HomeMy WebLinkAbout2016-09-26General Government Committee
Minutes
September 26, 2016
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Minutes of a meeting of the General Government Committee held on Monday,
September 26, 2016 at 9:30 AM in the Council Chambers.
Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper,
Councillor J. Neal, Councillor C. Traill until 1:00 PM, Councillor W.
Woo
Regrets: Councillor W. Partner
Staff Present: C. Clifford, R. Albright, A. Allison until 11:32 AM & returned at
2:33 PM, M. Berney, T. Cannella, J. Caruana, F. Horvath,
F. Langmaid, M. Marano, N. Taylor, J. Gallagher, M. Chambers
1 Call to Order
Mayor Foster called the meeting to order at 9:30 AM.
2 New Business – Introduction
Councillor Cooke added a New Business item, regarding flag raisings, to the New
Business – Consideration section of the agenda.
Councillor Neal added a New Business item, regarding the 2017 Budget, to the New
Business – Consideration section of the agenda.
Councillor Neal added a New Business item, regarding the financial impacts of
residential developments related to the Draft Official Plan, to the New Business –
Consideration section of the agenda.
3 Adopt the Agenda
Resolution #GG-464-16
Moved by Councillor Hooper, seconded by Councillor Cooke
That the Agenda for the September 26, 2016 General Government Committee meeting
be adopted as presented, with the addition of the following New Business items:
F lag raising
2017 Budget
Financial impacts of residential developments related to the Draft Official Plan
Carried
4 Declaration of Interest
There were no declarations of interest stated at this meeting.
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September 26, 2016
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5 Announcements
Members of Council announced upcoming community events and matters of community
interest.
6 Adoption of Minutes of Previous Meeting
Resolution #GG-465-16
Moved by Councillor Traill, seconded by Councillor Hooper
That the minutes of the regular meeting of the General Government Committee meeting
held on September 6, 2016, be approved.
Carried
7 Delegations
7.1 Cameron Mountenay Regarding Report EGD-036-16, Mill Street South
Pedestrian Facility
Cameron Mountenay advised the Municipal Clerk’s Department, prior to the meeting,
that he would be unable to attend as a delegation.
8 Communications - Receive for Information
8.1 Dolly Goyette, Director, Central Region, Ministry of the Environment and
Climate Change – Response from the Ministry of the Environment and
Climate Change Regarding Ambient Air Monitoring
Resolution #GG-466-16
Moved by Councillor Neal, seconded by Councillor Traill
That the Communication Item 8.1 from Dolly Goyette, Director, Central Region, Ministry
of the Environment and Climate Change regarding a response from the Ministry of the
Environment and Climate Change regarding Ambient Air Monitoring, be received;
That a letter be send to Dolly Goyette to ask the following:
Was she, or her staff, aware that the Ambient Air Monitoring began in April, 2013
and not February, 2015?
Was she aware that there are a total of three monitoring stations?
Why her, or her staff, had not commented on the long range trends?
Motion Lost
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September 26, 2016
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Resolution #GG-467-16
Moved by Councillor Woo, seconded by Councillor Cooke
That the Communication Item 8.1 from Dolly Goyette, Director, Central Region, Ministry
of the Environment and Climate Change regarding a response from the Ministry of the
Environment and Climate Change regarding Ambient Air Monitoring, be received for
information.
Motion Lost
Resolution #GG-468-16
Moved by Councillor Neal, seconded by Councillor Woo
That the Communication Item 8.1 from Dolly Goyette, Director, Central Region, Ministry
of the Environment and Climate Change regarding a response from the Ministry of the
Environment and Climate Change regarding Ambient Air Monitoring, be referred to Staff
to prepare a report regarding the Ambient Air Monitoring in November, 2016.
Carried
9 Communications – Direction
9.1 Garth Gilpin, Secretary-Treasurer, Bowmanville Business Improvement Area
Board of Management – Purchase of Lamp Post Banners and the Installation
and Removal of Lighted Winter Snowflakes
Resolution #GG-469-16
Moved by Councillor Hooper, seconded by Councillor Cooke
That Communication Item 9.1, the request from the Bowmanville Business Improvement
Area Board of Management to be issued $5000 of funds held in trust for the
Bowmanville BIA for the purchase of lamp post banners and the installation and
removal of the lighted winter snowflakes, be approved.
Carried
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9.2 Deborah Allin Regarding a Request for a Lease Extension Until October 31,
2018
Closed Session
Resolution #GG-470-16
Moved by Councillor Cooke, 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 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 10:11 AM 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.
Resolution #GG-471-16
Moved by Councillor Neal, seconded by Councillor Woo
That the request for a lease extension for 25 Bennett Road, Bowmanville until October
31, 2017, be denied; and
That Staff be directed to notify Deborah Allin of Council’s decision.
Carried
9.3 Mary Masse, Clerk, Town of Lakeshore – Debt Incurred from the 2015 Pan
Am and Parapan Am Games
Resolution #GG-472-16
Moved by Councillor Neal, seconded by Councillor Woo
That Communication Item 9.3 from Mary Masse, Clerk, Town of Lakeshore regarding
the debt incurred from the 2015 Pan Am and Parapan Am Games, be received for
information.
Carried
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9.4 Derrick McKay, President and Founder, Overdrive Race & Relay Series –
Request for Permission to Fly a CC-130 Hercules Over Canadian Tire
Motorsport Park
Resolution #GG-473-16
Moved by Councillor Traill, seconded by Councillor Cooke
That Correspondence Item 9.4 from Derrick McKay, President and Founder, Overdrive
Race & Relay Series regarding a request for permission to fly a CC-130 Hercules over
Canadian Tire Motorsport Park on October 30, 2016, be approved.
Carried
9.5 Debi A. Wilcox, Regional Clerk/Director of Legislative Services, The Regional
Municipality of Durham – By-law to Change the Composition of Regional
Council
Resolution #GG-474-16
Moved by Councillor Neal, seconded by Councillor Woo
That The Regional Municipality of Durham By-law #40-2016, regarding the change of
composition of Regional Council, be endorsed by the Municipality of Clarington.
Carried
10 Presentations
10.1 Will McCrae, Partner, Senior Director, Infrastructure and Lisa Cullen, Senior
Landscape Architect, Landscape Architecture, Infrastructure, CIMA
Regarding Report EGD-036-16, Mill Street South Pedestrian Facility
Will McCrae, Partner, Senior Director, Infrastructure and Lisa Cullen, Senior Landscape
Architect, Landscape Architecture, Infrastructure, CIMA, were present regarding Report
EGD-036-16, Mill Street South Pedestrian Facility. They made a verbal presentation to
accompany an electronic presentation. Mr. McCrae advised the Committee that they
been involved in the project since July, 2016 as a result of Council Resolution
C-175-16. He reviewed the specifics of the resolution and Council’s request. Mr.
McCrae highlighted the additional requirements to fulfill the requirements of the request.
Ms. Cullen provided details of the tree inventory and assessment as well as the tree
root investigation. She highlighted the various tree species and any potential related
issues with respect to these trees. Ms. Cullen explained the size distribution of the
existing trees and the recommendations for new planting, in addition to the
recommendations for the path placement on the west side of Mill Street.
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Mr. McCrae continued by reviewing the Mill Street South Safety Review, which included
noting the existing issues and the recommendations to remedy these concerns. He
provided an overview of the design plan and profile which included where the walkway
will be located along Mill Street. Mr. McCrae continued by highlighting the
recommendations of the design which included constructing a meandering pedestrian
facility, implementing traffic calming, tree management and planting. He highlighted
specific areas of concern and photos for the proposed plans for 568 Mill Street South,
590 Mill Street South, 592 Mill Street South, 608 Mill Street South, 612 Mill Street
South, 620 Mill Street South and 628 Mill Street South.
Ron Albright, Assistant Director of Engineering Services provided details on the
proposed winter maintenance, the recommendations, and the implementation and
considerations for the snow removal.
Mr. McCrae concluded by noting that it was a two phase project which includes the
construction of a pedestrian facility and the second phase which involves expanding Mill
Street South. He offered to answer any questions from the Committee.
Councillor Neal chaired this portion of the meeting.
11 Engineering Services Department
11.1 EGD-036-16 Mill Street South Pedestrian Facility
Resolution #GG-475-16
Moved by Councillor Traill, seconded by Councillor Cooke
That Report EGD-036-16 be received;
That a 1.5-metre-wide pedestrian facility be constructed on the west side of Mill Street
South, as detailed in this report;
That traffic calming measures and road safety improvements be implemented as noted
in Section 1.3 of this report;
That additional funding in the amount of $320,000 for these improvements be included
in the 2017 Capital Budget;
That staff budget approximately $5,250 annually for snow clearing on Mill Street South;
and
That all interested parties listed in Report EGD-036-16 and any delegations be advised
of Council’s decision.
Carried
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Suspend the Rules
Resolution #GG-476-16
Moved by Councillor Traill, seconded by Councillor Woo
That the Rules of Procedure be suspended to allow the Committee to extend the
meeting until 1:00 PM.
Carried
Recess
Resolution #GG-477-16
Moved by Councillor Traill, seconded by Councillor Woo
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 12:16 PM with Mayor Foster in the Chair.
12 Operations Department
Robert Genosko, Parks Supervisor, Operations Department, made a presentation
regarding Report OPD-008-16, Emerald Ash Borer Update. He made a verbal
presentation to accompany an electronic presentation. Mr. Genosko reviewed the two
types of ash trees, adult borer, larva, life stages of borer, range of ash, adult feeding,
and larval galleries. He concluded by showing a map of the ash trees that were
inventoried within the Municipality of Clarington.
Resolution #GG-478-16
Moved by Councillor Neal, seconded by Councillor Traill
That the remainder of the Reports, listed in the Agenda, be approved, on consent with
the exception of Reports OPD-009-16, OPD-010-16 and COD-019-16, as follows:
12.1 OPD-008-16 Emerald Ash Borer (EAB) Update
That Report OPD-008-16 be received for information.
15.1 CLD-022-16 Poundkeeper Services and Remuneration
That Report CLD-022-16 be received;
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That staff be authorized to seek a third party contractor to provide transport and
housing of stray livestock, to replace the traditional process of appointing a
Poundkeeper; and
That all interested parties be advised of Council’s decision.
15.2 CLD-029-16 Appointment of Municipal Ombudsman Services
That Report CLD-029-16 be received;
That the proposal received from ADR Chambers Inc., being the municipal
ombudsman for the Region of Durham, be awarded the contract by the
Purchasing Manager for the provision of Ombudsman Services as detailed for
the Municipality of Clarington for a term ending December 31, 2022;
That the appointment by-law, being Attachment 3 to Report CLD-029-16,
appointing ADR Chambers as Clarington's Ombudsman, and detailing the
powers, duties and services of ADR Chambers Inc., be approved; and
That the Mayor and Clerk be authorized to execute the necessary agreement;
That all interested parties listed in Report CLD-029-16 and any delegations be
advised of Council's decision.
16.2 COD-020-16 Bond Head Waterfront Park
That Report COD-020-16 be received;
That M&S Architectural Concrete Limited with a total bid amount of $436,138.99
(net H.S.T. Rebate), being the lowest compliant bidder meeting all terms,
conditions and specifications of Tender CL2016-20 be awarded the contract for
the Bond Head Waterfront Park project as required by the Engineering Services
Department;
That the funds required for this project in the amount of $499,846.00 (net HST
Rebate) which include the construction cost of $436,138.99 (net HST Rebate)
including other related costs such as survey, design, contract administration,
utilities relocations, materials testing and contingencies of $63,707.01 (net HST
Rebate) be drawn from the following accounts:
Bond Head Waterfront Park 110-32-325-83440-7401 $499,846.00
That all interested parties listed in Report COD-020-16 and any delegations be
advised of Council’s decision by the Purchasing Division.
17.1 FND-013-16 Financial Update as at June 30, 2016
That Report FND-013-16 be received for information.
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18.1 LGL-004-16 Kawartha Pine Ridge District School Board – Ontario
Street School Victoria St. (unopened road allowance)
That Report LGL-004-16 be received;
That Council pass the by-law attached to Report LGL-004-16 (Attachment 6) in
order to close the unopened portion of Victoria Street described as Part 1 on
40R-29342;
That Part 1 on 40R-29342 be conveyed to the Kawartha Pine Ridge District
School Board for nominal consideration subject to the conditions set out in this
Report; and
That the Kawartha Pine Ridge District School Board be advised of the
Municipality’s decision.
18.2 LGL-005-16 Port Granby Confidentiality Agreement
That Report LGL-005-16 be received; and
That Council authorize the Mayor and the Clerk to sign the Confidentiality
Agreement attached to Report LGL-005-16 (Attachment 1).
12.2 OPD-009-16 Outdoor Community Skating Rinks
Resolution #GG-479-16
Moved by Councillor Woo, seconded by Councillor Traill
That Report OPD-009-16 be received;
That staff of the Operations Department be requested to formalize an outdoor
community skating rink standard operating procedure prior to this winter that will outline
the application and approval process for volunteers, staff responsibilities, volunteer
responsibilities, equipment to be supplied by the municipality and guidelines affecting
liability and usage; and
That staff include, in the 2017 current budget submission, an allocation of $1,500.00 for
the set-up of one volunteer based community skating rink.
Carried
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12.3 OPD-010-16 Approval of Regional Municipality of Durham Owned Property
Located at 1998 Regional Road 57, in the Municipality of Clarington, as the
Preferred Site to Establish a Municipal Hazardous and Special Waste Facility
Resolution #GG-480-16
Moved by Councillor Neal, seconded by Councillor Woo
That Report OPD-010-16, Approval of Regional Municipality of Durham Owned Property
Located at 1998 Regional Road 57, in the Municipality of Clarington, as the Preferred
Site to Establish a Municipal Hazardous and Special Waste Facility, be referred back to
Staff to look at other alternatives.
Motion Withdrawn
Resolution #GG-481-16
Moved by Councillor Hooper, seconded by Councillor Woo
That Report OPD-010-16 be received;
That all interested parties listed in Report OPD-010-16 and any delegations be advised
of Council's decision.
Motion Withdrawn
Later in the meeting
(See following motions)
Resolution #GG-482-16
Moved by Councillor Neal, seconded by Councillor Hooper
That the foregoing Resolution #GG-481-16 be amended by adding the following after
the first paragraph:
“That Durham Region Council be advised the Municipality of Clarington agrees to
extend the Host Community Agreement, for a Municipal Hazardous Facility in
Clarington, for up to a year, and
That the Region be advised that the Municipality of Clarington’s highest priority is
that the Municipal Hazardous Waste Facility be sited in an appropriate area and
that there are concerns with the 1998 Highway 57 location.”
Motion Withdrawn
Later in the meeting
(See following motions)
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Recess
The Committee recessed at 1:00 PM for their one hour scheduled break as per the
Procedural By-law. Councillor Traill left the meeting at 1:00 PM.
The meeting reconvened at 2:00 PM with Mayor Foster in the Chair.
The foregoing resolutions #GG-481-16 and #GG-482-16 were withdrawn by the movers.
Resolution #GG-483-16
Moved by Councillor Neal, seconded by Councillor Hooper
WHEREAS the Municipality of Clarington’s highest priority is that the municipal
household hazardous waste facility be sited in an appropriate area;
WHEREAS the Municipality of Clarington supports a waste management strategy that
emphasizes reusing, reducing and recycling to minimize adverse impacts to the
environment;
WHEREAS Clarington is underserviced by the Region’s existing waste management
facilities to support waste diversion;
WHEREAS, in the view of the Municipality of Clarington, the proposed site is deficient
for a variety of reasons;
WHEREAS the Municipality of Clarington continues to believe that other sites and
options in Clarington are available;
NOW THEREFORE BE IT RESOLVED THAT Report OPD-010-16 be received;
That the Municipality requests that the Region fulfill the following:
The Municipal Site Plan process for development of the MHSW site and any
future amendments by adherence to the policies and urban design standards
Including interior storage of materials for the MHSW;
The preparation of, maintenance and adherence to an Emergency
Management Plan, approved by Clarington Emergency and Fire Services prior
to commencement of site operations;
AND, should traffic matters relating to operations become an issue, that site traffic
management be revisited with Clarington Engineering Services;
AND that the time limit for the establishment of the MHSW site in the Host Community
Agreement be extended to October 1, 2017; and
That all interested parties be notified of Council’s decision.
Carried
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13 Emergency and Fire Services Department
No Reports for this section of the Agenda.
14 Community Services Department
No Reports for this section of the Agenda.
15 Municipal Clerk’s Department
The Municipal Clerk’s Department Reports were considered during the Operations
Department portion of the agenda.
16 Corporate Services Department
16.1 D-01 9-16 By-law to Finalize the Fire Management Change in OMERS
Resolution #GG-484-16
Moved by Councillor Woo, seconded by Councillor Cooke
That Report COD-019-16 be received;
That a by-law (Attachment #2 to Report COD-019-16) be approved to finalize the
process of the OMERS conversion for Fire Management as approved through report
COD-012-16 based on OMERS requirement, that a specific by-law is required; and
That all interested parties listed in Report COD-019-16 and any delegations be advised
of Council’s decision.
Carried
17 Finance Department
The Finance Department Reports were considered during the Operations Department
portion of the agenda.
18 Solicitor’s Department
The Solicitor’s Department Reports were considered during the Operations Department
portion of the agenda.
19 Chief Administrative Office
No Reports for this section of the Agenda.
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20 New Business – Consideration
20.1 Flag Raising
Resolution #GG-485-16
Moved by Councillor Cooke, seconded by Councillor Hooper
Whereas Policy F105 provides for the raising of flag in the courtyard at the Municipal
administrative Centre;
And Whereas the policy, approved by Council, clearly states which flags shall not be
approved;
And Whereas the policy clearly states which flags may be approved by Council;
And where as the approval for Proclamations was recently delegated to the Mayor for
approval and action based on the criteria detailed in Policy F9 as approved by Council;
And whereas requests are for flag raising and proclamations are often combined in a
single request;
And whereas scheduling of flag raising requests occasionally overlap;
Now therefore be it resolved that:
1. Section 2 b) of Policy F105 be amended to delegate the authority of approval to
the Mayor based on the criteria detailed in Section 2b); and
2. That Policy F105 be amended to provide the Mayor the discretion to limit the
timeframe that a flag may be displayed to accommodate possible request.
Carried
20.2 2017 Budget
Resolution #GG-486-16
Moved by Councillor Neal, seconded by Councillor Cooke
That Staff be directed to prepare the 2017 Budget based on a guideline levy increase of
2.75%; and
That the outside Boards and Agencies be advised that, except in exceptional
circumstances, their budget increases for 2017 are not to exceed 1.5%.
Motion Lost