HomeMy WebLinkAbout10/31/2016 Final Final
ciffb4019
Council
Agenda
Date: Monday, October 31 , 2016
Time: 7:00 PM
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: Cindy Fleming, Administrative Assistant to the Clerk, at 905-623-3379, ext.
2101 or by email at cfleming(a)-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 Council
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Municipality will be audio recording you and will make the recording public by publishing
the recording on the Municipality's website. In addition, please be advised that some of
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Cell Phones: Please ensure all cell phones, mobile and other electronic devices are
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Copies of Reports are available at www.clarington.net
aarbgton Council Agenda
Date: October 31, 2016
Time: 7:00 PM
Place: Council Chambers
1 Call to Order
2 Moment of Reflection
3 Declaration of Interest
4 Announcements
5 Adoption of Minutes of Previous Meeting(s)
5.1 Council Minutes Minutes of a regular meeting of Council October 11, 2016 Page 6
5.2 Council Minutes Minutes of a special meeting of Council October 17, 2016 Page 18
6 Presentations
There are no Presentations scheduled for this meeting.
7 Delegations
7.1 Sheila Hall, Executive Director, Economic Development Officer, Clarington Board of Trade -
Addendum to Report CAO-004-16, Clarington Board of Trade Contract Renewal —
Performance Measures (Unfinished Business 13.2)
7.2 Carolyn Molinari, CM Planning - Report PSD-060-16 - Recommended Official Plan
Amendment No. 107 (OPA 107) - Clarington Official Plan Review (Fourteen Estates) (Item 1
of the Special P & D Committee Report)
8 Communications — Receive for Information
There are no Communications to be received for information.
9 Communications — Direction
9.1 Noise By-law Melvin Ramcharitar, Blackbird Constructors 407 GP — Request Page 20
Exemption for Noise Exemption
(Motion to approve an exemption to By-law
2007-071 to enable construction to be
undertaken at the area east of Holt Road at
Highway 407 and at the Highway 407 and
Regional Road 57 intersection during night time
24 hour schedule from November to December
23, 2016)
Page 2
Garington Council Agenda
Date: October 31, 2016
Time: 7:00 PM
Place: Council Chambers
10 Committee Reports
10.1 Advisory Committee Reports
10.1.1 Agricultural Minutes of the Agricultural Advisory Committee of Page 22
Advisory Clarington dated October 4, 2016
Committee
Minutes
10.1.2 Museum & Minutes of the Clarington Museum and Archives Board Page 26
Archives dated September 15, October 5 and October 12, 2016
Board Minutes (Closed Meeting Minutes of October 5 and October 12,
2016 distributed under separate cover)
10.1.3 Santa Claus Minutes of the Bowmanville Santa Claus Parade dated Page 50
Parade September 13 (meeting notes) and September 27, 2016
Minutes
10.2 General General Government Committee Report of Page 54
Government October 17, 2016
Committee
10.3 Planning & Special Planning and Development Committee Report Page 62
Development of October 24, 2016
Committee
10.4 Planning & Planning and Development Committee Report of Page 64
Development October 24, 2016
Committee
11 Staff Reports
11.1 COD-022-16 Re-alignment of Concession Road 3 and 57 Intersection
12 Business Arising from Procedural Notice of Motion
Page 3
Garington Council Agenda
Date: October 31, 2016
Time: 7:00 PM
Place: Council Chambers
13 Unfinished Business
13.1 DREN Request for Sandra Kranc, City Clerk, City of Oshawa — Seeking Page 66
Funding Emergency Financial Assistance in Order to Continue to
Support the Economic Participation of Those Furthest
from the Labour Market in Durham Region (Referred to
Council by the General Government Committee on
October 17, 2016)
13.2 Addendum to Addendum to Report CAO-004-16, Clarington Board of Page 68
Report CAO-004- Trade Contract Renewal — Performance Measures
16 (Referred to Council by the General Government
Committee on October 17, 2016)
14 By-laws
14.1 2016-085 Being a By-law to authorize an agreement between the
Corporation of the Municipality of Clarington and the
Province to enter into the Ontario Community
Infrastructure Fund Formula-Based Component
Agreement (Item 7 of the General Government
Committee Report)
14.2 2016-086 Being a By-law to appoint Private Parking Enforcement
Officers (Item 10 of the General Government Committee
Report)
14.3 2016-087 Being a by-law to delegate authority to make decisions
and hold meetings under sections 356, 357, 358 and 359
of the Municipal Act, 2001 (Item 13 of the General
Government Committee Report)
14.4 2016-088 Being a by-law to amend By-law 84-63, the
Comprehensive Zoning By-law for the Corporation of the
Municipality of Clarington (2103386 Ontario Limited)
(Item 4 of the Planning & Development Committee
Report)
Page 4
Garington Council Agenda
Date: October 31, 2016
Time: 7:00 PM
Place: Council Chambers
14.5 2016-089 Being a by-law to amend By-law 84-63, the
Comprehensive Zoning By-law for the Corporation of the
Municipality of Clarington (Municipality of Clarington)
(Item 5 of the Planning & Development Committee
Report)
14.6 2016-090 Being a by-law to amend By-law 84-63, the
Comprehensive Zoning By-law for the Corporation of the
Municipality of Clarington (2084165 Ontario Limited)
15 Procedural Notices of Motion
16 Other Business
17 Confirming By-Law
18 Adjournment
Page 5
Clarington
Council
Minutes
October 11, 2016
Minutes of a regular meeting of Council held on October 11, 2016, at 7:00 PM, in the
Council Chambers.
Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper,
Councillor J. Neal, Councillor C. Traill, Councillor W. Woo
Regrets: Councillor W. Partner
Staff Present: C. Clifford, A. Allison, T. Cannella, J. Caruana, F. Horvath,
F. Langmaid, M. Marano, N. Taylor, G. Weir, A. Greentree, C. Fleming
1 Call to Order
Mayor Foster called the meeting to order at 7:00 PM.
2 Moment of Reflection
Councillor Hooper led the meeting in a moment of reflection.
3 Declaration of Interest
Councillor Hooper indicated that he would be declaring an interest with respect to Staff
Report Item 11.2 and Item 2 of the General Government Committee Report.
Councillor Neal indicated that he would be declaring an interest with respect to Item 5 of
the Planning & Development Committee Report.
4 Announcements
Members of Council announced upcoming community events and matters of community
interest.
Resolution #C-240-16
Moved by Councillor Hooper, seconded by Councillor Neal
That the Rules of Procedure be suspended to allow for the addition of a delegation.
Carried
Resolution #C-241-16
Moved by Councillor Hooper, seconded by Councillor Neal
That Andy Brown be permitted to address Council concerning a development
application by Bowmanville Village Inc., now Wealthpower Land Development, pre-
hearing conference before the Ontario Municipal Board.
Carried
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Clarington
Council
Minutes
October 11, 2016
5 Adoption of Minutes of Previous Meeting
Resolution #C-242-16
Moved by Councillor Traill, seconded by Councillor Woo
That the minutes of a regular meeting of Council September 19, 2016, be approved.
Carried
6 Presentations
There were no Presentations scheduled for this meeting.
7 Delegations
Andy Brown addressed Council concerning a development application by Bowmanville
Village Inc., now Wealthpower Land Development, pre-hearing conference before the
Ontario Municipal Board scheduled for October 19, 2016. Mr. Brown stated area
residents are concerned with the height of the buildings, the location of the townhomes,
and the effect on the environmentally sensitive land. Mr. Brown confirmed that a
number of residents have raised these concerns and spoke at previous meetings;
however, there is an Ontario Municipal Board pre-hearing conference scheduled for
October 19, 2016, and he is now asking for their issues to be brought forward to the
Municipal Solicitor so that the residents' issues can be merged together with the
Municipal submission. Mr. Brown referred to Council's previous decision to have a
number of issues resolved regarding the previous plan. He noted there has been a
second and third submission but the same issues remain and the residents feel their
concerns have been ignored. Mr. Brown reiterated the residents' concerns with respect
to the location of the townhomes adjacent to the existing single detached properties, the
grading of lots backing onto Buttonshaw Street and Buxton Lane, the height of the
proposed dwellings, the issue of shadowing, protection of the drumlin, valley and sloped
area and the construction traffic including safety, speed, noise and dust. Mr. Brown
requested that the concerns be addressed before the proposed development is
approved.
Resolution #C-243-16
Moved by Councillor Neal, seconded by Councillor Hooper
That the delegation of Andy Brown, concerning a development application by
Bowmanville Village Inc., now Wealthpower Land Development, be referred to staff.
Carried
8 Communications — Receive for information
There were no Communications to be received for information.
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Clarington
Council
Minutes
October 11, 2016
9 Communications — Direction
There were no Communications for direction.
10 Committee Reports
10.1 Advisory Committee Reports
10.1.1 Minutes of the Samuel Wilmot Nature Area Management Advisory Committee
dated September 13, 2016
Resolution #C-244-16
Moved by Councillor Traill, seconded by Councillor Woo
That the Minutes of the Samuel Wilmot Nature Area Management Advisory Committee
dated September 13, 2016, be received for information.
Carried
10.2 General Government Committee Report of September 26, 2016
Resolution #C-245-16
Moved by Councillor Traill, seconded by Councillor Woo
That the recommendations contained in the General Government Committee Report of
September 26, 2016 be approved, on consent, with the exception of items #2, #6, #12,
and #13.
Carried
Councillor Hooper declared an interest in accordance with the Municipal Conflict of
Interest Act, with respect to Item 2 of the General Government Committee Report, as he
owns a business in downtown Bowmanville and left the Council Chambers during
discussion and voting on this matter.
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Clarington-
Council
Minutes
October 11, 2016
Item 2 - 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 #C-246-16
Moved by Councillor Neal, 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
Councillor Hooper returned to the meeting.
Item 6 - Mill Street South Pedestrian Facility
Resolution #C-247-16
Moved by Councillor Woo, seconded by Councillor Traill
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 Report EGD-036-16;
That traffic calming measures and road safety improvements be implemented as noted
in Section 1.3 of EGD-036-16;
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
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Clariiw-n
Council
Minutes
October 11, 2016
That all interested parties listed in Report EGD-036-16 and any delegations be advised
of Council's decision.
Carried on the following recorded vote:
Council Member Yes No Declaration of Absent
Pecuniary Interest
Councillor Woo
Councillor Cooke
Councillor Hooper
Councillor Neal
Councillor Partner
Councillor Traill
Mayor Foster
Item 12 - Outdoor Community Skating Rinks
Resolution #C-248-16
Moved by Councillor Traill, seconded by Councillor Woo
That Report OPD-009-16 be referred back to staff for a report on how residents can
utilize this policy while protecting the residents and the Municipality.
Carried
Item 13 - 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 #C-249-16
Moved by Councillor Woo, 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;
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Clartw
� Council
Minutes
October 11, 2016
Now therefore be it resolved that Report OPD-010-16 be received;
That the Municipality requests that the Region fulfil 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;
That should traffic matters relating to operations become an issue, that site traffic
management be revisited with Clarington Engineering Services;
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
10.3 Planning & Development Committee Report of October 3, 2016
Resolution #C-250-16
Moved by Councillor Woo, seconded by Councillor Traill
That the recommendations contained in the Planning & Development Committee Report
of October 3, 2016 be approved, on consent, with the exception of item #5.
Carried
Councillor Neal declared an interest in accordance with the Municipal Conflict of Interest
Act, with respect to Item 5 of the Planning & Development Committee Report, as it
relates to his law practice and left the Council Chambers during discussion and voting
on this matter.
Item 5 - Implementation of the Courtice Main Street Secondary Plan — Draft
Zoning By-law
Resolution #C-251-16
Moved by Councillor Cooke, seconded by Councillor Woo
That Report PSD-057-16 be received;
That Staff consider the comments received at the Public Meeting in the further
processing of the Zoning By-law Amendment to implement the Courtice Main Street
Secondary Plan; and
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Clarington
Council
Minutes
October 11, 2016
That all interested parties listed in Report PSD-057-16 and any delegations be advised
of Council's decision.
Carried
Councillor Neal returned to the meeting.
11 Staff Reports
11 .1 LGL-006-16 — Clarington Museum and Archives Board
Resolution #C-252-16
Moved by Councillor Cooke, seconded by Councillor Woo
That Report LGL-006-16 be received;
That Council pass the by-law attached to Report LGL-006-16 (Attachment 6) to amend
the current Clarington Museum and Archives Board By-law No. 2012-093, as amended
to delete 1 a)i) and replace it with "5 public representatives at large", and to delete item
1 a)ii);
That staff be directed to explore the possibility of the Museum Board amalgamating with
the Library Board; and
That the Clarington Museum and Archives Board Members and the Clarington Library
Board be advised of Council's decision.
Carried later in the meeting
Resolution #C-253-16
Moved by Councillor Hooper, seconded by Councillor Cooke
That Council recess for ten minutes.
Carried
The meeting reconvened at 8:25 PM.
The foregoing Resolution #C-252-16 was then put to a vote and carried.
11.2 Verbal Report — Wilmot Creek OMB Appeal
Councillor Hooper declared an interest in accordance with the Municipal Conflict of
Interest Act, with respect to Item 11.2 — Verbal Report —Wilmot Creek OMB Appeal, as
a member of his family owns property in Wilmot Creek and left the meeting during
discussion and voting on this matter.
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Clarington
Council
Minutes
October 11, 2016
Resolution #C-254-16
Moved by Councillor Neal, seconded by Councillor Traill
THAT in accordance with 239(2) of the Municipal Act, 2001, as amended, the meeting
be closed for the purpose of discussing a matter dealing with litigation or potential
litigation, including matters before administrative tribunals, affecting the municipality or
local board.
Carried
The meeting reconvened in open session at 8:47 PM.
The Mayor advised that one item was discussed in "closed" session in accordance with
Section 239(2) of the Municipal Act, 2001, as amended, and no resolutions were
passed.
(See Section 11.2 Staff Reports later in the meeting)
12 Business Arising from Procedural Notice of Motion
This Section of the Agenda is considered later in the meeting.
13 Unfinished Business
13.1 CLD-024-16 - Appointment to the Clarington Museum and Archives Board
Resolution #C-255-16
Moved by Councillor Cooke, seconded by Councillor Hooper
That Report CLD-024-16 be lifted from the table.
Carried
Resolution #C-256-16
Moved by Councillor Cooke, seconded by Councillor Neal
That Report CLD-024-16 be received;
That Grant Taullie Thompson be thanked for his contribution to the Clarington Museums
and Archives Board; and
That all interested parties listed in Report CLD-024-16 be advised of Council's decision.
Carried
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Clarington
Council
Minutes
October 11, 2016
Resolution #C-257-16
Moved by Councillor Neal, seconded by Councillor Traill
That the Order of the Agenda be altered to consider Item 15.1 at this time.
Carried
12. Business Arising from Procedural Notice of Motion
12.1 Amendment to the Procedural By-law to Permit Recorded Votes at
Committee/Local Board Meetings
Resolution #C-258-16
Moved by Councillor Neal, seconded by Councillor Traill
Whereas the Council of the Municipality of Clarington deems it necessary to change the
existing practice which prohibits recorded votes at Committee meetings;
And Whereas Section 246(1) of the Municipal Act, as amended, provides that:
If a member present at a meeting at the time of a vote requests immediately
before or after the taking of the vote that the vote be recorded, each member
present, except a member who is disqualified from voting by any Act, shall
announce his or her vote openly and the clerk shall record each vote;
And Whereas Section 10.13.10 of the Municipality of Clarington's Procedural By-law
states that "a Recorded Vote shall not be in order at Committee meetings";
Now therefore be it resolved that the Municipality of Clarington's Procedural By-law be
amended as follows:
Section 10.13.10 be deleted and replaced with the following words:
"A Recorded Vote shall be in order at Council, Committee and Local Board
meetings, and may be requested immediately before or after the taking of
the vote.
Section 10.13.11 be amended by deleting the word "Council".
Carried as amended
(See following motion)
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Clarington
Council
Minutes
October 11, 2016
Resolution #C-259-16
Moved by Councillor Traill, seconded by Councillor Woo
That the foregoing Resolution #C-258-16 be amended to add:
"That the resolution be circulated to area municipalities."
Carried
The foregoing Resolution #C-258-16 was then put to a vote and carried as amended.
11 .2 Staff Reports (cont'd)
11.2 Verbal Report — Wilmot Creek OMB Appeal
Councillor Hooper declared an interest in accordance with the Municipal Conflict of
Interest Act, with respect to Item 11.2 — Verbal Report —Wilmot Creek OMB Appeal, as
a member of his family owns property in Wilmot Creek and left the meeting during
discussion and voting on this matter.
Resolution #C-260-16
Moved by Councillor Traill, seconded by Councillor Woo
That, on the basis of the commitments set out in a letter from Rice Development Corp.
dated October 6, 2016, the Municipality supports the Clarington Official Plan
Amendment filed by Rice Development Corp. (COPA 2003-12); and
That the Municipal Solicitor be instructed to so advise the Ontario Municipal Board and
take all steps necessary to facilitate the Board's approval of the amendment.
Carried
Councillor Hooper returned to the meeting.
14 By-laws
Resolution #C-261-16
Moved by Councillor Cooke, seconded by Councillor Neal
That leave be granted to introduce By-laws 2016-077 to 2016-082
14.1 2016-077 Being a By-law to authorize the appointment of ADR Chambers Mediators and
Arbitrators as the Ombudsman for the Municipality of Clarington (Municipal
Ombudsman) (Item 8 of the General Government Committee Report)
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Clarington
Council
Minutes
October 11, 2016
14.2 2016-078 Being a By-law to close and authorize the transfer part of the original road
allowance Victoria Street, Plan Grant, Bowmanville, between Duke Street and
Ontario Street, being Part 1 on 40R-29342, Municipality of Clarington (Item 10 of
the General Government Committee Report)
14.3 2016-079 Being a by-law to amend by-law 74-38, being a by-law to authorize participation
in the Ontario Municipal Employee Retirement System (OMERS) (Item 14 of the
General Government Committee Report)
14.4 2016-080 Being a by-law to delegate the approval of Site Plan Applications for
agricultural and residential buildings and structures to the Manager of
Development Approvals (Item 6 of the Planning & Development Committee
Report)
14.5 2016-081 Being a by-law to amend Clarington Museum and Archives Board By-law 2012-
093 (Staff Report 11.1); and
14.6 2016-082 Being a by-law to amend By-law 2015-029, a by-law to govern the proceedings
of the Council of the municipality of Clarington, its General Government
Committee, its Planning and Development Committee, and Special
Committees, regarding recorded votes at Committee meetings; and
That the said by-laws be approved.
Carried
15 Procedural Notices of Motion
This Section of the Agenda was dealt with earlier in the meeting.
16 Other Business
There was no other business considered under this Section of the Agenda.
17 Confirming By-law
Resolution #C-262-16
Moved by Councillor Cooke, seconded by Councillor Neal
That leave be granted to introduce By-law 2016-083, being a by-law to confirm the
proceedings of the Council of the Municipality of Clarington at a regular meeting held on
the 11th day of October, 2016; and
That the said by-law be approved.
Carried
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Clariiw-n
Council
Minutes
October 11, 2016
18 Adjournment
Resolution #C-263-16
Moved by Councillor Neal, seconded by Councillor Traill
That the meeting adjourn at 8:57 PM.
Carried
Mayor Municipal Clerk
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Clarington-
Council
Minutes
October 17, 2016
Minutes of a special meeting of Council held on October 17, 2016, at 4:07 PM, in the
Council Chambers.
Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper,
Councillor J. Neal, Councillor C. Traill, Councillor W. Woo
Regrets: Councillor W. Partner
Staff Present: C. Clifford, T. Cannella, J. Caruana, F. Horvath, M. Marano,
N. Taylor, J. Gallagher, M. Chambers
1 Call to Order
Mayor Foster called the meeting to order at 4:07 PM.
2 Declaration of Interest
There were no declarations of interest stated at this meeting.
3 Committee Reports
3.1 General Government Committee Report of October 17, 2016
Item 1 - Roof-Top Solar Projects — Feed-in-Tariff Program, Version 5.0
Resolution #C-264-16-16
Moved by Councillor Hooper, seconded by Councillor Neal
That Report CSD-014-16 be received;
That Council indicates its support for the construction and operation of roof-top solar
projects anywhere in the Municipality by passing the resolution attached to
Report CSD-014-16 (Attachment 1) as follows:
WHEREAS capitalized terms not defined herein have the meanings ascribed to
them in the FIT Rules, Version 5.0;
AND WHEREAS the Province's FIT Program encourages the construction and
operation of Rooftop Solar generation projects (the "Projects");
AND WHEREAS one or more projects may be constructed and operated in the
Municipality of Clarington;
AND WHEREAS pursuant to the FIT Rules, Version 5.0, Applications whose
projects receive the formal support of Local Municipalities will be awarded Priority
Points, which may result in the Applicant being offered a FIT Contract prior to
other Persons applying for FIT Contracts;
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Clarington
Council
Minutes
October 17, 2016
NOW THEREFORE BE IT RESOLVED THAT Council of the Municipality of
Clarington supports the construction and operation of the Projects anywhere in
the Municipality of Clarington;
That this resolution's sole purpose is to enable the participants in the FIT
Program to receive Priority Points under the FIT Program and may not be used
for the purpose of any other form of municipal approval in relation to the
Application or Projects, or for any other purpose; and
That this resolution shall expire twelve (12) months after its adoption by Council.
That the Mayor and Clerk be authorized to execute a Roof-top Solar Panel Lease
Agreement for the three specific projects, provided such Agreement is acceptable to the
Municipal Solicitor; and
That Veridian Connections and Solera Sustainable Energies Company be advised of
Council's decision.
Carried
4 Confirming By-Law
Resolution #C-265-16
Moved by Councillor Hooper, seconded by Councillor Cooke
That leave be granted to introduce By-law 2016-084, being a by-law to confirm the
proceedings of the Council of the Municipality of Clarington at a special meeting held on
the 17th day of October, 2016; and
That the said by-law be approved.
Carried
5 Adjournment
Resolution #C-266-16
Moved by Councillor Traill, seconded by Councillor Woo
That the meeting adjourn at 4:09 PM.
Carried
Mayor Deputy Clerk
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blackbird Blackbird Constructors 407 General Partnership
78 Richmond St.W.,Suite 200
constructors 407G�' Oshawa,Ontario,LIG 1E1
Tel:(905)443-3390;Fax;(905)443-3397;
Email:reception@BSC407.ca
October 21, 2016 Doc.Ref:EC8 13,3.5 00014
Clerks Department
Municipality of Clarington
40 Temperance Street
Bowmanvilie, ON UC 3A6
Dear Clerks Department:
Re: Highway 407 East Phase 2 Noise By-law Exemption Request
Blackbird Constructors 407 General Partnership (BBC), is a joint-venture between Ferrovial Agroman
Canada and Dufferin Construction Company, a division of CRH Canada Group Inc., are the designers and
builders of the Highway 407 Phase 2 Project.
This letter is to request the Municipality of Clarington to grant a Noise Bylaw Exemption pursuant to
bylaw 2007-071, to allow the construction contractor to expedite the work and minimizes the duration
of traffic disruptions for users of Concession Road 6 and surrounding local roads, The request for noise
bylaw exemption is located at the area east of Holt Road at Highway 407 and at the Highway 407 and
Regional Road 57 intersection.
Please note that due to the schedule and scope of the project, we are seeking an exemption for the
hours of operation specified in the By-law to enable construction to be undertaken during night time (24
hour schedule)from November to December 23, 2016.The exact period for construction is unknown at
this time and is weather dependent,
The contractor will be excavating in situ material on Highway 407 east of Holt road and transporting the
material to Highway 407 and Regional Road 57 for placement in fills in the adjacent areas. The
contractor intends to move the material using a fleet of road trucks using Concession Road 6.The
contractor will be required to maintain equipment in good working order. Please see the attached map
displaying where the proposed work will be located (red shading).
We trust our submission is satisfactory and respectfully request the exemption to the City's noise by-law
for the subject works to be considered at the next committee meeting. if you require additional
information, please do not hesitate to contact the undersigned.
Regards,
Mvin Raaritar
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Highway 407 East Page 1 of 1
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Agricultural Advisory Committee of Clarington Meeting
Thursday, October 4th, 2016
Members Present: Elgin Greenham Brenda Metcalf
Les Caswell Jennifer Knox
John Cartwright Tom Barrie
Ted Watson
Regrets: Councillor Partner, Eric Bowman, Henry Zekveld, MaryAnn Found
Guests: Gord Weir, Fire Chief
Staff: Faye Langmaid, Planning Services
Brenda welcomed all to the meeting, with introductions.
Adoption of Agenda
016-23 Moved by Tom Barrie, seconded by Ted Watson
"That the Agenda for October 41h 2016 be adopted"
Carried
Approval of Minutes
016-24 Moved by John Cartwright, seconded by Les Caswell,
"That the minutes of the August 25th, 2016 meeting be approved as
amended"
Carried
Presentation:
Gord provided a slide presentation about the emergency planning, the groups involved,
resources and equipment that the Municipality has to fight fires in Ganaraska Forest,
Long Sault, Enniskillen CA's and Kendal, Orono Crown Lands and other such areas in
adjacent municipalities. MNR downloaded this responsibility to fight forest fires in
Ganaraska in 2000, a committee was formed with the Conservation Authorities,
adjacent municipalities (e.g. Port Hope, Hamilton Township, etc.), DRPS and others that
have responsibility for these area. The Committee meets three times a year to update
plans, plan mock exercises and review "lessons learned" from emergencies that have
occurred in these areas.
Agricultural Advisory Committee of Clarington 22 October 4th, 2016
The improvement of Global Position Systems and Geographic Information Systems
mapping has assisted in helping to locate people when emergencies occur.
Should any emergency occur where assistance is needed there a mutual aid
agreements with adjacent municipalities and backup resources that can be called in,
such as water bombers and MNR firefighters. There is a cost for calling in resources
but in the case of an emergency funds will be made available.
Business Arising
Official Plan Review: Brenda presented the comments that the committee had
submitted to the Official Plan meeting on September 12th. Brenda found the
presentations quite interesting. Planning Staff continue to work on compiling and
addressing call the comments received. Report addressing comments will be on
October 24th Planning and Development agenda.
4-Plan Review: Letter has been submitted from the committee. Planning Staff
comments will be on October 24th Planning and Development agenda.
Farmer's Parade of Lights, Permit has been submitted with alternate route, map will be
e-mailed to all. December 7th is the date of the parade.
Correspondence and Committee Reports
Correspondence from Lisa Thompson, MPP regarding her private members bill, as
circulated by e-mail to all. Also, City of Belleville letter has been received endorsing the
suggested resolution.
016-25 Moved by Tom Barrie, seconded by Ted Watson
Whereas Ontario-grown corn, soybeans and wheat crops generate $9 billion in
economic output and are responsible for over 40,000 jobs; and
Whereas Ontario farmers are stewards of the land and understand the importance of
pollinators to our environment and ecosystems; and
Whereas the Ontario government is implementing changes to ON Reg 63/09 that would
prevent any Certified Crop Advisor (CCA) from carrying out a pest assessment if they
receive financial compensation from a manufacturer or retailer of a Class 12 pesticide;
and
Whereas the reduction of CCAs would force corn and soybean farmers to terminate
their relationships that they have built with experts that understand their unique crop
requirements, soil types, and field conditions, placing undue delays on planting crops;
Therefore, be it resolved that the Agricultural Advisory Committee of Clarington
supports the efforts of the Member of Provincial Parliament for Huron-Bruce to eliminate
barriers to employment opportunities for CCAs and allow Ontario farmers the freedom
to engage in business with the expert of their choice; and
Agricultural Advisory Committee of Clarington 23 October 4th, 2016
That Clarington Council be advised of this resolution.
Carried
Durham Agriculture Advisory Committee — September 15th was the DAAC tour.
Members attending indicated it was an interesting tour and demonstration and well
attended.
Durham Region Federation of Agriculture —Farm Credit Canada is providing additional
funding for displays in the trailer, the funding is being run through the Municipality. The
trailer is on the road and has been at a number of fall fairs. Celebrate Agriculture Gala
is scheduled for October 27th at Royal Ashburn, it is sold out, next year they will be
looking for a larger venue. High School program at Uxbridge was very successful with
360 students in 8 rotations attending all the stations.
Clarington Board of Trade —Mayor's annual address to CBOT is October 6th. CBOT will
be at October 17th Council meeting for renewal of the contract with Municipality for
economic development.
New Business
Severances Report update: Kiersten Allore has informed Faye that timeline was extended
to allow for comments from affected groups. She will let us know when the report is going
forward.
Committee Member Appointments: The committee requested and Council approved
staggered appointments for members to allow for continuity and continuous renewal of
membership. At the end of December, Les, Brenda, Ted, Henry and Elgin terms will be
expire. Clerks will be advertising for members for a 4 year term (ending in 2020), anyone
can apply (including the members whose terms are expiring), current members can assist
with recruiting others to apply, Council appoints. The DRFA appointment of a member
and alternate will end in December; they have been asked for a member and alternate
for a 4 year term.
"did you know" — Faye will send pdf of the Farmer's Parade of Lights route and date.
Future Agendas
Invitation has been sent to Blackbird/MTO for update on 407/418 to attend a 2017
meeting
Michael Veneziano, CEO & Co-Founder, Turnkey Aquaponics Inc.will attend in Feb.
John will invite Jeff Leal to attend a meeting.
Marlene Werry will be invited to update on the program at Durham College.
John Cartwright moved to Adjourn.
Next Meeting, Tuesday, November 10th, 7:30 p.m. Room 1C at Municipal
Administrative Office
Agricultural Advisory Committee of Clarington 24 October 4th, 2016
November meeting will focus on Anaerobic Digester with Mirka Januszkiewicz Director of
Waste Management with Durham Region — next large project from the Region in the
waste management masterplan. There may be some synergies with agriculture the use
of biosolids (rather than spreading) and development of a Biogas Co-op. Faye will ask
Mirka to briefly address the shutdown at the Durham York Energy Centre and any
potential impact on agricultural crops in the area.
I:\^Department\LDO NEW FILING SYSTEM\CommitteesWgricultural Committee\2016 Minutes&Correspondence\Draft Minutes_
Meeting_4 0ct16.docx
Agricultural Advisory Committee of Clarington 25
October 4th, 2016
To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions
and programmes that inspire future generations and enliven our community
BOARD MEETING
September 15, 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 M. Morawetz O. Casimiro
Regrets: S. Elhajjeh
i. Call to Order:
B. Seto called the meeting to order at 7:18 p.m.
Public guests introduced themselves and included representation from
Museum volunteers and staff, along with Andrew Allison, Municipal
Solicitor, and Regional Councillor for Ward 1 & 2, Joe Neal.
2. Adoption of Agenda:
Moved by: K. Warren Seconded by: W. Woo
THAT: the agenda be accepted with changes including withdrawal of
delegation from Suzanne Reiner, and an addition in New Business, W. Woo
will speak to two resolutions before council.
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MOTION CARRIED
3. Disclosure of Interests:
No interests were disclosed.
4. Correspondence
M. Adams shared a very positive letter of congratulations from MP Erin
O'Toole regarding the successes of the Canada Day event.
B. Seto received two emails and asked that they be included with the
minutes, from Matt Cronin, National Service Representative, LUPE, Friday,
Sept 2/16 requesting information regarding posting of the September staff
schedule, and a health & safety issue regarding lighting concerns in the
Women's washroom. B. Seto asked for clarification from M. Adams as he as
Executive Director should have received the emails and acted on the
oversights, but did not appear to be available even though not on documented
bereavement or vacation leave. M. Adams stated that he responded as soon
as he received the emails from the union and had the light bulbs in the
women's washroom replaced. He asked the Curator about the light bulb
issue at the time and she did not recall any complaints from staff, although
when questioned again after the issue was raised by the board chair, the
Curator did recall there had been an enquiry by the staff. M. Adams stated
that the staff schedule had been posted although with unique fall schedules to
accommodate fairs and outreach (offsite) events, along with vacation
absences needing cover, it was not up as quickly as usual, and once posted
was also marked with many change requests. M. Adams also stated that a
Collective Agreement needs to be put in place and then requirements
included like timelines for posting schedules, will be followed. O. Casimiro
asked why B. Seto received emails from the union to begin with. B. Seto
countered that that was precisely the question. O. Casimiro requested that in
future, operational emails from the union be directed to M. Adams.
W. Woo asked follow up questions to clarify including what staff members
are to do if the schedule is not available and M. Adams cannot be contacted,
how far in advance of each month should staff expect to see the schedule, and
what is the procedure for changes and alterations including who approves
those changes. Clarification of documentation and pay practices was also
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requested as well as an explanation of how often regular meetings are held
with staff to address items that might be considered routine to manage (like
light bulbs and staff schedules). M. Adams stated that informally he meets
with or contacts Heather and Jennifer most weeks, although no formal staff
meeting was held in August at all and only a wrap up meeting in July
following the Canada Day event. O. Casimiro noted that realistically
vacations for a small staff make summer meetings harder to schedule. W.
Woo asked if summer is a higher demand period for staffing and M. Adams
stated that demand mirrors programming requirements. Camps and events all
require higher staffing levels so summer does tend to be busy. O. Casimiro
asked if this was a ratio issue.
M. Adams stated again that immediately following receipt of the email from
the union, the light bulb situation in the Women's washroom was addressed.
He added that he feels there is a greater concern in the Archives area where
lighting has been an issue for a period of time. An electrician identified that
ballasts may need to be replaced and estimates have been requested as he also
identified that the existing lighting system is old and that soon the museum
would not be able to source the light bulbs. M. Adams is working with
Operations to address this. Staff was likely not aware this was happening.
For an immediate solution, bulbs still available at the time were installed. A
recent Health and Safety Inspection was done and documented by municipal
staff, with no mention made of light bulbs out in that report. The Archive
lighting was flagged thus prompting the involvement of the electrician.
B. Seto reiterated M. Adam's email response to her follow up regarding the
two emails from the CUPE representative, Sept 2nd, which included the
comment "As you can see there is going to be a lot of pettiness coming down
the wire (plus legitimate ones) and we need to act professionally and
swiftly." M. Adams withdrew the word "pettiness"
5. Announcements:
B. Seto stated that a letter of resignation from John Sturdy had been received
Sept 11/16. He joined the board after the last election and sited personal
challenges for his decision. He wished all well.
Moved by: S. Cooke Seconded by: K. Warren
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That: a letter of thanks from B. Seto on behalf of the board be sent to J.
Sturdy.
MOTION CARRIED
6. Approval of Minutes:
Moved by: W. Woo Seconded by: S. Cooke
THAT: the Special Board meeting of July 27, 2016 minutes be approved as
submitted.
MOTION CARRIED
Moved by: S. Middleton Seconded by: K. Warren
THAT: the Special Board meeting of Aug. 23, 2016 minutes be approved as
submitted.
MOTION CARRIED
O. Casimiro asked that it be noted in the minutes that all members should be
in attendance with full disclosure and all included in discussions of this
magnitude. She continued stating that to be challenged with motions made
during meetings when not all are in attendance is not acceptable, and referred
to previous board meeting discussions regarding this behaviour. Discussion
followed regarding the practice of motions being circulated before meetings
when possible. M. Adams agreed this was an acceptable process. S. Cooke
disagreed with M. Adams interpretation of board governance regarding this
matter, stating that motions can still be accepted from the floor even with this
protocol.
Moved by: S. Cooke Seconded by: S. Middleton
THAT: the Board meeting of July 5, 2016 minutes be approved as
submitted.
MOTION CARRIED
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7. Business Arising from Minutes:
B. Seto asked M. Adams for the Marion Farr estate donation summary as
requested at the last board meeting. M. Adams stated it had not yet been
prepared. S. Cooke remarked that any communication in the minutes to the
ED should be enough and that a motion as well should not be necessary. He
stated that this continues to be frustrating and inefficient, and that normal
expectations for meetings are that directions in the minutes should be acted
upon respecting time lines stipulated.
Moved by: S. Cooke Seconded by: W. Woo
That: the agenda be altered at this time to bring forward the financial report.
MOTION CARRIED
Finance Report— O. Casimiro stated there is no report as the financials
had only been received this afternoon and there had been no meeting of the
Finance Committee since the July board meeting. She requested that M.
Adams speak to the financial details as provided.
M. Adams stated that the totals for the year so far show that 92% of the
expected revenues have been received while 71% of the budgeted expenses
have occurred, and that the overall budget is solid given projected revenue
streams will surpass overall budget revenue projections.
M. Adams noted that there will be funds coming following the Mayor's Golf
Tournament for which the Museum had been named the 2016 benefactor. It
is expected to bring in well over $30,000; a record year for the fund raiser.
OPG had previously confirmed the 2016 donation of$6000, and other
sponsorship money has come in this year as well.
Of note in the revenue section, the Gift Shop revenues have increased
significantly. Events like the Avro Arrow and other Night at the Museum
events have been very revenue positive.
Camp numbers are not yet in so that information is not included, and facility
rentals have dropped off. M. Adams said he has yet to investigate why that
is happening.
The annual CMOG grant has come in at $25,161.00 which is consistent with
the past few years, and so the revenue side looks very good for the year.
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M. Adams and B. Seto have reviewed the Exhibit and Program expense
allocations recently. M. Adams stated that the expense side is less accurate
when comparing 2016 to past years. This is because some allocations are
not consistent with the past as line items now more specific and reflecting
the new chart of accounts created by the municipality. Traditionally the
numbers are divided almost equally for events versus programs with both
about $15,000 each adding up to $30,000.
M. Adams stated that with the significant increase in funds available this
year cabinet purchases (listed under Exhibition Expenses) at $16,600 have
been possible. He noted that prior to his arrival the museum had not
purchased display cabinets in recent memory. Specifically, funding as a
result of the Mayor's Golf Tournament and the Marion Farr donation, not
allocated for specific items, increased the museum's capacity to afford these
purchases.
M. Adams read from the ED's report documented in the April 16, 2016
approved board minutes regarding the direction given for the Marion Farr
donation. "The board discussed the Rickard/Farr estate donation and it was
agreed that the generous unconditional donation provide the museum with the
capacity, in year one of its restructuring, to purchase and budget for further
purchases of the following, but not limited to: exhibit cabinets, renewed and
new signage, artefact climate control measures as they relate to conservation
and highway/street directional signage."
Continuing with the financial statements, salaries continue to be the largest
expense and are in line with the 2016 budget plan.
O. Casimiro asked for a confirmation regarding the date for Budget
submissions to Council. M. Adams stated November. Previously it had
been suggested to schedule preliminary work by the Finance committee
before proposing a budget reflecting the new chart of accounts as established
to the board for approval.
Moved by: S. Cooke Seconded by: W. Woo
That: the Finance statements be received.
MOTION CARRIED
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S. Cooke reported that he and W. Woo had reviewed the VISA and expense
statements during the afternoon prior to this meeting for April, May, June
and July. They were concerned by what they saw and asked who signs off
on expenses. It was noted that B. Seto did until the end of May when she
stated she was no longer comfortable signing for items she felt needed to be
addressed in the new Travel & Expense Policy, which at that time had not
been completed. O. Casimiro took over those duties and met with M.
Adams every two weeks to review, ask questions and sign off on receipts.
Specifically S. Cooke stated there were concerns over hundreds of dollars in
cash advances that had been signed for. O. Casimiro stated she was always
satisfied with the explanations for the advances and VISA payments, and
verified receipts for gas, food and meal expenses believing all were
legitimate in M. Adam's pursuit of museum business and relationship
building. M. Adams gave an example of when a cash advance was needed
for last minute supplies purchased from COSTCO for Canada Day, where
VISA is not accepted.
S. Cooke questioned O. Casimiro's opinion on many of those, and she asked
that the minutes reflect she felt it was inappropriate for him to question her
opinion. She stated in her experience, the ED should be able to decide what
to spend within the budget he is given, and that it is his call on specific
items. She also stated that she believed that the process in place is fluid and
transparent.
S. Cooke responded with a clarification that the question was not about
incurring expenses but rather to explain why mileage and gas were both
been claimed and paid when the policy now clearly defines only mileage is
acceptable and gas expenses are included in those calculations. Several
examples of expenses were disclosed and discussed including gas expenses
in June. M. Adams responded that the demands of the June Clarington
Motorsport Expo required significant travel. The consensus was that
mileage is reasonable and expected as an expense but that gas as well is not
considered a typical and reasonable additional expense. B. Seto also
questioned an LCBO expense to which M. Adams replied that the expense
was for a liquor license for an event at the museum and not for alcohol.
S. Middleton added that the bookkeeper should red flag anything that falls
outside the policy. O. Casimiro stated that the bookkeeper is CPA certified.
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S. Cooke noted that previously that had happened when the books were in
the hands of the municipality regarding the snow tire expense.
In the past a revenue shortfall year after year made it challenging to pay staff
wages in the early months of each year so adjusting accounts or borrowing
from reserves was common practice. In 2016 the revenues for the museum
are very good but the concern is that at any time, as a publicly funded entity,
it is important to be accountable and spend responsibly so a review is felt
necessary.
O. Casimiro stated that it would be prudent for the Finance committee to
meet as soon as possible. The committee is O. Casimiro as chair, K.
Warren, S. Cooke and B. Seto along with ED, M. Adams.
Moved by: K. Warren Seconded by: W. Woo
That: a summary on the Marion Farr donation is expected at the next board
meeting even if the Finance committee has been unable to meet in the
interim.
MOTION CARRIED
8. Executive Director's Report:
M. Adams noted that "Archives" is not included in the report as this is a
transition year and it was not previously listed as a target for 2016. Work
assessing and developing procedure and policy around it is ongoing with the
Curator; staff and volunteers are engaged.
Visitor numbers are up considerably over last year surpassing all of 2015.
Significant events, outreach and new initiatives including Nights at the
Museum have been key. Canada Day attendance suffered slightly due to
poor weather in the morning but was successful in content. M. Adams will
continue to look at traditional as well as untraditional ways to continue the
upward trend.
Membership continues to change with emphasis on membership drives at
special events, outreach projects and with continual updated branding. The
goal is to get members more engaged rather than joining just for access to the
archives (often means only a one year commitment). Volunteer hours
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continue to increase as well; gardeners and archives are now included more
accurately in the numbers.
M. Adams stated customer service is a key focus; working to improve it with
more face to face time with staff and the public at the Sarah Jane Williams
Heritage Centre. Energy has been focused there on major exhibits, events
and gift shop sales. Entry to the Bowmanville Museum is driven through the
Heritage centre for great efficiency and exposure.
Staff have been directed to revisit processes to engage local schools and
increase the formal education programing. Formal education numbers so far
in 2016 need to improve. The programme coordinator position saw 2
overlapping maternity leaves in a 12 month period.
Health and Safety training has been flagged. M. Adams has put in a request
to the municipality to assist with training and it will be scheduled once the
new Health and Safety Committee meets.
M. Adams stated concerns that successes of the museum are not being
reflected in the board discussions. In an effort to have the minutes reflect the
many successes of the museum, a list of 2016 relationships will be included:
Mayor's Golf Tournament, Clarington Motorsport Expo at the Bowmanville
Rotary Rib and Brews event, Orono Agricultural fair exhibits (Aero Arrow &
Canadian Tire Motorsport Park displays), Heritage Week walking tours and
outdoor play (Beech St Theatre), Bowmanville Horticultural Society 50'
Anniversary celebration and lily garden project, BIA street festival displays,
Clarington Sports Hall of Fame display at Rickard Centre, Municipal
Recreation Facility Sport Display Project to start in Courtice.
Annual successes of note included the Edwardian summer teas partnering
with caterers KCC that by demand were extended into September, and the
summer camp program doubled in size this year thanks to a $2500
sponsorship from the Bowmanville Rotary Club to allow more children with
challenges to attend. The take away was that a requirement for future success
is more training for staff to deal well with the demands of the children and
their unique needs.
Lighting improvements at Sarah Jane facility will be a facilities priority.
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Other tasks ahead include work on a new web site plan (compatible with
smartphones), formal acknowledgement of$5000 programming grant from
Veteran Affairs, and continued promotion in print and on social media.
Regarding staff, a statutory freeze has been put in place during unionization
process. M. Adams feels there is a noticeable difference in efficiency and
morale during this transition. The municipality HR department will engage
in the work and meetings ahead during negotiations and decisions as directed
in the last Special Meeting of the Board, will require full board participation
as the Collective Agreement is determined.
Moved by: K. Warren Seconded by: S. Middleton
That: the Executive Director's report be received.
MOTION CARRIED
Questions from the floor included clarification regarding the regularity of
newsletters produced and sent to members. Some previous members have
disclosed to B. Seto that they are no longer with the museum as they feel they
get little value and the regular newsletters used to keep them better engaged
and informed. M. Adams asked for the contact information so he could
follow up and asked that with items like this, board members come to him as
soon as possible so he can seek a resolution. It was also shared that other
guests and members have remarked to some board members that they would
like to see the ED attending more of the museum events. M. Adams replied
that he has been at virtually all special events.
9. Committee Reports:
B. Seto asked the board members for permission to defer the reports from
Membership, Property, and Mun. Heritage Committees until the next meeting
of the board. Consensus to do so.
10. New Business:
a) W. Woo presented two resolutions recently considered and carried at the
General Government Committee meeting Sept 6, 2016 of council.
Moved by: Councillor Neal Seconded by: Councillor Woo
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Resolution #GG-442-16
That the minutes of the Clarington Museums and Archives Board, dated July
5, 2016 and July 27, 2016, be received for information;
And,
That the Clarington Museums and Archives Board members and staff be
directed to provide access to financial records up until August 31, 2016.
Carried.
Resolution #GG-443-16
That Staff report back to the Council meeting of September 19, 2016 regarding
possible options of dealing with the Clarington Museums and Archives Board,
including:
• Dissolution;
• Takeover by the Municipality of Clarington; and
• Any other recommendations by Staff, opening the financial records to
the internal auditor.
Moved by: K. Warren Seconded by: O. Casimiro
That: the board endorse these resolutions, requesting M. Adams to arrange for
the financial records to the end of August 2016 be made available as requested.
MOTION CARRIED
Andrew Allison, Mun. Solicitor, remarked that Council is aware that the new
interim CAO starts in his position on Monday, Sept 19' and although he is
aware of this request, has stated that he will not be able to report back by that
date.
W. Woo stated that the responsibility of the board to oversee expenses is
onerous and extensive. O. Casimiro suggested a complete review of the policy
with recommendations for changes.
Moved by: W. Woo Seconded by: S. Cooke
36
That: from this day forward, and until further determined by the board, the
museum VISA card be turned over to the chair of the board and no further
capital expenses be incurred.
Discussion followed in which O. Casimiro asked W. Woo if the Executive
Director was being disciplined and on what grounds. W. Woo said no.
MOTION DEFEATED
Moved by: W. Woo Seconded by: S. Cooke
That: from this day forward, an expenses form be filled out fully and with
complete discloser of all details, submitted with the original receipts, and
requiring two board member signatures.
MOTION CARRIED
Discussion followed on an appropriate form to capture all requirements. O.
Casimiro stated that she had already requested the bookkeeper make
recommendations on purchase requisition and dispersement forms. A
significant concern raised by S. Cooke was regarding cash advances, use of
VISA for ongoing purchases, and the lack of control on decisions regarding
those practices. S. Cooke will provide a copy of the form used by the
municipality at the next meeting of the Finance committee. W. Woo stated
that the details of all transactions need to be disclosed fully on whatever form
is used.
O. Casimiro stated that she wanted included in the minutes that she feels it is
offensive to staff, the Executive Director, and to her as Finance chair to have
this motion put in place until the municipal audit is complete as it implicates
significant concerns and undermines confidence in the Executive Director.
Moved by: K. Warren Seconded by: W. Woo
That: the current expenses form continue to be used for every VISA
transaction and be submitted with detailed back up until a new process is
determined and approved.
MOTION CARRIED
37
O. Casimiro requested that the minutes reflect that S. Cooke does not have
confidence in the financials at the moment.
b) M. Adams then asked that B. Seto stop using the resources of the museum
and staff for in his opinion, personal printing along with emailing of
confidential unionization correspondence to the front desk for printing. B.
Seto disagreed with M. Adams stating emails and material regarding the
unionization is public information.
O. Casimiro asked that it be noted the treasurers of the Board knew nothing of
the request to review the VISA and expense files by W. Woo, S. Cooke, and B.
Seto.
K. Warren raised the fact that the board still does not have a Vice Chair.
W. Woo nominated S. Cooke.
Moved by: K. Warren Seconded by: O. Casimiro
That: S. Cooke be appointed as Vice Chairman on the Board.
MOTION CARRIED
At the request of the Board, Andrew Allison, Mun. Solicitor, agreed to attend
the next board meeting. He will address the Board regarding the Unionization
process as well as process for In Camera sessions.
11. Date and Place of Next Board Meeting
The next meeting will be held Wed. October 12, 2016 at 7 p.m.
Location: Sarah Jane Williams Heritage Centre
12. Adjournment:
K. Warren moved the meeting be adjourned at 9:55 p.m.
Minutes for the meeting of the Clarington Museums and Archives Board have
been accepted and approved on
38
Chair, Executive Director,
Clarington Museums and Archives Board Clarington Museums and Archives
39
9
a' ,
ell
To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions
and programmes that inspire future generations and enliven our community
SPECIAL MEETING OF THE BOARD:
UNIONIZATION UPDATE / ED PERFORMANCE EVALUATON
Oct. 5, 2016
Clarington Town Hall
40 Temperance Street, Room IA, Bowmanville, Ontario
Present: B. Seto M. Adams (ED) S. Cooke
K. Warren S. Middleton M. Morawetz
Regrets: W. Woo S. Elhajjeh
Guest: A. Allison, Municipal Solicitor
1. Call to Order:
B. Seto called the meeting to order at 7:06 p.m.
2. Guest Presentation:
B. Seto invited guest Andrew Allison, Municipal Solicitor, to present as
intended on the procedures for In Camera portions of meetings, proper
procedures and reporting, and appropriate use of In Camera.
Before moving into that content, A. Allision commented on the report that
would be submitted to council regarding recommendations and background
in response to Resolution #GG-443-16
40
That Staff report back to the Council meeting of September 19, 2016 regarding
possible options of dealing with the Clarington Museums and Archives Board,
including:
• Dissolution;
• Takeover by the Municipality of Clarington; and
• Any other recommendations by Staff, opening the financial records to the
internal auditor.
It was noted that the report did not meet the Sept 19th date with the installation
of the interim CAO but would go before council Oct 6th
Regarding the use of"In Camera" at meetings, A. Allison reminded that all
Service Board meetings are required to operate as Open Meetings. Even when
operating with that starting premise, there are circumstances when In Camera is
critical and the procedure should be used. For museum purposes that would
include discussions regarding an identified person where information of a
personal nature is disclosed or for anything confidential in content & requiring
protection. A. Allision referenced Section 234 of the Municipal Act and will
provide a check list for us that is used at municipal council meetings to help
determine when the procedure should be followed. A motion to go In Camera
is required in the regular minutes of the meeting, including the reason why.
Minutes of the In Camera session are to be kept but not included in the regular
minutes. Another example of when In Camera could be used would be during
review and discussion of communications from a lawyer.
As moved & carried at a recent board meeting, including an In Camera item on
all meeting agendas is now considered best practice as a "place holder" should
it be required. When possible, In Camera should be held until the end of the
meeting.
Discussion followed on alternative governance models and the value in regular
review of governance structure.
3. Unionization Update:
1) M. Adams reported that he had met earlier in the day with M. Marano and L.
Weller (HR) from the Municipality's Department of Corporate Services to
review terms, consider process, and work to establish a draft of the board
41
mandate for the museum union management bargaining team. M. Adams read
out the draft. Discussion followed including suggestions for items to include
such as handling of confidential information. Future meetings are being
scheduled and a skeleton agreement will be developed anticipating what the
union demands may encompass. The suggested date for the first meeting
between the union and the museum union management bargaining team is Nov
2nd, but has not been confirmed. Prior to that meeting, M. Adams stated that
the second template of that skeleton agreement will be ready Oct 19' allowing
time for the board to review.
M. Adams was directed to contact A. Allison for comment on the board
mandate once further developed asking for wording that includes managing
confidentiality, ensuring it is ready for presentation at the next board meeting
which is Wed Oct 12th
Further discussion included that Curator, H. Ridge will attend the second draft
meeting with L. Weller, M. Marano and M. Adams. They will also work on
developing a wage grid built to reflect the current structure for a start and then
negotiations will shape it further. M. Adams stated he has researched others
including the present Library wage grid. He has also been researching the
handling of benefits.
2) Confidentiality during the unionization process was covered during
discussion with A. Allison at the beginning of the meeting.
4. ClaringtonThis Week article:
B. Seto stated that the ClaringtonThis Week article of Sept 212016 was of
concern as the information following the council meeting as reported was
misleading and erroneous. It was advised to refer anyone inquiring to the
minutes of the meeting Sept 19 2016.
5. Review ED Performance Evaluation:
Completed by S. Middleton and S. Cooke for ED M. Adams on Wed Sept 28th,
2016..
M. Adams provided his file including the ED review reports with his signature.
Moved by: S. Cooke Seconded by: K. Warren
42
That: the meeting move In Camera for ED, M. Adams review discussion.
MOTION CARRIED
M. Adams left the meeting. Discussion followed.
Recommendations for consideration at the next board meeting include the use
of the Museum VISA card change such that purchases are paid for by the user
with a process for reimbursement put in place, that the HR policy for the
museum be strengthened and updated, and that for the foreseeable future, the
Finance Committee be made up of the entire board.
B. Seto moved that the meeting be adjourned 9:20 p.m.
43
ell I
To illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions
and programmes that inspire future generations and enliven our community
BOARD MEETING
October 12, 2016
Clarington Town Hall
40 Temperance Street, Room IA, Bowmanville, Ontario
Present: B. Seto W. Woo S. Cooke H. Ridge (Curator) 7:23 pm
K. Warren S. Middleton M. Morawetz
Regrets: S. Elhajjeh M. Adams (ED)
1. Call to Order:
B. Seto called the meeting to order at 7:17 p.m.
Public guests introduced themselves and included representation from
Museum volunteers and part time staff.
2. Adoption of Agenda:
Moved by: S. Cooke Seconded by: K. Warren
THAT: the agenda be accepted with the change that In Camera be moved to
the final item as directed becoming standard practice.
MOTION CARRIED
44
3. Disclosure of Interests:
No interests were disclosed.
4. Correspondence:
None received.
5. Announcements:
B. Seto stated that a notice of resignation had been circulated by O. Casimiro
by email to all Board members:
September 19, 2016
Dear Bonnie and Members of the Board:
I am no longer able to contribute as a Board member on the Clarington Museum and
Archives Board of Council.
Please accept this letter as confirmation of my resignation.
The Museum is a special place and I wish Michael and his team continued success.
Best,
Olinda Casimiro
Moved by: W. Woo Seconded by: K. Warren
THAT: the Board accept the resignation of O. Casimiro.
MOTION CARRIED
M. Morawetz requested that we send an appropriate thank you on behalf of the
Board to O. Casimiro noting appropriately her many contributions while
serving on the Board.
M. Morawetz announced that the annual Beef Supper that is a fundraiser for
Eldad United Church in Solina is coming up on Sunday, Nov. 6th. Tickets are
available through her. It was noted that many fall dinners by our local
45
churches occur in the coming weeks. All were encouraged to support and
when able attend these important events in our community.
6. Approval of Minutes:
Moved by: W. Woo Seconded by: S. Middleton
THAT: the minutes of Sept 12' 2016 be approved with the amendment to the
first paragraph of page 7, found in Item #7 of the agenda under "Business
Arising from Minutes" stating "They were concerned by what they saw and
asked who signs off on expenses. It was noted that B. Seto did until the end of
May..." This should correctly read "It was noted that B. Seto did until the end
of April when she stated she was no longer comfortable signing...."
MOTION CARRIED
Moved by: S. Cooke Seconded by: K. Warren
THAT: the Special Board minutes of the Open Session on Oct 5th 2016 be
approved as submitted.
MOTION CARRIED
7. Business Arising from Minutes:
M. Adams prepared and circulated prior to the meeting due to his absence for
a funeral this evening, the requested summary of Unbudgeted Expenses for
2015 and 2016, including suggestions regarding allocations that could fall
within the scope of the Marion Farr estate donation.
The Finance Committee will review the document in more detail at the next
meeting noting specifically items that would respectfully fall within the
capacity of the Marion Farr estate donation.
Moved by: K. Warren Seconded by: S. Cooke
That: the Financial statement of Unbudgeted Expenses for 2015 and 2016
had been received.
MOTION CARRIED
46
8. Executive Director's Report:
No report was submitted prior to the meeting.
9. Committee Reports:
a) Finance —No report other than the Unbudgeted Expense statement
discussed in Item 7 of the agenda was submitted as no committee meeting has
occurred recently.
b) Collections —No formal report was received. As H. Ridge, Curator, was
able to attend the meeting at the last minute, she spoke to the recent work on
the Collection following the plan put in place to further safeguard the items,
catalogue and continue to vet the collection. She is working with a number of
great volunteers. There has been no recent meeting of the committee.
B. Seto asked about the flood that occurred this year at the Clarke site. It had
been discovered by a staff member visiting the location to meet with the pest
control company and do the hydrothermagraph readings. H. Ridge and M.
Adams were both immediately notified and H. Ridge contacted and worked
with Operations to move items and install fans after using shop vacuums to
collect most of the water.
When asked, H. Ridge stated that she is aware of staff routinely checking the
Clarke site on the first Thursday of each month. She was not knowledgeable
about other times when a staff representative might have been there. In Sept
she knew of two trips, one for pest control and one to meet cleaners, and Oct
1 st there was a staff event held at the site.
S. Middleton asked why the collection items sit on the floor. H. Ridge replied
that most are up on pallets to keep them off the floor but some larger and
heavier items (buggies and a safe for example) have not been moved. She
would like to see that happen.
When asked by B. Seto, H. Ridge stated that the trip to the Clarke site from the
Sarah Jane Williams Heritage Centre and back is 38 Km. and that she does
claim mileage when she makes that round trip.
It was noted that the Board's understanding was that hydrothermagraph
readings were required more often than once a month. S. Middleton stated
47
during his orientation as Property Committee chair, he was told that weekly
readings are required. Expense documents show two trips each week being
claimed for the Clarke location. H. Ridge then explained how the information
is downloaded and analysed on computer, stating that records are kept and
each time that happens a dot shows on the graph.
e) Membership —No report on membership.
d) Property —Nothing further to the discussion after the Clarke flood notes.
e) Heritage— K. Warren stated the next meeting of that committee is Tues.
Oct. 18th 2016. The upcoming Durham Region Heritage Conference being
hosted by Clarington Heritage Committee takes place Sat. Oct. 29th at Town
Hall. One of the guest speakers will be M. Morawetz representing the Jury
Lands Foundation, presenting on Camp 30.
10. New Business:
a) S. Cooke reported back to the Board regarding Council's response Oct 11th
to the staff report requested regarding the Resolution #GG-443-16, September
6, 2016 about possible options to deal with the Museum.
A change in the composition of the Board was determined such that in future
the Board will be made up of 2 Councillors and 5 members at large for a total
of 7. The Board is then reduced including the removal of a position filled in
the past by a member of the Newcastle Village & District Historical Society.
The two representatives per Ward has been changed such that good candidates
from anywhere in the Municipality can be considered. All present Board
members will be grandfathered in maintaining a total of 7 with the recent
resignations.
It was also determined that for the present a Committee of the Whole be the
operating dynamic. In future should committees be struck including an
executive committee, a member of Council must sit on each committee.
b) B. Seto requested an examination of the Museum bylaws for direction in
handling absentee Board members in future. This item was recommended for
discussion at the next meeting and will be put on the agenda.
48
11. In Camera Items:
Moved by: S. Cooke Seconded by: K. Warren.
That: at 8:05 in accordance with Section 239 (2) of the Municipal Act, 2001,
as amended, the meeting be closed for the purpose of discussing the following
matter that b) deals with personal matters about an identifiable individual,
including municipal or local board employees.
MOTION CARRIED
Guests of the meeting were excused.
Discussion followed.
Moved by: K. Warren Seconded by: W. Woo
That: at 9:10 pm the meeting move out of camera, returning to Open Session.
MOTION CARRIED
12. Date and Place of Next Board Meeting
The next meeting will be held Wed. November 9, 2016 at 7 p.m.
Location: TBA
13. Adjournment:
S. Middleton moved the meeting be adjourned at 9:18 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
49
Meeting Notes: September 13, 2016-09-21
SANTA CLAUS PARADE
2016 Parade Theme: A Snowman's Christmas
- Nominated by:Jeff
- Seconded byJenn
Update from Roger
- Carts are ordered and will be delivered for the parade
- Bob's Towing has been contacted and is available to help for the parade
Update about Parade-Day Button Sales
- Roger has attempted to contact the Legion rep about this year's button sales but they have
been non-responsive so far.
- Due to the date of the parade— Nov. 12'we are worried about the Legion's ability to provide a
level of service to the parade that they are normally able to do (seeing as we're only one day
after Remembrance Day)
- Jeff has contacted the Scouts (following our previous meeting's discussion) and they are very
pleased to help out with Button Sales and Program distribution on the day of the parade.
o They expect to be able to have 20-25 volunteers help out on the day from various
Scouts levels (scouts, cubs,venture)
- In order to provide the scouts with kid-friendly boxes to carry we have contacted a carpenter
who has agreed to donate his time to build carrying trays and Home Depot has agreed to donate
any necessary supplies
- The Firehall will be contacted in regards to using their space to count donations post-parade as
the Legion hall is not a kid-friendly environment.
o UPDATE: since the meeting the Firehall has been contacted and they are happy to
provide access to their location.
- In appreciation to the Scouts for their efforts Jeff has requested that we provide them with a
thank-you gift of some kind—two ideas discussed in the meeting were to provide a post-parade
Pizza party and/or donation to the Scout's fundraising efforts—to be decided upon at a later
date
Alison
- No update
50
Jenn
- 2 bands have confirmed
- Toronto Signals would still like to be in our parade even though their compensation will be
lowered—on-going discussion
- Coburg Band wants to be in parade though they have requested a payment almost as high as
the Toronto Signals—need to discuss with them further
Jennifer
- Will contact Apple Fest to secure our spot—Date: Oct. 15`h
o UPDATE: Apple Fest has given us the same spot we had for Maple Fest earlier this year
- Will be exploring tent/banner costs and report back at next meeting
- New costumes for this year's parade will be a snowman family
- Rogers will be contacted to discuss broadcasting the parade
Jeff
- Have launched a signup form for Volunteers
- Will be placing the parade float sign up form online
o UPDATE: this is now available online
- Spam filters—to deal with undesirable posts have implemented automated filtering on
Facebook. The filters can be overridden if needed but they have already caught a few
objectionable posts
CMS
- A Contact Management System (CMS) has been implemented allowing us to easily manage all
contact information for the parade (volunteers,float representatives, band leaders, donors, and
organizations).
- A simple training session will be arranged to show how to use the CMS—likely at the next
meeting
- It is possible to import contact information from other sources such as Excel allowing us to bring
together all of our contact info stored in various files across the board
- Once people are entered into the system it will become possible to provide direct marketing,
emails, and mail merge for letters
Next Meeting:
- September 27th
51
SANTA CLAUS PARADE
BOWMANVILLE SANTA CLAUS PARADE MINUTES
September 27, 2016
Attendees: Terry Tzikas,Jen Ashby,Jen Laughlin, Jeff Laughlin,Allison Dart, Kathy McLaughlin, Ron
Hooper, Bill Heathcote
Motion: "To accept the minutes from the September 13, 2016 Meeting"
Motion: Jen Ashby 2"d: Allison Dart
All in favour—passed
Terryl Tzikas (Chairperson):
• Police Meeting—There were representation from Newcastle Parade, Bowmanville Parade,
Farmers Parade and Courtice Parade. Police Auxiliary and Linda Wills from the Region were also
in attendance. Bowmanville and Newcastle got short changed for date of Parade. There will be
another meeting set up. Meeting will also include setting up future dates for parades. Floats
and Fillers—likes seeing it on line but there is some confusion on how this will work.
Kathy McLaughlin (Secretary/Publicity):
• Letters to digniataries have been sent out. Also all donation letters will be sent out next week.
Committee to think about who they would like to nominate for Volunteer of the Year and decide
at the next meeting.
Jen Ashby(Bands):
• Has five bands booked with paper work completed.
52
Jeff Laughlin (Website/Volunteer Coordinator:
• There is lots of interest for Volunteering. Float Registration form is now on Website. Kathy
provided Jeff with names for Durham College and Fire Department for use for looking for
volunteers.
Jen Laughlin (Costume/Make Up Coordinator):
• Applefest—will have the same spot as Maplefest. Fire Hall Youth Centre we will have the main
space in Firehall on day of Parade. Scouts will be using the space afterwards for Pizza party.
Tents-$150.00-$300.00 range in price. Jen will look into, located in Scarborough. Rogers TV—
form has been filled out and will also call them.
Bill Heathcote(Assistant Event Coordinator):
• Barn is looking good,floats are not too dusty, Bill will give them a dust anyway. Will see if we
can get a permit for the Easel.
Motion to adjourn meeting
Motion: Bill 2nd: Jen Ashby
All in favour—Passed
Next Meeting October 11, 2016 Room 1A
53
Ciarftwu General Government Committee
Report to Council
Report to Council Meeting of October 31 , 2016
Subject: General Government Committee Meeting of Monday, October 17, 2016
Recommendations:
1. Receive for Information
(a) 8.1 Minutes of the Ganaraska Region Conservation Authority
dated September 15, 2016
(b) 8.2 Kathryn McGarry, Minister of Natural Resources and Forestry
— Introduction of Legislation to Amend the Aggregate
Resources Act
(c) 9.5 Clark Somerville, FCM President and Regional Councillor,
Halton Hills Request for Contribution to the Haiti Emergency
Fund
(d) CAO-005-16 Fall Tourism Update
2. Sally Barrie, Director of Home Support and Deb Kalogris, Administrator
of Home Support, Community Care Durham, Regarding an Update on
Community Care Durham
That the delegation of Sally Barrie, Director of Home Support and Deb Kalogris,
Administrator of Home Support, Community Care Durham, regarding an update on
Community Care Durham, be received with thanks.
3. Brenda Metcalf, Agricultural Advisory Committee of Clarington —
Request to Endorse Resolution of the Agricultural Advisory Committee
That the following Agricultural Advisory Committee of Clarington resolution, be
endorsed by the Municipality of Clarington:
Whereas Ontario-grown corn, soybeans and wheat crops generate $9 billion
in economic output and are responsible for over 40,000 jobs;
Whereas Ontario farmers are stewards of the land and understand the
importance of pollinators to our environment and ecosystems;
Page 1
54
Garington General Government Committee
Report to Council
Whereas the Ontario government is implementing changes to ON Reg 63/09
that would prevent any Certified Crop Advisor (CCA) from carrying out a pest
assessment if they receive financial compensation from a manufacturer or
retailer of a Class 12 pesticide;
Whereas the reduction of CCAs would force corn and soybean farmers to
terminate their relationships that they have built with experts that understand
their unique crop requirements, soil types, and field conditions, placing
undue delays on planting crops;
Therefore, be it resolved that the Agricultural Advisory Committee of
Clarington supports the efforts of the Member of Provincial Parliament for
Huron-Bruce to eliminate barriers to employment opportunities for CCAs and
allow Ontario farmers the freedom to engage in business with the expert of
their choice; and
That Clarington Council be advised of this resolution.
4. Lynn Dollin, President, Association of Municipalities of Ontario —
Support for Closing the Municipal Fiscal Gap
That the following Association of Municipalities of Ontario resolution, be
endorsed by the Municipality of Clarington:
Whereas recent polling, conducted on behalf of the Association of
Municipalities of Ontario indicates 76% of Ontarians are concerned or
somewhat concerned property taxes will not cover the cost of infrastructure
while maintaining municipal services, and 90% agree maintaining safe
infrastructure is an important priority for their communities;
And Whereas infrastructure and transit are identified by Ontarians as the
biggest problems facing their municipal government;
And Whereas a ten-year projection (2016-2025) of municipal expenditures
against inflationary property tax and user fee increases, shows there to be
an unfunded average annual need of $3.6 billion to fix local infrastructure
and provide for municipal operating needs;
And Whereas the $3.6 billion average annual need would equate to annual
increases of 4.6% (including inflation) to province-wide property tax revenue
for the next ten years;
For Council Meeting of October 31, 2016 Page 2
55
Ciarftwu General Government Committee
Report to Council
And Whereas this gap calculation also presumes all existing and multi-year
planned federal and provincial transfers to municipal governments are
fulfilled;
And Whereas if future federal and provincial transfers are unfulfilled beyond
2015 levels, it would require annual province-wide property tax revenue
increases of up to 8.35% for ten years;
And Whereas Ontarians already pay the highest property taxes in the
country;
And Whereas each municipal government in Ontario faces unique issues,
the fiscal health and needs are a challenge which unites all municipal
governments, regardless of size;
Now Therefore Be It Resolved that the Council of the Municipality of
Clarington supports the Association of Municipalities of Ontario in its work to
close the fiscal gap; so that all municipalities can benefit from predictable
and sustainable revenue, to finance the pressing infrastructure and
municipal service needs faced by all municipal governments.
5. Gabriel Medel, Blackbird Constructors 407 GP — Highway 407 East
Phase 2 Noise By-law Exemption Request
That the exemption for Blackbird Constructors 407 General Partnership, regarding
the 407 East Phase 2 construction project, to the Municipality's Noise By-law, from
mid October to November 30, 2016, be approved.
6. Samantha Burdett, Policy Advisory, Diversity and Immigration, Regional
Municipality of Durham Social Services Department, Regarding the
Diversity and Immigration Community Report Card, Year Four
That the delegation of Samantha Burdett, Policy Advisory, Diversity and
Immigration, Regional Municipality of Durham Social Services Department,
regarding the Diversity and Immigration Community Report Card, Year Four, be
received with thanks.
7. Ontario Community Infrastructure Fund - Execution of Agreement
That Report EGD-037-16 be received;
That the Mayor and Clerk be authorized to execute the funding agreement between
the Province and the Municipality of Clarington as attached to report EGD-037-16;
For Council Meeting of October 31, 2016 Page 3
56
Garington General Government Committee
Report to Council
That the By-law attached to Report EGD-037-16 be approved; and
That all interested parties listed in Report EGD-037-16 and any delegations be
advised of Council's decision.
8. Ban on Door-to-Door Sales of Home Services Sector Activities
That Report CLD-028-16 be received;
That the City of Markham's Resolution of May 3, 2016 requesting a Ban on
Door-to- Door Sales of Home Service Sector activities be endorsed
(Attachment 1 to Report CLD-028-16) as follows:
Whereas the Provincial Government implemented the Stronger Protection
for Ontario Consumers Act in April 2015 to address, among other things,
aggressive and misleading door-to-door sales tactics;
Whereas Ontarians over the last twelve months continue to experience
unsolicited, aggressive and misleading sales tactics at their door from
companies seeking to sell home energy products, despite this provincial
legislation;
Whereas the door to door agents acting on behalf of these companies
misrepresent their purpose and/or identity, often posing as utility inspectors
and government agents needing to gain access to the homes of Ontarians,
Whereas people across Ontario, and in particular Markham residents, have
been targeted by these door to door misrepresentations and misleading
sales tactics;
Whereas one such company has been recently charged with 142 breaches
of the Consumer Protection Act due to this fraudulent and misleading sales
conduct, previous attempts by the Province to protect Ontarians have failed;
Whereas the province has implemented a ban on door-to-door sales for
electricity and natural gas contracts by passing the Strengthening Consumer
Protection and Electricity system Oversight Act, 2015;
For Council Meeting of October 31, 2016 Page 4
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Ciarftwu General Government Committee
Report to Council
Now therefore be it resolved that Council:
1) Urge the Provincial Government to ban all door-to-door sales in
the home services sector(more specifically the sale or lease of
HVAC equipment, water heaters, water filtration systems and
other related home energy products and services by door-to-door
sales agents) as soon as possible, and before the spring session
of the Ontario legislature concludes;
2) Issue an Alert via News Release and other forms of
communication to Markham residents to warn them about ongoing
door-to-door sales activities, and encourage Markham residents to
sign the online petition at Change.org;
3) Encourage other GTA municipalities to join with Markham in
calling on the Province to act;
4) That staff be authorized and directed to do all things necessary to
give effect to this resolution.
and
That all interested parties listed in Report CLD-028-16 and any delegations be
advised of Council's decision by the Department.
9. Appointment to the Newcastle Arena Board
That Report CLD-030-16 be received;
That Gord Blaker be thanked for his contribution to the Newcastle Arena Board;
That Peter Kennedy be appointed for a term ending December 31 , 2018 or until a
successor is appointed, to the Newcastle Arena Board for the Municipality of
Clarington, in accordance with the Appointments to Boards and Committees Policy;
and
That all interested parties listed in Report CLD-030-16 and any delegations be
advised of Council's decision.
For Council Meeting of October 31, 2016 Page 5
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Ciarftwu General Government Committee
Report to Council
10. Appointment of Parking Officers
That Report CLD-031-16 be received;
That the By-law attached to Report CLD-031-16, as Attachment 1 be
approved, to appoint CLOCA as Private Parking Enforcement Officers for
private property under the ownership and jurisdiction of CLOCA; and
That all interested parties listed in Report CLD-031-16 and any delegations be
advised of Council's decision.
11. Co-operative Tender No. C2016-056 — Supply and Delivery of Winter
Sand
That Report COD-021-16 be received;
That Vicdom Sand & Gravel (Ontario) Limited with a total bid amount of
$205,504.32 (net H.S.T. Rebate) for the Municipality of Clarington's requirements of
winter sand being the lowest responsible bidder meeting all terms, conditions and
specifications of Tender C2016-056 be awarded the contract to supply
approximately 17,500 tonnes of winter sand, as required by the Municipality of
Clarington's Operations Department;
That pending satisfactory pricing and service and approval by the Durham
Purchasing Co-operative, the Purchasing Manager be given authority to extend the
contract two additional one year terms; and
That the funds expended be drawn from the Operations Department Winter
Control/Sanding/Salting Miscellaneous Operating Supplies Account
100-36-383-10300-7112.
12. Acceptance of Letters of Credit from Credit Unions
That Report FND-012-16 be received; and
That letters of credit be accepted from Credit Unions provided that they comply with
the required terms established satisfactory to the Municipal Treasurer or Municipal
Solicitor, as listed below:
a)The Credit Union is a member of the Central 1 Credit Union;
b)The Central 1 rating from Dominion Bond Rating Service for medium and
long term senior notes and Deposits is A (High) or better and short term
notes is R-1 (middle) or better;
For Council Meeting of October 31, 2016 Page 6
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Garington General Government Committee
Report to Council
c)The Credit Union is listed on the annual and quarterly reports list for the
largest 100 Credit Unions based on asset size issued by Canadian Credit
Union Association; and
d)The developer or other company posting the letter of credit is responsible
for supplying (or arranging to supply) to Clarington documented proof of the
Credit Union's standing.
13. List of Applications for Cancellation, Reduction, Apportionments or
Refund of Taxes
That Report FND-014-16 be received;
That the list of applications, attached to Report FND-014-16 as Attachment 1, for
cancellation, reduction, apportionments or refund of taxes be approved;
That Council's authority pursuant to Sections 356 (Division into parcels), 357
(Cancellation, reduction, refund of taxes), 358 (Overcharges) and 359 (Increase of
Taxes) of the Municipal Act, 2001, be delegated to the Treasurer as authorized
under Section 23.2 of the Municipal Act, 2001; and
That a By-law be passed delegating Council's authority under Sections 356, 357,
358 and 359 of the Municipal Act, 2001 to the Treasurer.
14. 2016/2017 Insurance Program
That Report FND-015-16 be received;
That the general insurance placement, in conjunction with the other member
municipalities of the Durham Municipal Insurance Pool, with the Frank Cowan
Company for an integrated pooling arrangement that includes integrated insurance
coverages and common self-retention deductible levels for the period July 1, 2016
to June 30, 2017, at an approximate cost to Clarington of $943,554 be confirmed;
and
That Clarington's share of the $1.7 million surplus funds, amounting to $223,550 be
utilized for risk management and claims prevention projects as identified.
15. Electronic Message Boards for Community Events in Courtice
That Staff be directed to provide a report on the cost and potential locations of an
electronic message board for community events in Courtice.
For Council Meeting of October 31, 2016 Page 7
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Ciarftwu General Government Committee
Report to Council
16. Sign Exemption Request for Rotary Club of Courtice
Whereas the Municipality of Clarington Sign By-law 2009-123 allows for temporary
signs for Community Groups to announce a community function or event sponsored
by a non-profit organization;
And Whereas the Sign By-law allows signs for a Community Group on the property
where the event will be held or, by Council policy, on municipally owned property;
and
And Whereas the Courtice Rotary is requesting to place a sign on a privately
owned property located on the south side of Bloor Street east of Townline Road
leading up to the "Welsh Men's Choir Concert" on November 19, 2016;
Now therefore, the be it resolved that, subject to the Courtice Rotary obtaining the
owner's consent, staff be directed to issue a sign permit for the Courtice Rotary for
the two week period leading up to the event from November 4, 2016 to November
19, 2016 for the property on the south side of Bloor Street east of Townline Road
as long as it remains undeveloped.
17. Organizational Review
That the Interim CAO be directed to prepare a report providing Members of Council
with information regarding the process, costs and outcomes of other municipalities'
organization structure reviews.
For Council Meeting of October 31, 2016 Page 8
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Ciarftwu Special Planning & Development
Committee Report to Council
Report to Council Meeting of October 31 , 2016
Subject: Special Planning & Development Committee Meeting of Monday, October 24,
2016
Recommendations:
1. Report PSD-060-16 Recommended Official Plan Amendment No. 107
(OPA 107) - Clarington Official Plan Review
1. That Report PSD-060-16 be received;
2. That pursuant to:
a. The Provincial Policy Statement 2014;
b. The Provincial Greenbelt Plan (Greenbelt Plan);
c. The Provincial Growth Plan for the Greater Golden Horseshoe (Growth
Plan);
d. Amendments 114 and 128 to the Durham Regional Official Plan;
e. The environmental policies and watershed studies of the Central Lake
Ontario Conservation Authority, the Ganaraska Region Conservation
Authority and the Ministry of Natural Resources; and
f. The Municipality's Official Plan Review process;
That Official Plan Amendment 107 (OPA 107), be adopted as amended by
Council to update the Clarington Official Plan and bring it into conformity with
Provincial and Regional Planning documents noted above as follows:
a) That recommended amendment 467 as detailed on page 110 of
Attachment 3 to Report PSD-060-16, regarding Special Policy
Area D, be amended such that it reads as follows:
Special Policy Area D is located within Special Study Area 4
Courtice Employment Area. The redevelopment of the site
may not take place until such time as sewer and water services
are available. In the interim, the existing uses may continue.
Page 1
62
Garington Planning & Development Committee
Report to Council
b) That the Municipality of Clarington create a policy to encourage
the Region of Durham to locate Municipal Household Hazardous
Waste Facilities in employment areas of the Municipality.
3. That the Director of Planning Services be authorized to finalize the form and
content of OPA 107 resulting from Council's consideration, public
participation, agency comments and technical considerations;
4. That OPA 107 be forwarded to the Region of Durham for approval;
5. That the Region of Durham be requested to initiate amendments to the
Durham Regional Official Plan, as necessary to implement OPA 107;
6. That upon adoption by Council, the Clarington Official Plan be implemented
by Staff as Council's Policy on all land use and planning matters and be
implemented through the capital budgets; and
7. That all interested parties listed in Report PSD-060-16 and any delegations
be advised of Council's decision by the Department.
For Council Meeting of October 31, 2016 Page 2
63
Cladiwn Planning & Development Committee
Report to Council
Report to Council Meeting of October 31 , 2016
Subject: Planning & Development Committee Meeting of Monday, October 24, 2016
Recommendations:
1. Receive for Information
(a) 9.1 Debi A. Wilcox, Regional Clerk/Director of Legislative Services,
The Regional Municipality of Durham — Durham Region's
Response to the Co-ordinated Review of the Growth Plan for
the Greater Golden Horseshoe, Greenbelt Plan and Oak
Ridges Moraine Conservation Plan
2. Andrew Gumbinger — Request to Extend the Use of Temporary Living
Quarters at 2830 Solina Road, Darlington
That the six month extension for the use of temporary living quarters at 2830 Solina
Road, subject to signing a further Letter of Undertaking, be approved.
3. Municipal Comments on the Co-ordinated Review of the Growth Plan
for the Greater Golden Horseshoe, the Greenbelt Plan, and the Oak
Ridges Moraine Conservation Plan
That Report PSD-059-16 be received as the Municipal comments on the Provincial
Co-ordinated Land Use Planning Review;
That a copy of Report PSD-059-16 be forwarded to the Ministry of Municipal Affairs
and Housing, Ministry of Natural Resources and Forestry, Ministry of Agriculture
and Rural Affairs, and the Region of Durham; and
That the interested parties listed in Report PSD-059-16 and any delegations be
advised of Council's decision.
Page 1
64
Cladiwn Planning & Development Committee
Report to Council
4. An Application by 2103386 Ontario Limited Removal of Holding Symbol
for 6 Residential Lots
That Report PSD-061-16 be received;
That the application submitted on behalf of 2103386 Ontario Limited to remove the
Holding (H) Symbol be approved and that the By-law attached to Report
PSD-061-16 to remove the Holding (H) Symbol be passed;
That Council's decision and a copy of Report PSD-061-16 be forwarded to the
Region of Durham and the Municipal Property Assessment Corporation; and
That all interested parties listed in Report PSD-061-16 and any delegations be
advised of Council's decision.
5. Municipally-Initiated Zoning By-law Amendment for Properties Fronting
on Tooley Road in Courtice
That Report PSD-038-16 and Addendum to Report PSD-038-16 be received;
That the Zoning By-law Amendment be approved as contained in Attachment 2 of
Addendum to Report PSD-038-16;
That the Durham Regional Planning and Economic Development Department be
forwarded a copy of Addendum to Report PSD-038-16 and Council's decision; and
That all interested parties listed in Report PSD-038-16 and this Addendum to
Report PSD-038-16 and any delegations be advised of Council's decision.
For Council Meeting of October 31, 2016 Page 2
65
V
Oshawa'- Corporate Services Department
City Clerk Services
File A-2100
September 29, 2016
Donna McAllister, Executive Director
Durham Region Employment Network
60 Bond Street West, 8t" Floor
OSHAWA, ON L1G 1A5
Re: Seeking Emergency Financial Assistance in Order to Continue to Support the Economic
Participation of Those Furthest from the Labour Market in Durham Region
This is in response to your correspondence to Oshawa City Council on September 26, 2016
concerning the above-referenced matter.
City Council considered the matter at its meeting of September 26, 2016 and adopted the
following resolution:
"Whereas the Durham Region Employment Network (D.R.E.N.) is a `grass roots'
organization that has built itself into an award-winning network. They are thirty-five
community and employment sector organizations working together to ensure that
employment is accessible to all in Durham Region; and,
Whereas their focus is to increase the economic participation of those furthest from the
labour market and they are a regional network that has been working in our community
for the 23 years but has not had Regional or City funding; and,
Whereas D.R.E.N.is co-located in the Canadian Mental Health Association Durham
building which serves as a hub of services for persons with mental health disabilities;
and,
Whereas they have provided economic development offices with data on available job
seekers by industry and have organized large-scale recruitments for companies moving
to the area and they are a recognized leader in bringing together people and resources
to support persons with barriers to employment; and,
Whereas D.R.E.N. was recognized provincially by the Governor General of Ontario with
the awarding of the David C. Onley Award for Leadership in Accessibility; and,
Whereas in 23 years D.R.E.N. has successfully managed over 50 projects and millions of
dollars in project funding; however, project funding is precarious and with no core funding
the impact of even the smallest delays can be disastrous; and,
The Corporation of the City of Oshawa, 50 Centre Street South, Oshawa, Ontario L1 H 3Z7
Phone 905.436.3311 1.800.667.4292 Fax 905.436.5697
www.oshawa.ca 66
- 2 -
Whereas their funds are so depleted from providing core services without project funding
that they find themselves for the first time requesting emergency assistance in the
amount of$25,000 to keep their doors open;
Therefore let it be resolved that Council approve a one-time emergency bridging funding
in the amount of$1,600 and that it be funded from the contingency fund. This fund can
easily support this request because it has capacity; and further,
That a request be sent to each area municipality in Durham Region to support a one-time
emergency bridging funding in the amount of$1,600; and,
That this request be sent to the Region of Durham where there will be a motion at
Committee of the Whole on October 5, 2016. At that time Regional Councillors will be
asked to support a one-time emergency funding of$12,500. If approved at the Regional
level, this request will bring the total contribution locally and Regionally to $25,000, (as
long as all municipalities participate). This funding is needed in order to keep D.R.E.N.'s
doors open while they secure new funding sources."
Enclosed is a cheque in the amount of $1,600, as noted above.
By copy of this letter, I am advising the Region of Durham and its area municipalities of
Oshawa Council's decision.
If you need further assistance, please contact Stephanie Sinnott, Director, Finance Services /
Treasurer at the address listed below, or by telephone at 905-436-3311.
Sandra Kranc
City Clerk
/kb
c: Region of Durham
City of Pickering
Town of Ajax
Town of Whitby
Township of Brock
Township of Scugog
Township of Uxbridge
Municipality of Clarington
67
Clarftwn
Chief Administrative Office
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: Council
Date of Meeting: October 31, 2016
Report Number: Addendum to Report CAO-004-16 Resolution:
File Number: By-law Number:
Report Subject: Clarington Board of Trade Contract Renewal - Performance
Measures
Recommendations:
1. That Report CAO-004-16 and Addendum to Report CAO-004-16 be received;
2. That Council approve the renewal of the contract with the Clarington Board of Trade for
the delivery of economic development services as recommended in Report CAO-004-16;
3. That the approach proposed for performance measures as set out in section 2.2 of this
Addendum to Report CAO-004-16 be included in the 2017-2021 contract with the
Clarington Board of Trade;
4. That all interested parties listed in Report CAO-004-16 and any delegations be advised
of Council's decision.
68
Municipality of Clarington
Addendum to Report CAO-004-16 Page 2
Report Overview
On October 17, 2016 the General Government Committee considered Report CAO-004-16
which recommended that Council approve the renewal of the contract with the Clarington
Board of Trade (CBOT) for the delivery of economic development services based on certain
conditions, at a graduated fee starting at $330,000 in 2017 and reaching $484,000 in 2021
commensurate with a graduated increase in services. This increase in services is to
recognize that Clarington faces unprecedented opportunity for jobs and investment and that
economic development is the Municipality's top Strategic Plan priority. Clarington's historical
level of service and consequent investment has not reflected this priority neither as
compared to other municipalities nor as compared to its investment in other services.
Committee asked many questions of CBOT representatives and learned of their robust
business plan based on leading practices in this service that identifies 61 unique actions that
CBOT intends to undertake. Committee asked that the Interim CAO report to the Council
meeting of October 31St on the specific accountability measures to be set out in the
agreement with the CBOT. This report sets out recommended measures based on best
practices and discussion with the CBOT.
1 . Background
1.1 At the October 17,2016 meeting, the General Government Committee considered Report
CAO-004-16 which recommended Council approve the renewal of the contract with the
Clarington Board of Trade (CBOT) for the delivery of economic development services,
based on certain conditions and at a graduated fee starting at $330,000 in 2017 and
reaching $484,000 in 2021 commensurate with a graduated increase in services. The
service has been provided for the last five years at an annual fee of $225,000. The
current contract expires on December 31, 2016.
1.2 The Interim CAO suggested in his previous Report (CAO-004-16) that while the costs as
proposed by the CBOT are projected to increase over time, so will the service offering
and the service needs to be significantly enhanced if Clarington is to recognize:
• the priority that the Municipality has attached to economic development,
• its key financial structural challenge of a 90/10 split in residential/commercial &
industrial assessment, and
• the very significant opportunity before Clarington to realize jobs for residents and
investment in local businesses if it can optimize the advantage to local
businesses of the tremendous level of external investment it is about to
experience.
The Report further stated that the current underinvestment risks the community's ability to
address these key challenges and opportunities.
69
Municipality of Clarington
Addendum to Report CAO-004-16 Page 3
1.3. Through discussion with the CBOT representatives, Committee learned of their significant
contribution to gaining results for the community to date —from connecting local
businesses with major infrastructure projects to influencing the decision makers on these
major infrastructure investments. They also learned about the CBOT's robust business
plan, based on leading practices in this service that identifies 61 unique actions that
CBOT intends to undertake. Matters that Councillors suggested needed attention will be
addressed, including reviewing branding and communications, enhancing the tracking of
real estate vacancy rates, implementing business retention and expansion initiatives for
downtowns as well as for the manufacturing sector and enhancing the system for tracking
business leads. These 61 actions will address these key challenges and opportunities,
and Committee was advised that these would be compromised with a level of investment
less than what it would cost to provide these activities. They were also advised on the
cost allocation approach of the CBOT to ensure fairness in the distribution of the costs
between the membership and the service contract.
1.4 The Interim CAO, recognizing the need for enhanced accountability in the delivery of this
service, and the significant increase in the funding proposed for the service,
recommended in Report CAO-004-16 that the Municipality make it a condition of the
contract that before moving to the funding level of$443,000 proposed by CBOT for 2018,
that the CBOT demonstrate to the Municipality substantial completion of its proposed
2017 workplan. He also recommended that generally accepted performance measures
for economic development service be established and written into the service contract
and he provided six examples of these measures.
1.5 Committee asked that the Interim CAO report to the Council meeting of October 31, 2016
on the specific accountability measures to be set out in the agreement with the CBOT.
The Interim CAO suggested this short turn around time recognizing that finalizing the
contract is of some urgency in order to effectively plan and implement the services,
especially given the condition that substantial completion of the 2017 workplan will be
required before releasing funding for the balance of the contract. If this timing is
compromised, then this condition will need to be revisited.
2. Policy Analysis
2.1. The Interim CAO, drawing on performance measures suggested by the Economic
Developers Association of Canada, and measures used by Peterborough Economic
Development, discussed with CBOT which of these measures would be relevant to
Clarington. After intensive discussion with the Executive of the Board of Directors, some
14 measures were identified as suitable, feasible and that the Board would be willing to
be held accountable for.
2.2 Both activity measures (six of them) as well as outcome measures (seven of them) were
identified to recognize that success on the first leads to success with the second, so each
need to be tracked. The Interim CAO encouraged, based on the Committee discussion,
that targets be set. He also suggested that some targets take longer to reach and should
70
Municipality of Clarington
Addendum to Report CAO-004-16 Page 4
be expressed as a five year target whereas others are practical to suggest as annual
targets. He also encouraged that a percentage increase be established rather than
absolute number as in many instances a baseline will need to be established. The
recommended measures are set out in Attachment 1. It is recommended that the contract
with CBOT provide that CBOT's performance in relation to these measurable be reported
to Council at least once per year in every year of the contract.
3. Conclusion
Economic development needs to be delivered at a service level commensurate with the
priority Council has attached to jobs and investment for Clarington. A robust plan with
some 61 actions has been developed by the Clarington Board of Trade to help deliver
these results. This requires a significant increase in the Municipal support for this service.
Enhanced accountability for this support goes in hand with this increase. Suitable,
feasible and acceptable measures of performance have been developed for this purpose.
These, combined with the existing accountability actions and the enhanced ones
suggested in Report CAO-004-16 to General Government Committee, should be
reflected in the Municipality's contract with the Clarington Board of Trade to ensure a
strong return on investment for the Municipality.
4. Strategic Plan Application
The recommendations contained in this Report conform to the Strategic Plan.
Submitted by:
Curry Clifford, MPA, CMO,
Interim CAO
Staff Contact: Curry Clifford, CAO, 2002 or cclifford@clarington.net
Attachments:
Attachment 1- Clarington Economic Development Tracking Targets
Attachment 2 — Report COA-004-16
The following is a list of the interested parties to be notified of Council's decision:
Board of Directors, Clarington Board of Trade
71
Municipality of Clarington Addendum to Report CAO-004-16Attachment 1
to Addendum
to Report CAO-004-16
Clarington Economic Development
Tracking Targets-See notes below for explanation of targets
2018 Target% 2019-2021 Target
2017 Target% increase increase over Annual % increase
Activity over 2016 2017* over previous year**
Corporate Calls Made 30% 15% 3%
Inquires responded to 10% 5% 2%
Investment Outreach 20% 10% 3%
Youth Engagement 10% 5% 2%
Business Mentorship 20% 10% 3%
contacts @ Tradeshows Conferences and
Events-total proactive contacts 25% 15% 3%
2019-2021
Target Annual
2018 Target Annual % % increase over
Outcomes increase over 2017*** previous year
Job Growth and Retention 1% 1%
Number of Business Locations 1% 1%
Announced Investments- New and Expansion 3% 1%
Brand Awareness (Readership numbers) 5% 2%
Local Business Partnerships Facilitated 10% 2%
In addition CBOT has two outcome targets that are a 5 year timeframe: first, a 1%decrease in the proportion of
residents leaving Clarington for work vs working in Clarington and second, a 2% increase in total capital investment in
Clarington
Notes
* 2018 Targets are based on additional increase to realized 2017 targets
** 2019-21 Targets are based on additional increases realized in previous years and existing and new programming to
be maintained
*** Outcome targets are set starting in 2018, rather than 2017 as the programming- including the activities
measured above-will need to be put in place in 2017 in order to start generating these type of outcomes
72
Attachment #2 to Addendum
to Report CAO-004-16
Clam �
Chief Administrative Office
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: October 17, 2016
Report Number: CAO-004-16 Resolution:
File Number: By-law Number:
Report Subject: Clarington Board of Trade Contract Renewal
Recommendations:
1. That Report CAO-004-16 be received;
2. That Council approve, conditional on the accountability measures set out in this report, the
renewal of the contract with the Clarington Board of Trade for the delivery of economic
development services for a period of five years (2017- 2021 inclusive) for a graduated fee
based on increases in service offered as described by the CBOT in its proposal to Council
starting at $330,000 in 2017, moving, conditional on substantial completion of the 2017
workplan as summarized in Attachment 1 of this report, to $443,000 in 2018, $456,000 in
2019, $470,000 in 2020 and $484,000 in 2021
3. That the 2017 allocation of $330,000 be a preapproved amount in the 2017 budget; and
4. That the Mayor and the Clerk be authorized to execute an agreement with the Board of
Trade; and
5. That all interested parties listed in Report CAO-004-16 and any delegations be advised of
Council's decision.
73
Municipality of Clarington Report CAO-004-16
Report Overview
Clarington faces unprecedented opportunity for jobs and investment. This is its top Strategic
Plan priority. To realize the highest possible local benefits of this opportunity, the Municipality
will need to significantly increase its investment in this service to a level comparable to other
municipalities and comparable to other Clarington services. CBOT has developed a robust
business plan based on leading practices in this service that can deliver these benefits at a
competitive and graduated cost. Key options for delivering this service are analyzed against
the criteria most relevant to this decision. The report concludes that contracting with CBOT
offers the best value for money and minimal reputational risk and recommends additional
accountability measures.
1 . Background
1.1. "Facilitate the creation of jobs, attraction of new businesses and expansion of existing
businesses" is the first of six priorities that Council has established for its term in the
Municipality's 2015-2018 Strategic Plan. A key means to deliver on this priority is a
strong economic development service. This service has been delivered under contract
for the last 16 years by the Clarington Board of Trade.
1.2. The current contract expires on December 31, 2016 and would require a decision of
Council to continue the contractual arrangement and determine the costs to continue or
expand the services provided. The current contract provides for an annual fee of
$225,000. The Board has discussed with the Interim Chief Administrative Officer its
Business Plan which contains a proposal for a five (5) year contact renewal to reflect a
graduated fee structure based on increases in service offered starting at $330,000 in
2017, moving to $443,000 in 2018, $456,000 in 2019, $470,000 in 2020 and $484,000
in 2021. See Attachment 1 and additional information, including the Business Plan,
which will be distributed by CBOT to Council under separate cover.
1.3. Since assuming the responsibility of economic development in 1999, the Board of Trade
has gradually evolved into an umbrella organization of all local business groups and
associations. Working in concert with those economic development partners, the Board
has taken on many economic development and promotional activities, spoken on behalf
of all businesses in Clarington and worked closely with municipal staff to facilitate new
business development. The Board has established a strong presence within the Greater
Toronto Area economic development community and nationally in the nuclear industry.
1.4 The CBOT has evolved to a point that community minded leaders in the diversity of
Clarington's economy—from manufacturing to agriculture to tourism to finance,
insurance and professional services to nuclear to retail to residential and commercial
74
Municipality of Clarington
Report CAO-004-16 Page 3
development to post secondary - are actively engaged in the leadership of Clarington's
economic development. These business people offer Clarington their skills in business
development, their orientation to solving business problems and seizing business
opportunities and their considerable network to work with professional economic
development staff employed by them as a Board. In municipal terms in Ontario this is
rare to have this depth of engagement. It means that businesses that are considering
expanding or locating in Clarington are met with this business orientation. And it means
that instead of conflict with the business community, as is seen in some other
communities, the Municipality of Clarington experiences collaboration.
1.5. The Interim Chief Administrative Officer has had the privilege of working closely with the
Board staff over most of the term of the current contract. He has experienced how their
initiative, experience and strategic orientation has helped Clarington gain: a $12.5
investment in nuclear refurbishment; a commitment from the Premier that can realize
21,000 jobs around the hubs of an extended GO Train service; the expansion of
businesses in Clarington's innovative agriculture sector, emerging health sciences
sector, revitalized tourism sector, niche manufacturing sector and in the nuclear supply
chain.
1.6. Clarington is now home to three of the top 100 infrastructure projects in the whole of
Canada. The Interim CAO has seen how the CBOT needs to, and is willing to "up its
game" - to undertake its own transformation - in order to optimize for the community the
benefits of the transformational economic change that is before Clarington.
1.7. While the costs as proposed by the CBOT are projected to increase over time, so will
the service offering and the service needs to be significantly enhanced if Clarington is to
recognize:
- the priority that the Municipality has attached to economic development
- its key financial structural challenge of a 90/10 split in residential/commercial &
industrial assessment
- the very significant opportunity before Clarington to realize jobs for residents and
investment in local businesses if it can optimize the advantage to local
businesses of the tremendous level of external investment it is about to
experience.
The current underfunding risks the community's ability to address these key challenges and
opportunities.
75
Municipality of Clarington
Report CAO-004-16 Page 4
2. Policy Analysis
Key criteria for decision-making on service delivery:
2.1. From a service delivery perspective, the Municipality needs to satisfy itself that how it
chooses to deliver any service, including economic development, will meet a number of
criteria. These criteria have been established through municipal sector experience over
many years and continue to evolve and have been highlighted for Council in other
contexts. In the context of this service there are three key criteria:
- value for money
- accountability
- reputational risk.
Key options for service delivery:
2.2. There are a range of options for how to deliver this service. The key ones are:
a. In-house service delivery
b. Creating a special purpose body for this service along the lines of what Kingston and
Peterborough have done
c. Contract with the CBOT for service delivery
2.3 Option analysis
a. In-house service delivery
Pros:
- offers strong accountability to Council as Council can define the service outcomes,
the broad means by which they will be achieved and can adjust resources each year
based on results achieved rather than another body determining these matters
- permits direct management of reputational risk as the Municipality can impose its
corporate and public policy directions and financial controllership policies and
directly monitor and adjust its practices.
76
Municipality of Clarington
Report CAO-004-16 Page 5
Cons:
- unlikely to provide the value for money of other options as the costs (both base and
per unit costs, including salaries and wages, benefits, pension, accommodation) are
likely to be higher. As well, considerable business expertise would be unlikely to
continue to be provided without charge. At the same time, the benefits would likely
be lower as the Municipality could not easily acquire the local business expertise
and orientation and willingness of investors to share candid information that comes
with businesses serving business with the contract arrangement
- nimbleness to respond to reputational risk may be reduced as municipal
governments need to respond to a wider range of (sometimes competing) objectives
and make decisions in a more complex and regulated accountability framework.
b. Creating a special purpose body for this service
Pros:
- opportunity for the benefits part of value for money to be strong as the organization
is focussed on only one key public objective — economic development— and does
not have competing public objectives.
Cons:
- accountability has long been recognized as a key weakness of special purpose
bodies: they don't tend to need to compete internally with a wide range of other
public priorities nor compete in the marketplace so natural accountability incentives
are absent. Accountability is that much more difficult in the economic development
area regardless of who delivers this service because, as it has been well recognized,
there are so many variables that effect outcomes. Added to the difficulty is that
special purpose bodies in this service are generally governed by multi stakeholder
organizations and the executive can easily serve as delegates of these
organizations rather than as trustees representing the best interests of the
organization they are governing.
- Arresting risks to the reputation of the Municipality can be more difficult to quickly
address in this more complex and less accountable environment.
77
Municipality of Clarington
Report CAO-004-16 Page 6
- costs can be significant both because a new body would need to be created and
because the incentives for clear accountability are not inherent. The consequent
expenditure control that comes with that accountability arrangement is more difficult
to muster. Moreover, the in-kind contribution of volunteers as experienced with the
expertise brought by the CBOT membership to the operation of the service is
unlikely to be as prominent where they are not directly responsible for delivering the
service
c. Contract with the CBOT for service delivery
Pros:
- strong value for money— both on the cost and benefit side. On the cost side, as is
illustrated in Attachment 1, the costs are very competitive as against both other
municipalities' costs of delivering this service and as against other services of the
Municipality. Even with the increases proposed, Clarington would remain on the low
end of per capita spend of neighbouring municipalities and economic development
would remain at less than $1 of the $100 Clarington portion of the tax bill and less,
as an example, than the comparative share of Animal Services. On the benefit side,
CBOT has developed a strong program and business plan based on a very useful
framework developed by the province from best practices in the delivery of this
service. From creating a common portal for employers and those seeking work, to
enhancing site locator information to strengthening partnerships with industry
associations, post secondary and the Municipality itself (from procurement, to the
development approval process, to government relations), the critical bases will now
be covered as the service is enhanced through a graduated approach.
- Reputational risk for the Municipality with this option is limited as the contractor has
a built in incentive to protect the reputation of the Municipality as success in the
other side of its services — services to members and potential members — depends
on this. Moreover, the CBOT is not providing services in other communities so
cannot spread its risks over a wider base so is further motivated to manage this
carefully.
78
Municipality of Clarington
Report CAO-004-16 Page 7
Cons:
- Accountability will never be as direct as it would be with direct service delivery and
that is a trade-off when contracting for any service. It can continue to be mitigated
however through regular reporting to Council, involvement of Council and senior
staff in CBOT events and the participation of senior staff— currently the Interim CAO
- on the Board of Directors of CBOT as the Municipal Advisor.
- Reputational risk for the Municipality can never be completely eliminated in any
option. Better information sharing between the Municipality and the CBOT and vice
versa has started and this will go some way to managing this risk.
Enhancing Accountability
2.4 The analysis indicates that on balance Clarington would be best served by contracting
for economic development services from the CBOT. At the same time, the CBOT's
proposal represents a significant increase in the investment in this service — and
paragraph 1.7 above illustrates why this level of increase is necessary. At the same
time, the accountability for this service could be stronger. To address both issues, it is
proposed that the Municipality make it a condition that:
• before moving to the funding level of $443,000 proposed by CBOT for 2018, that
the CBOT demonstrate to the Municipality substantial completion of the 2017
workplan as summarized in Attachment 1 of this report
• that generally accepted performance measures for economic development
service be established and written into the service contract, including as
examples: number of jobs attracted; business expansion investment facilitated by
CBOT action; increase in commercial and industrial assessment base; cost
savings for businesses assisted as a result of CBOT programs; active investment
prospects in the pipeline; percentage of business leads that choose to locate in
Clarington.
2.5. Concurrence
Not Applicable
79
Municipality of Clarington
Report CAO-004-16 Page 8
3. Conclusion
Economic development is the Municipality's top priority. Clarington faces unprecedented
opportunity for jobs and investment. To realize the highest possible local benefits of this
opportunity, the Municipality will need to significantly increase its investment in this
service to a level comparable to other municipalities and comparable to other Clarington
services. CBOT has developed a robust business plan based on leading practices and
the input from business in this service that can deliver these benefits at a competitive
and graduated cost. Compared against other feasible options, contracting with CBOT
offers the best value for money and minimal reputational risk for the Municipality.
Additional means to enhance accountability will, combined with these benefits, provide
Clarington the opportunity for a prosperous future.
4. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Curry Clifford, MPA, CMO
Interim CAO
Attachments:
Attachment 1- Summary chart of proposed business plan, comparative table showing
economic development costs per capita and graph showing economic development share of
tax bill
Note: Additional material to be distributed by CBOT to Council under separate cover
The following is a list of the interested parties to be notified of Council's decision:
Board of Directors, Clarington Board of Trade
so
Attachment #1 to Report CAO-004-16
1
sell
Continue and expand current
1 �
programming
Adjust Structure ,
Identify appropriate office Continue and expand existing
location programming .�
1 New Hire Settled in identified location
Structure for incubator in place Continue and expand existing
Identify Project Priorities programming • . ;
Implement to 3 new initiatives Equip the incubator 3
p p Implementation of / of I '
Launch new tracking system 1 New Hire programs identified in 2017- Continue and expand existing
Planning for employment portal
Identify remaining priority 2021 plan will be completed programming
projects and implement Begin process for economic Implementation of% of
Participate in top 3 conference, Ian is strate 2022- 2027 programs identified in 2017- Continue and expand existin
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Expand efforts for Hospital Develop and Launch new continue process for economic Implementation of% of
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Per Capita 2016 Estimated Population
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■Pickering ■Ajax Whitby ■Oshawa ■Clarington Port Hope ■Cobourg ■Peterborough ■Milton
82
Your taxes pay for many Municipal services. Here's a breakdown of how each $100 of the Clarin ton portion of your tax bill is spent.
OPERATIONS* $21.24
FIRE SERVICES $20.19
CORPORATE SUPPORT 14.53
CAPITAL FINANCING $10.81
RECREATION FACILITIES AND PROGRAMS $10.28
LIBRARY $5.25
COMMUNITY PLANNING $A.07
WINTER MAINTENANCE $3. 3
ENGINEERING SERVICES $2.73
CULTURE $1.51
COMMUNICATIONS $1.31
MUNICIPAL LAW AND PARKING ENFORCEMENT $1.10
ANIMAL SERVICES $0.97
CROSSING GUARDS $0.70
DEBT SERVICING $0.57
TOURISM $0.50
ECONOMIC DEVELOPMENT $0.39
COMMUNITY GRANTS $0.17
BUILDING INSPECTION $0.05
* INCLUDES ROADS, PARKS,CEMETERIES, BUILDINGS,STREETLIGHTS &SIDEWALK MAINTENANCE ETC.
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Agenda Addendum Items
Clarftwn
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: Council
Date of Meeting: October 31, 2016
Report Number: COD-022-16 Resolution:
File Number: CL2016-25 By-law Number:
Report Subject: Re-alignment of Concession Road 3 and 57 Intersection
Recommendations:
1. That Report COD-022-16 be received;
2. That Coco Paving Inc. with a total bid amount of $380,710.16 (net HST Rebate) for the
Municipality of Clarington's requirements for the RR57 and Concession Road 3 interim
intersection construction being the lowest responsible bidder meeting all terms, conditions
and specifications of Tender CL2016-25 be awarded as required by the Engineering Services
Department;
3. That the funds required for this project in the amount of $454,300.00 (net HST Rebate)
which includes the construction cost of $380,710.16 (net HST Rebate) and other related
costs such as inspection, contract administration, materials testing and contingencies of
$73,589.84 (net HST Rebate) and funded by both the Municipality and the Region of
Durham as follows:
North Scugog Court 110-32-330-83358-7401 $362,400.00
Region of Durham 100-00-000-00000-1010 $ 91,900.00
4. That all interested parties listed in ReportCOD-022-16 and any delegations be advised of
Council's decision by the Purchasing Division.
Municipality of Clarington
Report COD-022-16 Page 2
Report Overview
To request authorization from Council to award the contract for the re-alignment of Concession
Road 3 and Regional Road 57 Intersection, and closing of the north end of North Scugog
Court as required by the Municipality of Clarington's Engineering Services Department.
1 . Background
Tender specifications were prepared by CIMA and Engineering Services and provided to
the Purchasing Services Division.
This project is for work at the intersection of Regional Road 57 / North Scugog Court/
Concession Road 3. The project involves the closing of access to North Scugog Court at
Concession Road 3 to intersect with Regional Road 57 at right angles, and includes the
installation of traffic signals at this intersection.
Tender CL2016-25 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Notification of the availability of the document
was also posted on the Ontario Public Buyer's Association website. Fifteen (15)
companies downloaded the document.
The Tender closed on Thursday, October 20, 2016.
2. Analysis
Four bids were received in response to the tender call. Bids were reviewed and tabulated
by the Purchasing staff(see Attachment 1). All submissions were deemed to be compliant.
The results were forwarded onto Engineering Services for their review and consideration.
After review and analysis of the submissions by the Consultant, Engineering Services
Department and the Purchasing Services Division, it was mutually agreed that the low
bidder, Coco Paving Inc. be recommended for the award of contract CL2016-25.
As Coco Paving Inc. has done work for the Municipality in the past reference checks were
not required as their work has meet the Municipality's requirements in the past.
3. Financial
That the funds required for this project in the amount of$454,300.00 (net HST Rebate)
which includes the construction cost of$380,710.16 (net HST Rebate) including other
costs related costs such as inspection, contract administration, materials testing and
contingencies of $73,589.84 (net HST Rebate) and funded by both the Municipality and
the Region of Durham as follows:
North Scugog Court 110-32-330-83358-7401 $362,400.00
Region of Durham 100-00-000-00000-1010 $ 91,900.00
Municipality of Clarington
Report COD-022-16 Page 3
Queries with respect to the department needs should be referred to the Director of
Engineering Services.
4. Concurrence
This report has been reviewed by Tony Cannella, Director of Engineering Services who
concurs with the recommendation.
5. Conclusion
It is respectfully recommended that Coco Paving Inc. being the lowest compliant bid of
$380,710.16 (net HST. Rebate) be awarded the contract for the RR57 and Concession
Road 3 interim intersection construction as per Tender CI_2016-25.
6. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Reviewed by:
Marie Marano, H.B.Sc., C.M.O. Curry Clifford MPA, CMO,
Director of Corporate Services Interim CAO
Nancy Taylor, BBA, CPA, CA.,
Director of Finance/Treasurer
Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or
dferguson@clarington.net
Attachments: Attachment 1 — Tabulation of Bid Summary
MM/DF/sm
Municipality of Clarington Attachment 1 to
Report COD-022-16
city;WOOR
Municipality of Clarington
Summary of Bid Results
Tender CL2016-25
RR57 and Concession Road 3
Interim Intersection Construction
Bidder Total Bid Total Bid
with HST included net HST Rebate
Coco Paving Inc. $422,761.87 $380,710.16
Nick Carchidi Excavating Ltd. $434,535.15 $391,312.36
Blackstone Paving & $445,205.31 $400,921.17
Construction Ltd
Brennan Paving & $596,518.53 $537,183.41
Constructions
Claitgton
Memo
Clerk's Department
If this information is required in an alternate accessible format, please contact the Municipal
Clerk at 905-623-3379 ext. 2102.
To: Mayor Foster and Members of Council
From: Anne Greentree, Municipal Clerk
Date: October 31, 2016
Subject: Council Meeting Agenda —October 31, 2016 — Update
File: CO3.Council
Please be advised of the following updates to the Council Agenda:
7. Delegations
Please be advised that Michael Fry, D. G. Biddle &Associates, contacted the Municipal Clerk's
Department on Friday, October 28, 2016, leaving a voicemail message at 4:13 PM to register
as a delegation speaking to Report PSD-060-16 - Recommended Official Plan Amendment
No. 107 (OPA 107) - Clarington Official Plan Review (Item 1 of the Special P & D Committee
Report) for 2411 and 2415 Baseline Road.
Unfortunately, the message was not retrieved until after the Final Agenda was published, and
therefore, his name was not included on the Final Agenda page. I apologize for this oversight.
Subsequent to publishing of the Final Agenda, we have been advised that Carolyn Molinari
(Delegation 7.2) is unable to attend tonight's meeting.
Anne Green ee
Municipal Clerk
CAG/cf
c: C. Clifford, Interim Chief Administrative Officer
Department Heads