to the Municipality of Clarington Council and are bound by By-law 2008-037, appointing the Newcastle Arena Board. 2. Newcastle Arena Board Vacancy Gord Blaker was appointed to the Newcastle Arena Board in March, 2015 for a term ending in December 31, 2018 or until a successor is appointed. On June 28, 2016 the Municipal Clerk’s Department received notification of his resignation. Following Council’s appointments in March 2015, 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. Additionally, notice of the opportunity for appointment was published on the Website and in the local newspaper. At the time of writing of this Report, the following applicant wishes to be considered for appointment to the Newcastle Arena Board: • Todd Taylor The application has been circulated under separate cover (Attachment 1) as it contains personal information. 119 Municipality of Clarington Report CLD-028-16 Page 3 3. Concurrence Not Applicable 4. Conclusion In order to fulfill the requirements of the Board, it is recommended that Todd Taylor be appointed to the Newcastle Arena Board for a term ending December 31, 2018 or until a successor is appointed: 5. Strategic Plan Application Not applicable. Submitted by: Reviewed by: C. Anne Greentree, Frank Wu, Municipal Clerk CAO Staff Contact: Michelle Chambers, Committee Coordinator, 905-623-3379 ext. 2106 or mchambers@clarington.net Attachments: Attachment 1: Newcastle Arena Board Confidential Application (Distributed Separately) The following is a list of the interested parties to be notified of Council's decision: Todd Taylor Gord Lee, Chair, Newcastle Arena Board 120 Corporate Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Government Committee Date of Meeting: September 6, 2016 Report Number: COD-018-16 Resolution: File Number: By-law Number: Report Subject: Contract Awards During Council Recess Recommendations: It is respectfully recommended that the General Government Committee recommend to Council the following: 1.That Report COD-018-16 be received for information. 121 Municipality of Clarington Report COD-018-16 Page 2 ______________________________________________________________________ Report Overview To report to Council on the contracts awarded during Council recess. 1. Background During periods when Council is in recess provision has been made for the approval of contract awards in order to continue with business as usual. During the summer recess of 2016 there were 5 contract awards that would normally necessitate a report to Council. 2. Comments In accordance with Purchasing By-Law 2015-022 S. 73 (2), the following contracts were awarded during the Council Recess. CL2016-17 Pavement Rehabilitation Phase II 2016 CL2016-18, Bridge and Culvert Repairs 2016 CL2016-21, Supply and Deliver Class 7 Motor Grader RFQ 2016-35, Supply and Deliver Magnesium Chloride with Rust Inhibitor RFP2016-5, Supply and Deliver a Pumper Truck A copy of the recommending Purchasing Services Reports for the above noted projects are attached as Attachments. 3. Concurrence Not applicable. 4. Conclusion The actions taken by Staff as documented in the attached Report Memos be provided for Council’s information. 5. Strategic Plan Application Not applicable. 122 Municipality of Clarington Report COD-018-16 Page 3 ______________________________________________________________________ Submitted by Reviewed by: Marie Marano, H.B. Sc., C.M.O. Franklin Wu, Chief Director of Corporate Services Administrative Officer Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net Attachments: Attachment 1 PS-008-16 RFP2016-5, Supply and Deliver a Pumper Truck Attachment 2 PS-011-16 RFQ 2016-35, Supply and Deliver Magnesium Chloride with Rust Inhibitor Attachment 3 PS-012-16 CL2016-21, Supply and Deliver Class 7 Motor Grader Attachment 4 PS-013-16 CL2016-18, Bridge and Culvert Repairs 2016 Attachment 5 PS-014-16 CL2016-17 Pavement Rehabilitation Phase II 2016 There are no interested parties to be advised of Council's decision. MM/DF/ 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 Clar-h"i 'itai_ 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 ofMeeting: June 20, 2016 Report Number: CLD-024-16 Resolution Number: File Number: C12.MU By-law Number: Report Subject: Appointment to the Clarington Museums and Archives Board Recommendations: 1. That Report CLD-024-16 be received; 2. That Grant Taullie Thompson be thanked for his contribution to the Clarington Museums and Archives Board; 3. That the vote be conducted to appoint one citizen representative for a term ending December 31, 2018 or until a successor is appointed, to the Clarington Museums and Archives Board for the Municipality of Clarington, in accordance with the Appointments to Boards and Committees Policy; and 4. That all interested parties listed in Report CLD-024-16 be advised of Council's decision. 154 Municipality of Clarington Report CLD-024-16 Page 2 Report Overview This report is intended to provide background information, regarding a vacancy on the Clarington Museums and Archives Board. 1 . Background 1 .1 Clarington Museums and Archives Board (CMAB)-. The CMAB is a volunteer Municipal Service board established in 2001 by the Municipality of Clarington Council to manage the Clarington museums and archives. Board members are ultimately responsible to the Municipality of Clarington Council and are bound by By-law 2012-093, which states that the composition shall be comprised of a maximum of 12 voting members comprised of, as reasonably as possible: m 8 Public Representatives being two members from each ward; 1 member representative of the Friends of the Museum; 1 member representative of the Newcastle Village and District Historical Society; and 2 appointed members of Council Grant Taullie Thompson was appointed to the CMAB in April, 2015, as a Ward 4 representative for a term ending in December 31, 2018 or until a successor is appointed. The Municipal Clerk's Department received his resignation on May 25, 2016. Following Council's appointments in April 2015, 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 Clarington Museums and Archives Board: Darlene Rich (Ward 4) James Hodge (Ward 3) Applications have been circulated under separate cover as they contain personal information. Concurrence Not Applicable 155 Municipality of Clarington Report CLD-024-16 Rage 3 3e Conclusion In order to fulfill the requirements of the Terms of Reference of the Clarington Museums and Archives Board, it is recommended that one of the following be appointed to the Clarington Museums and Archives Board, as the Ward 4 representative, for a term ending December 31, 2018: Darlene Rich James Hodge Strategic Plan Application Not applicable. Submitted by: r Reviewed by: Anne Greentree UMnklin Wu, Municipal Clerk Chief Administrative Officer Staff Contact: Michelle Chambers, Committee Coordinator 905-623-3379 ext. 2106 or mchambers@clarington.net Attachments: Attachment 1 - Museum and Archives Board Composition Matrix (Distributed Separately) Attachment 2 - Confidential Applications (Distributed Separately) The following is a list of the interested parties to be notified of Council's decision: Darlene Rich James Hodge Michael Adams, Executive Director, Clarington Museums & Archives 156 Handouts/Circulations General Government Committee Meeting 54 King St. East, Unit 102, Bowmanville, ON L1C 1N3 • (905) 623-3106 • info@cbot.ca • www.cbot.ca Clarington Board of Trade Report to Clarington Council: September 6, 2016 Economic Development Lead Update Leads & Inquiries 2016 A Snap Shot of our 2016 lead in comparison to 2015 Lead Trends: 48% Commercial; 45% Industrial; 5% Office; 2 Mixed commercial/Industrial Top 5 uses looking here are Retail, Manufacturing, Distribution, Professional Services and Warehousing Jan Feb Mar Apr May June July Aug Land Inquiries 2 5 2 3 10 4 2 3 Building/Space Inquiries 6 3 4 8 2 5 1 1 Corporate Care (Corporate Calls, pre-consultations, bus support) 16 7 15 8 15 10 2 1 Attraction-Outreach - 4 2 1 3 3 3 0 Lawson Gay President Laura Sciore Vice-President Don Rickard Past President Barb Malone Treasurer Lindsay Coolidge Secretary Barb Yezik Director at Large Brad Phillips Director at Large Glenn Butt Director at Large Jennifer Knox Director at Large Martin Vroegh Director at Large Melanie Seymour Director at Large Mike Weatherbee Director at Large Steve DeBoer Director at Large Greg Lewis Newcastle BIA Justin Barry Bowmanville BIA Yvonne Maitland Orono BIA Victoria Sautner Newcastle Chamber Curry Clifford Municipal Advisor 54 King St. East, Unit 102, Bowmanville, ON L1C 1N3 • (905) 623-3106 • info@cbot.ca • www.cbot.ca Physician Recruitment • Recruited 1 new doctor in 222 King St. June 2016 ; Total 22 doctors since 2006. Business Support, Connections & Solutions 1. Working with Contitech (formerly Goodyear) on options for their building moving forward. 2. Working with Bell to help address Broadband issues in specific locations as per our conversations with business. 3. Excellence in Manufacturing Consortium showcase event at Greeley 4. Life Science Round Table 5. Contractors Breakfast with Blackbird (407) and AMEC Port Hope Area Initiative – Port Granby 6. New advertising opportunity to promote local business in Metroland (Your Ad Here) – 3 Ads 7. South Bowmanville Industrial Park Discussion 8. South Courtice Business Group Roundtable with MPP Anderson Outreach 1. Ontario Construction Editorial and Advertising 2. Ontario Power Generation Supplier Day 3. Invest Clarington Land and Inventory Tour Special Projects 1. Business Rentention + Expansion Update: we have completed surverys and data entry. We are sorting data and creating a full report to be presented to each BIA, and participants at an event to be held in conjunction with a planning initiative. An overview of the report is being presented to Council on September 6, 2016. 2. We have been participating in the Regional Economic Development strategy. 3. Hosted the Clarington Growth Summit – over 30 business leaders participated in a facilited session to discuss opportunities to boost Clarington’s Growth in the next 5-10 years. 4. Participated in the Durham Idea Summit, hosted by Durham College, UOIT and industry leaders in a facilitated session to discuss opportunities to move Durhams economy forward. 5. Continued partnership in the Regional Broadband working group. Membership: We have welcomed 47 new members which surpasses our annual goal. This represents a 9.5% growth for the first half of the year. Hosted Events since January 2016 Hosted 18 events since January 2016 with a collective 850 attendees