HomeMy WebLinkAbout11/28/2016
FINAL
General Government Committee
Agenda
Date: November 28, 2016
Time: 9:30 AM
Place: Council Chambers, 2nd Floor
Municipal Administrative Centre
40 Temperance Street
Bowmanville, Ontario
Inquiries & Accommodations: For inquiries about this agenda, or to
make arrangements for accessibility accommodations for persons attending, please
contact: Michelle Chambers, Committee Coordinator, at 905-623-3379, ext. 2106 or by
email at mchambers@clarington.net.
Alternate Format: If this information is required in an alternate format, please contact
the Accessibility Coordinator, at 905-623-3379 ext. 2131.
Audio Record: The Municipality of Clarington makes an audio record of General
Government Committee meetings. If you make a delegation or presentation at a
General Government Committee meeting, the Municipality will be audio recording you
and will make the recording public by publishing the recording on the Municipality’s
website.
Noon Recess: Please be advised that, as per the Municipality of Clarington’s
Procedural By-law, this meeting will recess at 12:00 noon, for a one hour lunch break,
unless otherwise determined by the Committee.
Cell Phones: Please ensure all cell phones, mobile and other electronic devices are
turned off or placed on non-audible mode during the meeting.
Copies of Reports are available at www.clarington.net
General Government Committee Agenda
Date: November 28, 2016
Time: 9:30 AM
Place: Council Chambers
Page 2
Note: The meeting will recess at 1:30 PM to allow Member of Committee to
attend the Holiday Train Event
1 Call to Order
2 New Business – Introduction
3 Adopt the Agenda
4 Declaration of Interest
5 Announcements
6 Adoption of Minutes of Previous Meeting
6.1 Minutes of a Special Meeting of November 4, 2016 Page 6
6.2 Minutes of a Regular Meeting of November 7, 2016 Page 12
7 Delegations
7.1 Jeany Barrett Regarding Newcastles of the World Update
7.2 Libby and Stan Racansky Regarding Well Related Issues
8 Communications - Receive for Information
8.1 CLOCA
Minutes
Minutes of the Central Lake Ontario Conservation Authority
dated November 15, 2016
Page 25
8.2 GRCA
Minutes
Minutes of the Ganaraska Region Conservation Authority
dated October 20, 2016
Page 28
8.3 Newcastle
Hall Board
Minutes
Minutes of the Newcastle Hall Board dated October 18, 2016 Page 32
General Government Committee Agenda
Date: November 28, 2016
Time: 9:30 AM
Place: Council Chambers
Page 3
9 Communications – Direction
9.1 Polar Bear
Swim
Nancy and Hugh Towie, Clarington Polar Bear Swim
Committee – Clarington Polar Bear Swim – January 1, 2017
(Motion to approve the request for Emergency
Services, Fire Hall #2 to attend the Clarington Polar
Bear Swim on January 1, 2017, in Newcastle)
Page 35
9.2 Pupil
Accommodation
Review Process
Loriann Harbers, Director of Corporate Services/Clerk,
Township of South Stormont – Pupil Accommodation
Review Process
(Motion for direction)
Page 36
9.3 Pupil
Accommodation
Review Process
Amber McDonald, Deputy Clerk, Township of Georgian Bay
–Pupil Accommodation Review Process
(Motion for direction)
Page 37
10 Presentations
10.1 David Hanratty, Director of Land & Resources, St. Marys Cement, a division of
Votorantim Cimentos, and Alyson Beal, Associate, Environmental Assessment
Specialist, Golder Associates Ltd. Regarding an Update on the St. Marys Cement
Bowmanville Underground Expansion Project
11 Engineering Services Department
11.1 EGD-039-16 Report on Building Permit Activity for July, August, and
September 2016
Page 39
11.2 EGD-040-16 Approval of Final Clarington Transportation Master Plan Page 48
12 Operations Department
No Reports
General Government Committee Agenda
Date: November 28, 2016
Time: 9:30 AM
Place: Council Chambers
Page 4
13 Emergency and Fire Services Department
13.1 ESD-005-16 New fees for Open Air Fire/Explosion Permit – Special
Effects/Movie/Theatrical/Music
Page 62
14 Community Services Department
No Reports
15 Municipal Clerk’s Department
15.1 CLD-033-16 Responsible Pet Owners' By-law - Licensing Expiry Date
and Sale of Lifetime Licenses
Page 66
15.2 CLD-036-16 Ward Boundary Review Consideration Page 76
15.3 CLD-037-16 Appointments to Various Boards and Committees Page 84
16 Corporate Services Department
16.1 COD-023-16 Reconstruction of Scugog Street between Bons Avenue
and Concession Road 3
Page 89
17 Finance Department
17.1 FND-017-16 Financial Update as at September 30, 2016 Page 96
17.2 FND-018-16 2017 Interim Tax Levy Page 109
18 Solicitor’s Department
No Reports
General Government Committee Agenda
Date: November 28, 2016
Time: 9:30 AM
Place: Council Chambers
Page 5
19 Chief Administrative Office
19.1 CAO-006-16 Communications Update Page 114
19.2 CAO-007-16 Executive Recruiting Services for Recruitment of a Chief
Administrative Officer
Page 123
20 New Business – Consideration
20.1 Motion Regarding Appointment of Deputy Mayor Page 132
20.2 Motion Regarding Free Parking in Downtown Bowmanville Page 133
20.3 Motion Regarding Absence Authorization
21 Unfinished Business
No Reports
22 Confidential Reports
No Reports
23 Adjournment
Special General Government Committee
Minutes
November 4, 2016
- 1 -
If this information is required in an alternate accessible format, please contact the
Municipal Clerk at 905-623-3379 ext. 2102.
Minutes of a special meeting of the General Government Committee held on Friday,
November 4, 2016 at 9:00 AM at the Kendal Community Centre.
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, D. Crome, A.
Greentree, F. Horvath, M. Marano, N. Taylor, G. Weir, L. Gordon, H. Lynch, B.
Radomski, L. Kent
1 Call to Order
Mayor Foster chaired this portion of the meeting.
2 Declaration of Interest
There were no disclosures of pecuniary interest stated at this meeting.
3 Finance Department
3.1 Verbal Report from the Director of Finance/Treasurer Regarding the
2017 Budget
Nancy Taylor, Director of Finance/Treasurer introduced today’s agenda.
Curry Clifford, Interim CAO presented, by way of PowerPoint presentation, the strategic
introduction of the draft 2017 Budget. He reminded the Committee of their six key
strategic plan priorities and requested that they keep these priorities in mind when
considering the 2017 Budget. Further, the driving cost increases were discussed
including:
Cost inputs of energy,
labour arbitration decisions
Business environment is more complex
Changing community expectations
Growing community with more people to serve (population increase from 91,460
to 97,100 between 2013-2016)
More services to maintain – gross value of tangible capital assets went from
$629m in 2013 to $683m in 2015
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Minutes
November 4, 2016
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Ms. Taylor provided a verbal report, accompanied by a PowerPoint presentation,
highlighting:
Financial Indicators – BMA Statistics
o The Director committed to providing Members of Council with an
electronic copy of the BMA Study once it is has been received
o Property Tax comparisons and assessment -- Clarington’s 2016
Assessment composition remains at a 90/10 split. Comparing year to year
is challenging as there is a reassessment done every 4 years.
o Clarington’s property taxes is at 3.5% as a percentage of income which is
lower than Durham lakeshore municipalities. This is only 1 factor of
affordability.
o Provided a tax comparisons for bungalows, 2 story homes and senior
executive homes and an overall 5 year trend with a view to average tax
increases of 1.3% which also speaks to affordability
o Average household income is high in Clarington and the tax burden is in
low to mid-range overall and low in comparison to GTA group and study
average.
Historical Trends
o The share of the property tax bill remains as follows:
50% Region
19% goes to School Board
31% remains with Clarington
Financial position per Capita
o Clarington’s 2015 Net Financial Position was highlighted as it compares to
the GTA Average
o Financial position per capita is strong
o Debt per unweighted assessment is declining and only at 32% of study
average
o Total debt per capita is low
Asset Management Plan
o This is a significant project that affects every department and is due to the
Province before December 2017. It will affect strategic funding and will
necessitate a more dynamic view of how capital funding is determined.
Additionally it will affect future capital budgets.
o Approximately 13% of Clarington’s assets have their useful life expired,
but they will remain in service.
o All capital asset data has been collected and now staff will be looking at
strategy for replacement including: probability and consequence of failure
per asset categorizing, determining asset service levels and target
calculations which will lead to developing financial plans for the
appropriate level of maintenance, rehabilitation and replacement of assts.
All Department Heads will all be involved in this assessment.
o Theoretical shift from traditional capital budget strategy will now be
focused on AMP Priority distribution
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November 4, 2016
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o The draft 2017 AMP will is scheduled to be presented to Council in the
first quarter of 2017.
o Invest now will to save significant dollars later.
Long-term Debt
o At Jan 1, 2017 debt will be $17,977,133.62, and down to $14,759,754.57
at Jan 1 2018. Therefore we have huge amounts of debt capacity to
invest wisely which could relieve pressure on capital assets.
o We do have some flexible options available
o The Courtice Library debt is expected to be floated in 2016 and therefore it
will affect the debt and repayments
o The Director is anticipating that she will be bringing forth a debt financing
policy for Council’s consideration in 2016
Recess
Resolution #GG-526-16
Moved by Councillor Cooke, seconded by Councillor Neal
That the Committee recess for 25 minutes.
CARRIED
The meeting reconvened at 10:45 AM.
Reserve and Reserve Fund Issues
o Highlighted Development Charges reserve funds specifically regarding the
indoor recreation
o Indoor recreation development charges reserve fund is short by
$3,600,000 as of end of September 2016 but should decrease gradually if
525 units are achieved annually. Staff will continue to monitor this.
Expect this should return to a positive position in 2018. This situation will
be a critical factor in timing of any future indoor recreation projects.
o Review of debt will be undertaken for each capital asset category and will
be using the AMP as input to this review.
o The Director explained that Reserve Funds represent accounts where the
funds are segregated for a specific purpose while Reserves are accounts
where ongoing operating surplus monies set aside and avoids spikes in
capital budget requirements.
o Tax Write-offs have been slightly increased for 2017
o Highlighted key areas of specific focus being: Elections, Library,
Engineering, new ASO Benefits reserve fund, Rate Stabilization Parking
Lot (confirmed this could be applied for a new civic parking lot), Fire
Equipment, Federal Gas Tax, Parking Lot Rehab, Operations Equipment,
Community Services Capital, BIAs, Library Capital,
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Minutes
November 4, 2016
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The Director of Finance/Treasurer Confirmed that the long-term impact of Federal Gas
Tax funding is being monitored and contemplated.
The Director of Finance/Treasurer continued with her presentation, highlighting the
proposed capital program for 2017.
The Director of Corporate Services highlighted the significant IT capital projects. The
Interim CAO confirmed that IT needs to be viewed as a corporate approach and will
become a project management item.
Mayor Foster left the meeting and Councillor Neal assumed the Chair.
The Director of Emergency Services provided an overview of Clarington’s Emergency
and Fire Services capital projects.
Mayor Foster returned to the meeting an assumed the Chair.
The Director of Engineering presented Clarington’s 2017 Capital Budget for Engineering
Services, highlighting:
Trails and Waterfront Parks (including valley trails and a Courtice Dog Park)
Active transportation (including various street lighting, Mill Street South,
sidewalks and walkways)
Road network improvements
Mr. Cannella advised that they are trying to improve rural and hot mix roads. He
confirmed that they are moving forward with the finalization of conversion of street
lighting to LED.
The Director of Operations provided an overview of the Operation’s Services 2016
Capital Budget, highlighting:
Rural Road Resurfacing
Various building works (building security camera upgrade, MAC Roof)
Fleet replacement
Court
South Field replacement at Memorial Park
Columbarium at Bond Head
The Director of Community Services provided an overview of the Community Service’s
Services 2017 Capital Budget projects.
The Director of Planning Services provided an overview of the Planning Service’s 2017
Land Acquisition and advised that he expects a report to Council in 2017.
Linda Kent, Library Director and Secretary-Treasurer, briefly provided a brief overview
of the Library’s 2017 Capital Budget projects.
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Minutes
November 4, 2016
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The Interim CAO presented the staff positions identified for 2017. At this point he has
received requests for 26 position requests from Department Heads. He is intending on
tying staff growth to assessment growth and will be requesting possibly half of what was
requested in the 2011 staff funding policy.
He highlighted the process in developing the list and explained his approach to
prioritizing resourcing:
1. Provide significant revenues
2. Enable stronger cost management
3. Allow deeper efficient gains
4. Maintain existing level of service, but over a larger customer service base
5. Address new strategic priorities
6. Increase the level of service
Recess
Resolution #GG-527-15
Moved by Councillor Neal, seconded by Councillor Cooke
That the Committee recess for 30 minutes.
CARRIED
The meeting reconvened at 12:45 PM.
The Director of Finance/Treasurer continued with the PowerPoint presentation,
providing an explanation of the preliminary 2016 Operating Budget, including revenue
increases/decreases and expense increase/decreases. The Director confirmed that
staff are still working on their review of expense increases. In addition to the comments
presented by the Director of Finance/Treasurer, the Interim CAO provided a detailed
description of the budget allocations concerning:
CAO Professional Fees – Customer service
Service Delivery and Customer Relationship Management Project Management
Space Needs Assessment Design and Consulting
The Director advised that staff are still working on several components on the draft 2017
Budget and therefore the 3.69% impact remains fluid. She further reported that she has
been approached by some of the external agencies for a meeting in preparation of their
meeting with Committee on January 27, 2017.
The Director of Finance/Treasurer advised that a property reassessment undertaken in
2016 for taxation years 2017-2020, and the implications to Clarington. The Property
Assessment Notice and Request for Review (RfR) deadline schedules was presented
which should be of interest should Members of Council be contacted by
residents/businesses regarding their reassessment notice. She further highlighted the
issues related to Multi-residential assessment changes, non-residential, big boxes,
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November 4, 2016
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billboards, and farm issues. Ms. Taylor reminded members that despite public
perception, reassessment is revenue neutral to the Municipality – it is about dividing the
tax burden amongst taxpayers. Once final details are available, the Director will provide
a presentation to Committee.
The Director concluded her presentation by advising of the next steps in the budget
process and reminded Members of Committee of the scheduled budget related
meetings as follows:
Date Meeting Details
January 27, 2017 Special GG Committee External Agency and
Delegations
January 30, 2017 Special GG Committee 2017 Current and Capital
Budgets
February , 2017 Council 2017 Current and Capital
Budget presumably ratified
The Interim CAO concluded by reiterating the points he made in his opening statements
of today’s meeting:
Maintaining existing levels of service
Protecting assets
Meeting strategic priorities
Enabling revenue growth, cost management, and efficiencies
Increasing service levels
Adjournment
Resolution #GG-528-16
Moved by Councillor Woo, seconded by Councillor Hooper
That the meeting adjourn at 2:00 PM.
CARRIED
Mayor Municipal Clerk
11
General Government Committee
Minutes
November 7, 2016
- 1 -
Minutes of a meeting of the General Government Committee held on Monday,
November 7, 2016 at 9:30 AM in the Council Chambers.
Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper,
Councillor J. Neal, Councillor C. Traill, Councillor W. Woo
Regrets: Councillor W. Partner
Staff Present: C. Clifford, A. Allison, S. Brake, T. Cannella, C. Carr, J. Caruana,
B. Hesson, M. Marano, A. Greentree, J. Gallagher, M. Chambers
1 Call to Order
Mayor Foster called the meeting to order at 9:30 AM.
2 New Business – Introduction
Councillor Neal added a New Business item, regarding Mechanical Fitness Reports for
Emergency Services Vehicles, to the New Business – Consideration section of the
agenda.
Suspend the Rules
Resolution #GG-529-16
Moved by Councillor Cooke, seconded by Councillor Hooper
That the Rules of Procedure be suspended.
Carried
Resolution #GG-530-16
Moved by Councillor Cooke, seconded by Councillor Hooper
That the delegation of Justin Di Ciano, regarding Report CLD-034-16, Municipal
Elections - Ranked Ballot Elections, be added to the Agenda as Item 7.3.
Carried
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Minutes
November 7, 2016
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3 Adopt the Agenda
Resolution #GG-531-16
Moved by Councillor Woo, seconded by Councillor Traill
That the Agenda for the November 7, 2016 General Government Committee meeting,
be adopted as presented, with the addition of the following New Business item:
• Mechanical Fitness Reports for Emergency Services Vehicles
Carried
4 Declaration of Interest
There were no declarations of interest stated at this meeting.
5 Announcements
Members of Council announced upcoming community events and matters of community
interest.
6 Adoption of Minutes of Previous Meeting
Resolution #GG-532-16
Moved by Councillor Hooper, seconded by Councillor Cooke
That the minutes of the regular meeting of the General Government Committee meeting
held on October 17, 2016, be approved.
Carried
7 Delegations
7.1 Rod and Rhonda MacDonald Regarding the Lakebreeze Townhomes located
at 300-330 Lakebreeze Drive, Newcastle
Rod and Rhonda MacDonald were present regarding the Lakebreeze Townhomes
located at 300-330 Lakebreeze Drive, Newcastle. They made a verbal presentation to
accompany an electronic presentation and a handout. Mr. MacDonald advised the
Committee that there were a number of the Lakebreeze Drive condo owners present in
the audience. He provided details on the current situation of the townhomes and
explained that when these 12 townhomes were built they did not have adequate
sewage services.
Mr. MacDonald explained that currently these 12 townhomes have sewage ejector
pumps and he provided details on these. He advised that a condo corporation was
created to manage the ejector pumps. Mr. MacDonald added that the condo
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Minutes
November 7, 2016
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corporation have incurred start-up costs and additional costs of approximately $9000
per year. He added that there will also be shut-down costs associated with the
dissolution of the condominium corporation. Mr. MacDonald advised that the
Committee that the issue of the ongoing costs will be resolved once the new water and
sewage treatment plant has been constructed. He continued by noting they are also
concerned with the timeline for the completion of the water and sewage treatment
system, lowering of the property values, the strong odour from the unsealed manhole
and the loss of sewage service during a power outage.
Resolution #GG-533-16
Moved by Councillor Neal, seconded by Councillor Woo
That the delegation Rod and Rhonda MacDonald be extended for an additional two
minutes.
Carried
Mr. MacDonald concluded by asking for this capital project be prioritized in the 2017
Budget, for a $1000 per townhome per year reduction in property taxes, and for the
Municipality to cover the condominium corporation wind up costs. He offered to answer
any questions from the Committee.
Resolution #GG-534-16
Moved by Councillor Woo, seconded by Councillor Traill
Whereas the Region of Durham has tentatively scheduled construction of their water
treatment plant and associated pumping station that will service 300 Lakebreeze Drive
to 330 Lakebreeze Drive, Newcastle, for the year 2018 pending Regional Council
budget approval;
Now therefore be it resolved that the Municipality of Clarington request that the
construction schedule of their water treatment plant and associated pumping station be
advanced to 2017 in the interest of eliminating the temporary ejector pump system for
300 Lakebreeze Drive to 330 Lakebreeze Drive.
Carried
7.2 Trish McAuliffe, Durham Health Coalition, Regarding a Proposed Integration
of Ajax Pickering Hospital with Lakeridge Health
Trish McAuliffe, Durham Health Coalition was present regarding the proposed
integration of Ajax Pickering Hospital with Lakeridge Health. Ms. McAuliffe advised the
Committee that Sarah Labelle, Board Director, Durham Health Coalition, was also
present for the delegation. Ms. McAuliffe provided background information and an
overview of the members of the Durham Health Coalition. She explained that they are a
non-partisan, non-profit, public interest activist coalition and that there primary goal is to
improve the public health care system. Ms. McAuliffe advised the Committee that they
are here to express their concerns with the potential integration of Ajax-Pickering
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Minutes
November 7, 2016
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Hospital with Lakeridge Health. She added that their goal is to protect public health care
and defend the interests of the residents in the Region of Durham.
Ms. Labelle explained that they are very concerned with the proposed integration and
noted that the estimated cost for this plan is extremely high at approximately 18.2
million dollars. She added that the estimated savings for this integration is
approximately $300,000 per year. Ms. Labelle advised the Committee that an expert
panel was establish by the Ministry and it was by invitation only. She added the
comments that were provided at this meeting were not identified in the expert panel
report that was released. Ms. Labelle stated that a deadline was originally set for
November 1, 2016 for the integration which was subsequently moved to December 1,
2016 to allow for a 30 day timeframe for consultation. She continued by adding that
their concerns were raised at the September 26th Local Health Integration Network
(LHIN) meeting. Ms. Labelle expressed that they are very concerned that all
consultation have been by invite only and they are trying to relay their message and
educate the residents of the Region of Durham. She advised that 50 million dollars
coming out of the health care budget will greatly impact the level of service provided to
the public. Ms. Labelle noted that the amalgamation in the 1990’s resulted in many lost
beds in both Port Hope and Bowmanville hospitals. She summarized their concerns
which included a loss of services and beds as a result of the absorption the costs for the
integrations. Ms. Labelle concluded by stating that they feel this is a bad deal and are
asking for the support of Council.
Ms. McAuliffe concluded that they have had a successful campaign and noted that the
Town of Ajax passed a resolution to protect their hospital. She asked for Council to
pass a resolution to consider the impacts of this potential integration. Ms. McAuliffe and
Ms. Labelle answered questions from the Committee.
Resolution #GG-535-16
Moved by Councillor Hooper, seconded by Councillor Traill
That Lakeridge Health be invited to attend a future Committee or Council meeting to
answer proposed questions on the proposed integration of Ajax-Pickering Hospital and
Lakeridge Health.
Carried
Recess
Resolution #GG-536-16
Moved by Councillor Hooper, seconded by Councillor Neal
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 11:10 AM with Mayor Foster in the Chair.
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November 7, 2016
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7.3 Justin Di Ciano Regarding Report CLD-034-16, Municipal Elections - Ranked
Ballot Elections
Justin Di Ciano, City Councillor Ward 5, Etobicoke-Lakeshore, was present regarding
report CLD-034-16, Municipal Elections - Ranked Ballot Elections. He made a verbal
presentation to accompany a handout. Mr. Di Ciano advised the Committee that
Richard Ciano, Director, Keep Voting Simple, was also present for the delegation. He
continued by thanking the Committee for allowing him to address the recent changes to
the Municipal Act as a result of Bill 181. Mr. Di Ciano stated that efficient and effective
municipal elections are critical to our local democracies and any changes should build
on the success of electoral process and the right to vote. Mr. Di Ciano provided some
background information on Bill 181 and explained that this will allow municipalities to
use ranked choice voting in the 2018 municipal election. He explained that a review
was done of the 9 municipalities that use ranked voting in North America and noted that
there are many shortcomings. Mr. Di Ciano stated that ranked ballots do not guarantee
a majority result and it remains a plurality system. He added that, in first-past-the-post,
all ballots are counted, but in ranked voting, only continuing ballots are counted. Mr. Di
Ciano explained how ballots are exhausted in ranked ballot voting. He illustrated the
shortcomings of ranked voting by using the 2010 San Francisco District 10 municipal
election and noted that 53% of ballots were eliminated as part of the ranked ballot
process. He concluded by stating he feels ranked ballot elections will result in lower
voter turnout, increased election costs, increased elections training, and long wait times
for election results. Mr. Di Ciano and Mr. Ciano answered questions from the
Committee.
Alter the Agenda
Resolution #GG-537-16
Moved by Councillor Cooke seconded by Councillor Hooper
That the Agenda be altered to consider Report CLD-034-16, Municipal Elections –
Ranked Ballot Elections, at this time.
Carried
15.2 CLD-034-16 Municipal Elections - Ranked Ballot Elections
Resolution #GG-538-16
Moved by Councillor Woo, seconded by Councillor Hooper
That Report CLD-034-16 be received;
That the Municipality of Clarington maintain the existing first-past-the-post election
model for the 2018 Municipal Elections; and
That Staff review this position prior to the 2022 Municipal Elections.
Carried as Amended
(See following motion)
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November 7, 2016
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Resolution #GG-539-16
Moved by Councillor Neal, seconded by Councillor Cooke
That the foregoing Resolution #GG-538-16 be amended by deleting the third paragraph
that states the following:
“That Staff review this position prior to the 2022 Municipal Elections.”
Carried
The foregoing Resolution #GG-538-16 was then put to a vote and carried as amended
on the following recorded vote:
Council Member Yes No Declaration of
Interest
Absent
Councillor Traill X X
Councillor Woo X
Councillor Cooke X
Councillor Hooper X
Councillor Neal X
Councillor Partner X
Mayor Foster X
8 Communications - Receive for Information
8.1 Minutes of the Central Lake Ontario Conservation Authority dated October
18, 2016
8.2 Minutes of the Tyrone Community Centre dated October 19, 2016
8.3 Ganaraska Region Conservation Authority 2017 Preliminary Budget
8.4 Debi A. Wilcox, Regional Clerk/Director of Legislative Services, The Regional
Municipality of Durham – Durham Region’s Response to Metrolinx’s Paper
Entitled “Discussion Paper for the Next Region Transportation Plan, Greater
Toronto and Hamilton Area” – Environmental Bill of Rights Registry No. 012-
8405 (2016-COW-35)
Resolution #GG-540-16
Moved by Councillor Neal, seconded by Councillor Woo
That the Communication Items 8.1 to 8.4 be received for information.
Carried
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Minutes
November 7, 2016
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9 Communications – Direction
9.1 Alexander Harras, Manager of Legislative Services/Deputy Clerk, Town of
Ajax – Durham Regional Transit and Seniors Residences
Resolution #GG-541-16
Moved by Councillor Woo, seconded by Councillor Traill
That Communication Item 9.1 from Alexander Harras, Manager of Legislative
Services/Deputy Clerk, Town of Ajax regarding Durham Regional Transit and Seniors
Residences, be referred to the Durham Region Transit Executive Committee to provide
comments.
Carried
9.2 Tara Mieske, Clerk/Planning Manager, Township of North Frontenac –
Request for Support for Ontario’s Electrical Bills
Resolution #GG-542-16
Moved by Councillor Neal, seconded by Councillor Cooke
That Communication Item 9.2 from Tara Mieske, Clerk/Planning Manager, Township of
North Frontenac regarding a request for support for Ontario’s Electrical Bills, be
received for information.
Carried
9.3 Jill Hughes, Director, Transportation Policy Branch, Ministry of
Transportation - Public Consultation on Cycling Program
Resolution #GG-543-16
Moved by Councillor Hooper, seconded by Councillor Neal
That Communication Item 9.3 from Jill Hughes, Director, Transportation Policy Branch,
Ministry of Transportation regarding public consultation on Cycling Program be referred
to Staff.
Carried
10 Presentations
No Presentations
11 Engineering Services Department
No Reports for this section of the Agenda.
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November 7, 2016
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12 Operations Department
No Reports for this section of the Agenda.
Councillor Cooke chaired this portion of the meeting.
13 Emergency and Fire Services Department
13.1 ESD-004-16 Emergency Services Activity Report – 2nd Quarter of 2016
Resolution #GG-544-16
Moved by Mayor Foster, seconded by Councillor Neal
That Report ESD-004-16 be received for information.
Carried
Councillor Hooper chaired this portion of the meeting.
14 Community Services Department
14.1 CSD-015-16 2017 Community Event Sponsorship Requests – Fall Intake
Resolution #GG-545-16
Moved by Mayor Foster, seconded by Councillor Neal
That Report CSD-015-16 be received;
That Sponsorship Application #S17-01 from the Clarington Minor Atom AAA Hockey
Team, be approved in the amount of $1500.00;
That Sponsorship Application #S17-02 from the Architectural Conservancy of Ontario –
Clarington Branch, be approved in the amount of $2000.00;
That Sponsorship Application #S17-03 from the Big Brothers Big Sisters of Clarington,
be approved in the amount of $2000.00;
That Sponsorship Application #S17-04 from the Green Gaels Lacrosse Club, be
approved in the amount of $2000.00;
That Sponsorship Application #S17-05 from the In the Face of An Angel – Golf
Tournament, be approved in the amount of $2000.00; and
That all interested parties listed in Report CSD-015-16 and any delegations be advised
of Council’s decision.
Carried
19
General Government Committee
Minutes
November 7, 2016
- 9 -
Councillor Traill chaired this portion of the meeting.
15 Municipal Clerk’s Department
15.1 CLD-032-16 Changes to the Municipal Elections Act
Resolution #GG-546-16
Moved by Councillor Neal, seconded by Councillor Hooper
That Report CLD-032-16 be received; and
That all interested parties, and any delegations, be advised of Council's decision.
Carried
Later in the meeting
See following motion
Suspend the Rules
Resolution #GG-547-16
Moved by Councillor Neal, seconded by Mayor Foster
That the Rules of Procedure be suspended to allow the Committee to extend the
meeting until 12:15 PM.
Carried
The foregoing Resolution #GG-546-16 was then put to a vote and carried.
15.2 CLD-034-16 Municipal Elections - Ranked Ballot Elections
Report CLD-034-16, Municipal Elections - Ranked Ballot Elections was considered
earlier in the meeting during the delegation portion of the agenda.
Mayor Foster chaired this portion of the meeting.
16 Corporate Services Department
No Reports for this section of the Agenda.
20
General Government Committee
Minutes
November 7, 2016
- 10 -
17 Finance Department
17.1 FND-016-16 Bowmanville Museum Process Review
Resolution #GG-548-16
Moved by Councillor Woo, seconded by Councillor Cooke
That Report FND-016-16 be received for information.
Carried as Amended
See following motion
Resolution #GG-549-16
Moved by Councillor Traill, seconded by Councillor Neal
That the foregoing Resolution #GG-548-16 be amended by adding the following to the
end:
“That Staff be directed to provide further details regarding the particulars of the
finances discussed in this report.”
Carried
The foregoing Resolution #GG-548-16 was then put to a vote and carried as amended.
Recess
The Committee recessed at 12:15 PM for their one hour scheduled break as per the
Procedural By-law.
The meeting reconvened at 1:00 PM with Mayor Foster in the Chair. Councillor Hooper
returned at 1:02 PM. Councillor Woo returned at 1:03 PM.
18 Solicitor’s Department
No Reports for this section of the Agenda.
19 Chief Administrative Office
No Reports for this section of the Agenda.
21
General Government Committee
Minutes
November 7, 2016
- 11 -
20 New Business – Consideration
20.1 Highway 407 Phase 2A Extension
Resolution #GG-550-16
Moved by Councillor Cooke, seconded by Councillor Neal
Whereas Council approved, on April 29, 2013, Resolution #GPA-249-13, stating “That,
in the interest of public safety, the Municipality, request the Province provide their
assurance that should there be larger traffic impacts than estimated by the Ministry’s
traffic impact study that the Ministry take necessary corrective action to mitigate the
Municipality’s public safety concerns and assume all liability for any related incidents”;
and
Whereas there has been a significant increase in traffic on Taunton Road, resulting from
the opening of Phase 1 of the Hwy. 407 east extension; and
Whereas local area residents have expressed considerable concern with existing traffic
volumes on Trulls Road at current levels even before the opening of the Phase 1
extension; and
Whereas it is anticipated that traffic volumes will increase further as a result of the
opening of the Hwy. 407, Enfield Road Interchange with the Phase 2A extension to be
completed in late 2017;
Now therefore be it resolved that Clarington Council amend Resolution #GPA-249-13
such that Clarington staff be directed to meet with staff from the Ministry of
Transportation to review these concerns related to the anticipated increase in traffic
volumes on Trulls Road as a result of the opening of the Enfield Road Interchange as
part of the Phase 2A extension of Hwy. 407.
Carried
20.2 Celebrate Agriculture, 2017 Legacy Project
Resolution #GG-551-16
Moved by Councillor Woo, seconded by Councillor Traill
Whereas Canada is celebrating 150 years as a country in 2017 and has asked all
communities to consider special projects to commemorate this important milestone; and
Whereas the Celebrate Agriculture Committee, a subcommittee of Durham Farm
Connections and the Durham Federation of Agriculture, has an educational mandate to
continually promote the celebration of our Agricultural achievements on an Annual basis
as well as promote the further education of the general public on the importance of the
Agricultural economy to our local economy as well as the provincial and national
economies; and
22
General Government Committee
Minutes
November 7, 2016
- 12 -
Whereas the Celebrate Agriculture Committee has identified a project for 2017 that will
put the spotlight on our Agricultural Accomplishments in this Region as a whole and the
impact those accomplishments have had and continue to have on the Nation; and
Whereas agriculture is an industry as old as Confederation itself and continues to
provide jobs and sustainability for our environment as well as food security for our
residents; and
Whereas in Durham many of our community museums and libraries are joining in
helping celebrate this important industry but unfortunately there is no permanent place
in a prominent location central to all communities to showcase Durham’s
accomplishments in this industry; and
Whereas our agricultural leadership in Durham has been second to none including The
Massey family in Newcastle village, the Tyrone farmer with a small winter hobby that
became General Motors of Canada, a world-renowned race horse born and raised in
Oshawa, one of the first counties to form a 4-H Leadership Association, 7 Annual Fairs
of which 6 are older than Confederation and combined have an annual attendance of
approx. 75,000 residents and tourists and Durham is the second original founding
community for the Federated Women’s Institutes of Canada and the world;
Now therefore be it resolved:
• That the Council of the Municipality of Clarington assist in this significant legacy
project by allocating space in their Municipal Offices for a temporary Heritage
agricultural exhibit in 2017 as well as a permanent location for a Plaque
commemorating the Pioneer Farm Families of Durham
(Families that have farmed in Canada for 150 years and now farm in Durham);
• That the Council submit to the Region of Durham and all municipal Councils in
Durham a request to support this project and a permanent Agricultural Wall of
Fame in a prominent Durham Region location to Showcase our Heritage
Accomplishments from 1867-Modern Times.
Carried
20.3 Mechanical Fitness Reports for Emergency Services Vehicles
Resolution #GG-552-16
Moved by Councillor Neal, seconded by Councillor Hooper
That Staff be directed to obtain mechanical fitness reports on the 2003 Pumper 15 and
the 2007 Pumper 11, prior to finalization of the 2017 Budget.
Carried
23
General Government Committee
Minutes
November 7, 2016
- 13 -
21 Unfinished Business
There were no items considered under this section of the Agenda.
22 Confidential Reports
There were no items considered under this section of the Agenda.
23 Adjournment
Resolution #GG-553-16
Moved by Councillor Neal, seconded by Councillor Hooper
That the meeting adjourn at 1:19 PM.
Carried
_____________________ _______________
Mayor Deputy Clerk
24
CENTRAL LAKE ONTARIO CONSERVATION AUTHORITY
M I N U T E S N O. 8
AUTHORITY MEETING
Tuesday, November 15, 2016 - 5:00 P.M.
MEETING LOCATION: 100 WHITING AVENUE, OSHAWA
AUTHORITY’S ADMINISTRATIVE OFFICE, BOARDROOM
Present: Bob Chapman, Chair
Shaun Collier
Joe Drumm
Ron Hooper
Joe Neal
John Neal
Gerri Lynn O’Connor
Nester Pidwerbecki
Tom Rowett
C. Darling, Chief Administrative Officer
H. Brooks, Director, Watershed Planning & Natural Heritage
R. Catulli, Director, Corporate Services
D. Hope, Land Management & Operations Supervisor
P. Lowe, Director, Community Engagement
P. Sisson, Director, Engineering & Field Operations
M. Stauffer, Administrative Assistant/Recording Secretary
Excused: Don Mitchell
John Aker
Adrian Foster
Derrick Gleed
David Pickles
Elizabeth Roy
The Chair called the meeting to order at 5:00 p.m.
DECLARATIONS of interest by members on any matters herein contained - NONE
ADOPTION OF MINUTES
Res. #101 Moved by N. Pidwerbecki
Seconded by T. Rowett
THAT the Authority minutes of October 18, 2016 be adopted as circulated.
CARRIED
DEVELOPMENT REVIEW & REGULATION
(1) Staff Report #5498-16 (Agenda pg. 1)
Re: Permits Issued for Development, Interference with Wetlands and Alteration
to Shorelines and Watercourses – October 1 to 31, 2016
Res. #102 Moved by S. Collier
Seconded by N. Pidwerbecki
THAT Staff Report #5498-16 be received for information.
CARRIED
Cont’d
25
AUTHORITY MEETING MINUTES NO. 8 – NOVEMBER 15, 2016 – PAGE 2
DIRECTOR, COMMUNITY ENGAGEMENT
(1) Staff Report #5495-16 (Agenda pg. 4)
Re: 2016 Durham Children’s Groundwater Festival Summary
Res. #103 Moved by T. Rowett
Seconded by R. Hooper
THAT Staff Report #5495-16 be received for information.
CARRIED
(2) Staff Report #5497-16 (Agenda pg. 7)
Re: CLOCA’s 60th Annual General Meeting, January 17, 2017
B. Chapman noted that the date of the AGM was incorrect on Staff Report #5497-16. The correct date is January 17,
2017 (not 2016).
Res. #104 Moved by T. Rowett
Seconded by R. Hooper
THAT Staff Report #5497-16 be received for information.
CARRIED
DIRECTOR, WATERSHED PLANNING & NATURAL HERITAGE
(1) Staff Report #5494-16 (Agenda pg. 8)
Re: Lake Ontario Northwest Waterfront: An Urban Recreational Fisheries Strategy: Final
Res. #105 Moved by R. Hooper
Seconded by John Neal
THAT Staff Report #5494-16 be received for information; and,
THAT Staff Report #5494-16 be circulated to the Region of Durham and watershed municipalities.
CARRIED
DIRECTOR, ENGINEERING & FIELD OPERATIONS
(1) Staff Report #5493-16 (Agenda pg. 9)
Re: Summer/Fall Conservation Area Operation Update
Res. #106 Moved by S. Collier
Seconded by T. Rowett
THAT Staff Report #5493-16 be received for information.
CARRIED
(2) Staff Report #5496-16 (Agenda pg. 17)
Re: National Disaster Mitigation Program Grants
Res. #107 Moved by S. Collier
Seconded by T. Rowett
THAT Staff Report #5496-16 be received for information;
THAT the Board of Directors direct staff to work with our municipal partners to develop funding
proposals; and,
THAT the Board of Directors endorse the submission of proposals for funding under the National
Disaster Mitigation Program.
CARRIED
Cont’d
26
AUTHORITY MEETING MINUTES NO. 8 – NOVEMBER 15, 2016 – PAGE 3
DIRECTOR, CORPORATE SERVICES
(1) Staff Report #5499-16 (Agenda pg. 21)
Re: 2017 Proposed Fees for Authority Services & Programs; and Plan Review Services
& Regulation Administration
G.L. O’Connor arrived at 5:12 p.m.
Res. #108 Moved by N. Pidwerbecki
Seconded by T. Rowett
THAT Staff Report #5499-16 be received; and,
THAT the 2017 Proposed Fees for Authority Services and Programs and Planning Services and Regulation
Services be adopted, effective January 1, 2017.
CARRIED
(2) Staff Report #5500-16 (Agenda pg. 28)
Re: 2017 Preliminary Budget
Joe Neal questioned how often group benefits are sent out to tender. R. Catulli advised that CLOCA is pooled with
Conservation Ontario and other Conservation Authorities. C. Darling will get further information and make available to
members for review.
Res. #109 Moved by N. Pidwerbecki
Seconded by T. Rowett
THAT Staff Report #5500-16 be received for information; and,
THAT the 2017 Preliminary Budget, including a special capital request of $150,000, be approved for
circulation to the Region of Durham
CARRIED
ADJOURNMENT
Res. #110 Moved by S. Collier
Seconded by John Neal
THAT the meeting adjourn.
CARRIED
The meeting adjourned at 5:39 p.m.
27
GANARASKA REGION CONSERVATION AUTHORITY
MINUTES OF THE FULL AUTHORITY
October 20, 2016
FA 06/16
1. Welcome and Call to Order
The Chair called the Full Authority meeting to order at 7:15 p.m. He thanked all those
members who attended the 70th Anniversary celebration.
MEMBERS PRESENT: Forrest Rowden, Chair - Town of Cobourg
Raymond Benns - Township of Alnwick/Haldimand
Mark Lovshin - Township of Hamilton
John Fallis - Township of Cavan Monaghan
Brian Darling, Town of Cobourg
Louise Ferrie-Blecher - Municipality of Port Hope
W illie Woo - Municipality of Clarington
ALSO PRESENT: Linda Laliberte, CAO/Secretary-Treasurer
Mark Peacock, Director, Watershed Services
Greg Wells, Manager, Planning and Regulations
Brian Morrison, Fisheries Biologist
ABSENT WITH
REGRETS: Jeff Lees - Municipality of Port Hope
Heather Stauble - City of Kawartha Lakes
Wendy Partner, Vice-Chair - Municipality of Clarington
ALSO ABSENT:
2. Disclosure of Pecuniary Interest
None
3. Minutes of Last Meeting
FA 33/16
MOVED BY: Mark Lovshin
SECONDED BY: Brian Darling
THAT the Full Authority approve the minutes of the September 15, 2016 meeting.
CARRIED.
4. Adoption of the Agenda
The agenda was adjusted to move the presentation by staff from item 11 to item 6.
28
Minutes FA 06/16 Page 2
FA 34/16
MOVED BY: John Fallis
SECONDED BY: Louise Ferrie-Blecher
THAT the Full Authority adopt the agenda as amended.
CARRIED.
5. Delegations
None
6. Presentations
a) Wesleyville Creek Rehabilitation
Brian Morrison, Fisheries Biologist, provided a presentation to update the Full Authority on
the Wesleyville Creek Rehabilitation that was recently completed.
FA 35/16
MOVED BY: John Fallis
SECONDED BY: Willie Woo
THAT the Full Authority receive the Wesleyville Creek Rehabilitation staff report for
information purposes.
CARRIED.
7. Business Arising from Minutes
a) 2017 Preliminary Budget and Municipal Levy
FA 36/16
MOVED BY: Mark Lovshin
SECONDED BY: John Fallis
THAT the Full Authority receive the 2017 Preliminary Budget for information and,
FURTHER THAT the budget be forwarded to the watershed municipalities, indicating in
the cover letter, that the vote to approve the 2017 levy will be taken at the December
2016 Full Authority Meeting.
CARRIED.
8. Correspondence
None
9. Applications under Ontario Regulation 168/06:
Permits approved by Executive:
FA 37/16
MOVED BY: Willie Woo
SECONDED BY: Ray Benns
THAT the Full Authority receive the permits for information.
CARRIED.
29
Minutes FA 06/16 Page 3
Permit Application require Full Authority discussion:
None
10. Committee Reports:
a) Ganaraska Forest Recreation Users Committee Minutes - September 8, 2016
The members asked about the damage to the trails as a result of logging and it was
explained that that recreation trails are often placed on top of logging corridors that have
been planned for and created by harvest activities since the route has been opened up
allowing access more easily. When the next harvest rotation comes to that same stan d,
the same route is used when no available alternative exists. These routes close in
again over the following 2-3 yrs as they did following the last harvest rotation, until the
next scheduled harvest rotation occurs in another 10 -15 yrs.
FA 87/16
MOVED BY: John Fallis
SECONDED BY: Mark Lovshin
THAT the Full Authority receive the Ganaraska Forest Recreation Users Committee
Minutes from September 8, 2016 for information.
CARRIED.
11. New Business:
None.
12. Other Business
None
13. In Camera
a) Wilcox Road Parking Lot
FA 39/16
MOVED BY: Mark Lovshin
SECONDED BY: Louise Ferrie-Blecher
THAT the Full Authority move in camera.
CARRIED.
FA 40/16
MOVED BY: Ray Benns
SECONDED BY: Willie Woo
THAT the Full Authority move out of camera.
CARRIED.
Ray Benns, who is Chair of Lower Trent Region Conservation Authority (LTRCA),
informed the members that parts of the LTRCA remain at a level 3 in regards to the low
water response (drought) and in some sections of the Moira River tributaries had non-
existent flows.
30
Minutes FA 06/16 Page 4
14. Adjourn
The meeting adjourned at 8:12 p.m. on a motion by Mark Lovshin.
__________________________ ____________________________
CHAIR CAO/SECRETARY-TREASURER
31
NEWCASTLE VILLAGE COMMUNITY HALL BOARD
OCTOBER 18, 2016 7 PM
COUNCIL CHAMBERS
Present Were: Shirley Rogers, Chair
Sierd DeJong
Dave Eastman
Kevin Symak
Peter Hazelton
Willie Woo, Regional Councilor
Regrets From: Wendy Partner, Local Councilor
Also Present: Gabrielle Bell, Secretary
Fred Horvath, Director of Operations
Rob Groen, Building Manager
Mr. Horvath and Mr. Groen presented Municipal Policy and Procedures Manual. Checklist is to
be completed by January 2017.
1. MINUTES
Motion by D Eastman, seconded by W. Woo
That minutes of September 27, 2016 are accepted as circulated. “Carried”
2. BUSINESS ARISING
a. Central Air – Board discussed in depth the esthetics of air conditioning presented in
proposal. It was felt having units installed on walls of main room would take away
from the historic look of the room. Discussed different types of fans. It was agreed
central air is out of our price range. Board would like to refer back to Municipality to
investigate circulating air via fans, air ducts, etc. Letter to be sent to Mr. & Mrs.
VanHaverbeke letting them know discussion outcome.
b. W. Woo brought up central air for Lodge – K. Symak will inform Lodge of Hall Board’s
decision to not move forward with central air.
W. Woo will investigate if a new window A/C unit has been installed in room.
c. Brickwork cleaning – P. Hazelton will work with custodian
d. Green Bins – 4 bins have been delivered by Region at W. Woo’s request.
3. FINANCIAL REPORT
Motion by S. DeJong, seconded by W. Woo
That the financial report is accepted as presented. “Carried”
32
4. INVOICES
Motion by P. Hazelton, seconded by K. Symak
That the following invoices be paid as presented:
S Fogg $668.00, S DeJong $75.00 “Carried”|
5. CORRESPONDENCE
a. Clarington Older Adults would like use of hall for a senior dance – do we have a
senior’s rate? It was agreed that rate would be set for Seniors $525.00
b. Draft Official Plan Amendment received for information.
c. Lions Club would like to put up Christmas lights on gazebo with a Lions banner.
Board discussed at length.
Motion by P. Hazelton, seconded by D. Eastman
That lights could be installed by Lions Club on gazebo. Signage request is denied.
To be re-evaluated at end of season for future.
To be placed by November 20th for parade and removed by January 7. “Carried”
We will require copy of plan prior to install.
6. RISK MANAGEMENT REPORT
Received for information – copy to be sent to Operations Department
Operations filled a number of holes in parking lot in September.
7. FUNDRAISING
K. Symak presented thoughts of the hall having their own décor to rent to clients. Primary
focus would be for wedding décor i.e. ceiling treatment, railing, etc. Suggestion that we
charge decorators a fee to install their décor. A proposal will be presented at November
meeting with quotes on cost to purchase items. What our fees would be and profit margin.
Will also look at table/chair set up for clients as there is a demand for this.
Committee will be meeting tonight.
8. NEW BUSINESS
a. Emergency contact numbers posted on building – board members agreed to have
their numbers posted without names.
b. Custodian would like to do floors first week of November with assistance from
Caitlyn Fogg. Will take 4 hours. Board agreed
c. Custodial
Motion by W.Woo, seconded by K. Symak
33
That custodial portion of meeting goes in camera
“Carried”
Motion by D.Eastman, seconded by S. DeJong
That board come out of camera. “Carried”
d. Suggestion that a letter of Thanks be sent to Horticultural Society for their work on
the gardens.
e. Budget
Motion by P. Hazelton, seconded by K. Symak
That budget for 2017 is approved as presented. “Carried”
Motion to adjourn 9:45 pm by P. Hazelton
Chair
Secretary
34
35
TOWNS A o|=sou'r|-|STORMONT
I
unonMOVEDavg0--*_,~RESQLUTION no E551 QQILQ
SECONDED DATE November 9,2016
WHEREAS the Upper Canada District hool Board (UCDSB)has commenced a
Pupil Accommodation Review (PAR)study that may result in the closure of
dozens of schools across the Board,many in SDG;
And whereas the aggressive timelines imposed by the UCDSB simply do not
allow for sufficient time for adequate and reasonable public consultation and
review by those impacted by the closures;
And whereas it is understood that no discussion is contemplated or taken place
between the UCDSB and the 3 other local school boards regarding sharing
underutilized space;
And whereas schools are an essential element of the fabric of our rural
communities;
Now therefore we,the 32 elected representatives (upper and lower tier)of the
65,000 residents of Stormont,Dundas and-Glengarry,collectively demand that
the PAR being undertaken by the UCDSB be immediately suspended for a period
of 1 year,to allow adequate time to complete the work necessary to chart the
course ahead that is in the best interests of all UCDSB students,AND
FURTHERMORE
THAT the policy issued by the Ontario Ministry of Education on March 26,2015,
deleting the requirement that local school boards take into consideration the
social,economic or geographic implications of school closures,be immediately
reviewed,given the devastating impact this policy has on rural schools.
‘CARRIED
1:1 DEFEATED El DEFERRED
Chairperson
Recorded Vote:
Councillor Primeau __
Councillor Smith
Councillor Waldroff
Deputy Mayor Hart
Mayor Bancroft
36
37
38
Engineering Services
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: November 28, 2016
Report Number: EGD-039-16 Resolution:
File Number: By-law Number:
Report Subject: Report on Building Permit Activity for July, August, and September
2016
Recommendations:
1. That Report EGD-039-16 be received for information.
39
Municipality of Clarington
EGD-039-16 Page 2
Report Overview
The purpose of this report is to show building permit activity in Clarington for the months of
July, August, and September 2016, as well as the total for the year-to-date. To the end of
September 2016, Clarington issued 765 new residential dwelling units, compared to 758 by
that date in 2015.
1. Permits Issued
1.1 Month of July, August, and September
The following is a table showing the number of permits issued and the value of
construction in each of the building categories for July, August, and September 2016 and
July, August, and September 2015.
2016 2015 Building
Category
Number Of
Permits
Value Of
Construction
Number Of
Permits
Value Of
Construction
% Change Of
Value 2016-2015
Residential 148** $24,295,396 297** $81,156,694 -70.1%
Industrial 7 $2,815,000 20 $16,498,960 -82.9%
Government 4 $210,000 3 $272,000 -22.8%
Commercial 11 $436,500 16 $8,931,000 -95.1%
Institutional 12 $326,000 2 $300,000 8.7%
Agricultural 8 $627,900 6 $190,020 230.4%
Demolition 30 $0 15 $0 N/A
Total 220 $28,710,796 359 $107,348,647 -73.3%
** Includes all new residential dwelling units as well as accessory structures (detached garage,
sheds, etc.), and additions (decks, new additions to a home, etc.)
40
Municipality of Clarington
EGD-039-16 Page 3
1.2 Year to Date
The following is a table showing the number of permits issued and the value of
construction in each of the building categories for year to date 2016 and year to date
2015.
2016 2015 Building
Category
Number Of
Permits
Value Of
Construction
Number Of
Permits
Value Of
Construction
% Change Of
Value 2016-2015
Residential 765 $236,435,509 758 $234,565,246 0.8%
Industrial 19 $9,152,600 27 $49,180,950 -81.4%
Government 5 $460,000 5 $1,042,000 -55.9%
Commercial 38 $2,558,104 42 $10,014,200 -74.5%
Institutional 21 $1,540,000 11 $2,931,475 -47.5%
Agricultural 18 $1,231,230 15 $2,907,020 -57.6%
Demolition 49 $0 70 $0 N/A
Total 915 $251,377,443 928 $300,640,891 -16.4%
2. Permit Value
2.1 High Value Permits
A measure of economic activity within Clarington may be found in part by looking at the
non-residential space, such as industrial, commercial and institutional as well as large
multi-unit residential developments such as apartment buildings or condominiums. In this
regard we find it helpful to provide information about permits that fit this criteria and
exceed a construction value of $250,000. The details about such activity in July to
September are provided as follows:
Pamdi Holdings Inc.
Fire restoration/renovations – Industrial/Office
41 Butler Court, Bowmanville
Value of construction - $1,900,000
Ontario Power Generation
Repair HVAC system, replace chillers, and modify duct work
2151 Energy Drive, Darlington
Value of construction - $680,000
41
Municipality of Clarington
EGD-039-16 Page 4
2.2 Historical Comparison of Permit Value
The following are bar graphs showing an historical comparison of the building permits
issued for the month of July, August, and September and year to date for a three year
period.
$0
$30,000,000
$60,000,000
$90,000,000
$120,000,000
$28,710,796 $107,348,647 $84,523,565
2016 2015 2014
Value
Historical Data for Months of July, August, and September
$0
$50,000,000
$100,000,000
$150,000,000
$200,000,000
$250,000,000
$300,000,000
$350,000,000
$251,377,443 $300,640,891 $244,855,739
2016 2015 2014
Value
Historical Data -Year to Date
42
Municipality of Clarington
EGD-039-16 Page 5
3. Permit Revenue
The following is a table comparing the permit fees collected in July, August, and
September and the year to date 2016 with those collected in July, August, and
September and year to date 2015.
2016 2015
July, August,
and September
Year To Date July, August,
and September
Year To Date
Permit Fees $178,662 $1,827,706 $841,241 $2,106,097
4. Residential Units
4.1 Types of Residential Units
The following is a table comparing the types of new dwelling units issued in July, August,
and September and the year to date 2016 and in July, August, and September and year
to date 2015.
2016 2015
July, August,
and September
Year to Date July, August,
and September
Year to Date
Single Detached 44 332 187 407
Semi-Detached 0 2 0 78
Townhouse 0 182 0 19
Apartments 11 304 6 237
Total 55 820 193 741
43
Municipality of Clarington
EGD-039-16 Page 6
The following are pie charts showing the types of dwelling units issued in July, August,
and September 2016 as well as the types of dwelling units issued in the year to date
2016.
Single
Detached
44
80%
Semi-
Detached
0
0%
Townhouse
0
0%
Apartment
11
20%
Dwelling Unit Type July, August,
and September 2016
Single Detached 44
Semi-Detached 0
Townhouse 0
Apartment 11
Single
Detached
332
41%
Semi-
Detached
2
0%
Townhouse
182
22%
Apartment
304
37%
Dwelling Unit Type Year To Date
2016
Single Detached 332
Semi-Detached 2
Townhouse 182
Apartment 304
44
Municipality of Clarington
EGD-039-16 Page 7
4.2 Historical Comparison of Residential Units
The following is a table showing the number of new residential units issued in each area
of Clarington for the year to date 2016, as well as a comparison of the past ten years.
Year:
Area
Year to
Date
2016
2015 2014 2013 2012 2011 2010 2009 2008 2007 2006
Bowmanville 430 461 420 216 291 360 282 98 340 451 609
Courtice 277 290 153 97 179 312 236 113 134 82 126
Newcastle 90 154 51 92 34 165 37 24 60 77 84
Wilmot Creek 0 0 4 2 2 5 8 9 30 16 15
Orono 0 0 0 1 1 1 1 0 2 1 1
Darlington 5 8 9 12 6 5 8 6 10 6 7
Clarke 12 11 12 6 10 8 6 11 5 11 12
Burketon 0 0 1 1 0 0 1 0 0 0 0
Enfield 0 0 0 0 0 0 0 0 0 0 0
Enniskillen 2 0 1 2 3 0 3 2 0 0 1
Hampton 1 2 2 0 1 1 0 0 0 1 1
Haydon 0 0 1 0 0 0 0 0 0 0 0
Kendal 0 1 0 0 0 0 1 1 0 1 0
Kirby 0 1 0 1 0 0 1 0 0 0 0
Leskard 0 0 0 0 0 0 0 0 0 0 0
Maple Grove 0 0 0 0 0 0 0 0 0 0 0
Mitchell Corners 0 0 0 1 1 1 0 0 0 1 0
Newtonville 3 3 3 7 6 3 7 5 7 2 2
Solina 0 0 0 1 3 1 1 5 0 6 3
Tyrone 0 0 0 0 0 1 1 0 5 0 0
Total 820 931 657 439 537 863 593 274 593 655 861
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Municipality of Clarington
EGD-039-16 Page 8
5. Inspections
The following is a table showing how many inspections were attended in July, August,
and September and the year to date 2016 as well as those attended in July, August,
and September and year to date 2015.
2016 2015
July, August,
and
September
Year to
Date
July, August,
and
September
Year to
Date
Building Inspections 2,354 6,146 1,877 5,373
Plumbing and Heating Inspections 2,455 6,759 2,130 6,030
Pool Enclosure Inspections 80 126 46 75
Total 4,889 13,031 4,053 11,478
6. Anticipated Activity to Year-End
It is anticipated that the 2016 year end values will be very similar to 2015’s. To date, our
permit applications exceed those received over the same time period in 2015 and the
Engineering Department will be reviewing projects with an approximate project value of
$ 90,000,000 including a further 240 residential permits.
7. Concurrence
Not Applicable
8. Conclusion
In the third quarter of 2015, a large number of residential permits were issued as two new
subdivisions were approved to begin construction and several large value projects were
also approved, including 9 wind turbines and the Bowmanville Professional
Building. While permit activity declined during the third quarter of 2016, the overall year in
terms of numbers of permits will be comparable to 2015.This is due to the fact that
approved development is anticipated to increase in the fourth quarter of 2016.
46
Municipality of Clarington
EGD-039-16 Page 9
9. Strategic Plan Application
Not Applicable
Submitted by: Reviewed by:
Anthony S. Cannella Curry Clifford, MPA, CMO
Director of Engineering Services Interim CAO
Staff Contact: Brent Rice, Chief Building Official, 905-623-3379 extension 2303, or
brice@clarington.net
Attachments:
N/A
There are no interested parties to be notified of Council’s decision.
ASC/BR/jo/jb
47
Engineering Services
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: November 28, 2016
Report Number: EGD-040-16 Resolution:
File Number: By-law Number:
Report Subject: Approval of Final Clarington Transportation Master Plan
Recommendations:
1. That Report EGD-040-16 be received; and
2. That Council approve the recommendations identified in the Clarington Transportation
Master Plan – Final Report as provided in report EGD-040-16.
48
Municipality of Clarington
Report EGD-040-16 Page 2
Report Overview
This report recommends the approval of the Clarington Transportation Master Plan – Final
Report by Clarington Council. It has taken into consideration the public and contributing
agencies’ comments. The full version of the Clarington Transportation Master Plan-Final
Report can be found at www.claringtontmp.ca or the Engineering Services Department
can provide a hard copy if required.
1. Background
The purpose of this report is to obtain Council approval of the Clarington Transportation
Master Plan (CTMP) – Final Report.
The Clarington Transportation Master Plan (CTMP) is a planning document that provides
a comprehensive assessment of the long-term transportation system infrastructure and
policy needs across all modes of transportation in the Municipality of Clarington (also
referred to as Municipality or Clarington). The purpose of the CTMP is to provide a
coordinated and integrated implementation strategy for the transportation system that will
guide decision-making within the Municipality over the next 20 years.
The CTMP was prepared following the Master Planning process (i.e., Phases 1 and 2) of
the Municipal Class Environmental Assessment process, and provides the context for the
implementation of proposed transportation improvements within Clarington. Subsequent
phases of the Class EA process (i.e., Phases 3 and 4) will be required for projects /
studies with the potential for impacts to the environment. More detailed investigation and
further consultation will be required to implement specific projects recommended in the
CTMP.
An extensive consultation program was carried out as part of the CTMP to provide
information to stakeholders on all components of the study and facilitate a full spectrum of
community and agency input. The consultation program included:
• Establishment of a study website;
• Notification of consultation events via mail, email and information screens at the
Municipal Administrative Centre;
• Steering committee and stakeholder meetings; and
• Two formal Public Information Centres (PICs).
49
Municipality of Clarington
Report EGD-040-16 Page 3
The feedback received from the public and other stakeholders during the course of the
study generally indicated a strong desire for improvements to:
• Active transportation
• Infrastructure and associated policies
• Transit integration
• Service and accessibility
• Selected areas of the road network.
2. Summary of Clarington Transportation Master Plan
2.1 Problem Statement
Clarington’s population and employment is expected to grow by 50,000 people and
15,000 new jobs by 2031. This increase will put pressure on the existing transportation
system and drive requirements for new infrastructure and programs. The key network
deficiencies and transportation problems and opportunities that Clarington is expected to
face by 2031 can be summarized as follows:
Congestion on Roads Crossing Bowmanville Creek
Increased pressure on Longworth Avenue and Concession Road 3 in the vicinity of
Bowmanville Creek is due to the significant population growth in northern Bowmanville.
The creek acts as a natural barrier to travel with Baseline Road, King Street / Highway 2,
and Longworth Avenue as the only existing crossing within the urban area. Alternatives
identified in the TMP to address this need include:
• The widening of Longworth Avenue (including the existing crossing which is designed
to accommodate a four-lane cross-section)
• The extension of Longworth Avenue to the west
• The extension of Nash Road across Bowmanville Creek
Congestion on Roads Leading to Highway 401 Interchanges
Major issues here include:
• Courtice Road North and south of Highway 401
• Liberty Street north and south of 401
• Waverley Road at Highway 401
50
Municipality of Clarington
Report EGD-040-16 Page 4
Analysis of these roads used to access Highway 401 revealed the need for at least
one additional lane of traffic (in each direction) to accommodate the expected
congestion.
It was also found that most trips accessing Highway 401 through the Bowmanville
interchanges originate in central Bowmanville or north of Bowmanville.
Since the approach to the Liberty Street/Highway 401 interchange will be challenging
to upgrade due to a range of engineering and environmental factors as well as the
existing residential and commercial property constraints, a new Highway 401
interchange at Lambs Road, and/or network improvements to encourage increased
usage of the Holt Road interchange (already planned to be improved to a new full
access interchange) may be able to address this need. The introduction of an
interchange at Lambs Road would result in the partial or full removal of the Liberty
Street and Bennett road interchanges.
Capacity issues within urban areas of Bowmanville and Courtice
The 2031 base forecasts revealed three isolated congestion hot spots primarily in the
vicinity of downtown Bowmanville and Courtice, including:
• Prestonvale Road South of Regional Highway 2 (Courtice)
• Scugog Street North of King Street / Regional Highway 2 (Bowmanville)
• Concession Road 3 east of Regional Road 57 (Bowmanville)
2.2 Active Transportation
Public feedback received through the CTMP study process consistently demonstrated a
desire for improvements to active transportation infrastructure, including modifications to
existing routes, provision of new routes and development of policy approaches. It is
recognized that recreational cycling and cycle tourism are important to maintaining a
healthy and liveable community and enhancing Clarington’s overall attractiveness for
investment. Clarington will continue to work with cycling groups to promote and
encourage the use of Clarington’s off-road trail and on-road cycling infrastructure for
recreational purposes.
In order to support an increased role for active transportation in Clarington, an Active
Transportation System consisting of interconnected on-road facilities and off-road trails is
recommended. The active transportation network at the overall municipal level includes
both on-road facilities and off-road trails within Courtice, Bowmanville, Newcastle, and
Orono, and identifies “Key Trails” that serve as important active transportation links that
can be used for commuting purposes.
The following tables present estimates of the capital funding requirements to support the
implementation of the proposed Active Transportation System to 2031. These are shown
by community but in no particular order. The cost estimates are based on high-level unit
per km costs developed from recently implemented on-road bicycle lanes and off-road
trails in Clarington. Items marked with an asterisk are partially or fully completed.
51
Municipality of Clarington
Report EGD-040-16 Page 5
Cycling Network
Community Facility Type Route Location Length
(km) Cost ($)
Courtice Cycle Lane Nash Road Townline Road to
Varcoe Road * 0.40 $8,000
Courtice Signed /
Shared Lanes Nash Road Varcoe Road to
Centerfield Drive * 0.40 $6,000
Courtice Cycle Lane Nash Road Centerfield Drive to
Harry Gay Drive * 2.50 $50,000
Courtice Signed /
Shared Lanes Trulls Road
Pebblestone Road to
Adelaide Avenue
(extension) *
1.10 $16,500
Courtice Cycle Lane Trulls Road
Adelaide Avenue
(extension) to south of
Avondale Drive *
2.60 $52,000
Courtice Signed /
Shared Lanes Trulls Road South of Avondale Drive
to Bloor Street 0.75 $11,250
Courtice Signed /
Shared Lanes
Prestonvale
Road
Highway 2 to Robert
Adams Drive 0.17 $2,550
Courtice Cycle Lane Prestonvale
Road
Robert Adams Drive to
Glenabbey Drive * 1.00 $20,000
Courtice Signed /
Shared Lanes
Prestonvale
Road
Glenabbey Drive to
Bloor Street * 0.65 $9,750
Courtice Cycle Lane Trulls Road Bloor Street to Cigas
Road 1.70 $34,000
Courtice Cycle Lane Cigas Road Trulls Road to Baseline
Road/Courtice Road 0.95 $19,000
Courtice Cycle Lane
New Road to
Future GO
Station
Trulls Road to Future
GO Station 0.65 $13,000
Courtice Paved
Shoulder Courtice Road Baseline Road to South
Service Road 0.40 $70,000
Courtice Signed /
Shared Lanes
Sandringham
Driver/Yorkville
Drive
Prestonvale Road/Claret
Road to Trulls
Road/Yorkville Drive
1.00 $15,000
Courtice Separate
facility Highway 2 Townline Road to
Courtice Road 3.00 $60,000
Courtice to
Bowmanville
Separate
facility Highway 2 Courtice Road to Green
Road 5.40 $1,890,000
Courtice to
Bowmanville
Signed /
Shared Lanes Nash Road Harry Gay Drive to
Regional Road 57 5.90 $88,500
Bowmanville Separate
facility Highway 2 Green Road to Lambs
Road 4.40 $88,000
52
Municipality of Clarington
Report EGD-040-16 Page 6
Cycling Network
Community Facility Type Route Location Length
(km) Cost ($)
Bowmanville Cycle Lane Green Road Nash Road to Baseline
Road * 4.10 $82,000
Bowmanville Paved
Shoulder
Baseline
Road/Holt
Road
Holt Road (at OPG
Darlington) to Baseline
Road/Green Road
2.70 $472,500
Bowmanville Cycle Lane Baseline Road Martin Road to Lambs
Road 3.30 $66,000
Bowmanville Cycle Lane Aspen Springs
Drive
Bonnycastle Drive to
Regional Road 57 * 0.17 $3,400
Bowmanville Signed /
Shared Lanes
Lake
Road/Port
Darlington
Liberty Street to Port
Darlington/East Beach
Road
1.60 $24,000
Bowmanville Cycle Lane Longworth
Avenue
Green Road to 400m
east of Regional Road
57
1.26 $25,200
Bowmanville Cycle Lane Longworth
Avenue
Don Morris Court to
Laurelwood Street * 0.45 $9,000
Bowmanville Cycle Lane Longworth
Avenue
Argent Street to Mearns
Avenue * 1.00 $20,000
Bowmanville Cycle Lane Concession
Road 3
Regional Road 57 to
Mearns Avenue 2.50 $50,000
Bowmanville Cycle Lane Middle Road
Bowmanville North
Boundary to Bons
Avenue
1.40 $28,000
Bowmanville Cycle Lane Scugog Street 4th Street to
Concession Street * 0.80 $16,000
Bowmanville Separate
facility
Regional Road
57
Stevens Road to Aspen
Springs Drive (Future
GO Station)
0.75 $15,000
Bowmanville Signed /
Shared Lanes Liberty Street Concession Road 3 to
Longworth Avenue 0.75 $11,250
Bowmanville Cycle Lane Concession
Street
Liberty Street to Mearns
Avenue * 0.80 $16,000
Bowmanville Cycle Lane Lambs Road Rail Crossing to
Baseline Road 3.10 $62,000
Bowmanville
to
Newcastle
Signed /
Shared Lanes
Concession
Street/Arthur
Street
Mearns Avenue to
Arthur Street/Highway 2
*
9.40 $141,000
Newcastle Cycle Lane
Rudell
Road/Edwards
Street
Rudell Road/Highway 2
to Edward
Street/Brookhouse Drive
*
1.40 $28,000
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Municipality of Clarington
Report EGD-040-16 Page 7
Cycling Network
Community Facility Type Route Location Length
(km) Cost ($)
Newcastle Cycle Lane Mill Street Edward Street to
Highway 401 0.35 $7,000
Newcastle Signed /
Shared Lanes Mill Street Highway 401 to Toronto
Street 0.29 $4,350
Newcastle Multi Use Path Mill Street Toronto Street to Port of
Newcastle Drive 0.26 $91,000
Newcastle Cycle Lane Brookhouse
Drive
Highway 2 to Edward
Street * 0.35 $7,000
Newcastle Cycle Lane
Mill
Street/North
Street
Concession Road 3 to
Edward Street 2.50 $50,000
Newcastle Signed /
Shared Lanes Highway 2 Rudell Road to
Brookhouse Drive 1.60 $32,000
Total 73.80 $3,714,250
Supporting policy measures were also developed to increase the attractiveness,
awareness, and visibility of active transportation in Clarington. Policy recommendations
include marketing strategies to promote use of Clarington’s active transportation facilities
and the development of an Active Transportation Plan. The recommended active
transportation program could be overseen by a new Active Transportation Advisory
Committee who would assist with the development of an Active Transportation Master
Plan, which is intended to further develop and prioritize a funding mechanism for the
policies and programs that support and encourage use of active transportation.
A Complete Streets Policy is also recommended to support new development areas and
for implementation along identified active transportation corridors. Capital funding is
required to support the implementation of the proposed Active Transportation System. It
is also recommended that a fixed annual budget be allocated to support non-network
infrastructure related initiatives.
2.3 Transit Services
The need for improved transit services within Clarington was noted by members of the
public during the course of this study. While not a direct provider of transit service within
the municipality, Clarington will work with Durham Region and Metrolinx to review and
support the implementation of existing initiatives, as well as these recommended services
as part of DRT and GO Transit:
• GO Rail Bowmanville Extension and encourage the extension of service to urban
areas of Courtice and Bowmanville, especially to the new GO stations in these
communities
• Higher-Order Transit on Regional Highway 2 to Courtice
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Municipality of Clarington
Report EGD-040-16 Page 8
• An extension of higher-order transit service along Regional Highway 2 through to the
Bowmanville GO Rail station
• 407 Transitway bus service (not higher order transit)
• Enhanced service on Regional Highway 2 from Courtice to Newcastle
• Restructured service to Orono
• Expanded service in Courtice and Bowmanville
• Expanded service to areas with existing service gaps
• Expanded service in growth areas
It is further recommended that Clarington assume a strong support role through a number
of recommended measures to facilitate transit use. It should be noted that all of the
recommendations, with the exception of GO Transit services (both rail and bus), are
subject to the approval of the DRT Commission and Regional budget considerations.
2.4 Transportation Demand Management (TDM)
The core goal of TDM is to reduce the number of motor vehicles (particularly single-
occupancy autos) on the road during peak periods of congestion by encouraging people
to shift travel modes, use rideshares / carpools, shift times of travel, and shift trip making
patterns. The focus of TDM is on optimizing the movement of people rather than the
movement of motor vehicles and making more effective use of existing infrastructure. A
number of initiatives were included as part of the recommended TDM strategy to
encourage use of alternative transportation modes within the community:
• Work closely with Metrolinx and the Region of Durham to support Smart Commute
Durham, promote TDM and monitor implementation and the benefits of TDM
measures throughout Clarington and co-host special events with Smart Commute
Durham.
• Encourage the Region and Smart Commute Durham to develop and implement
school-based TDM programs at both the elementary and high school
• Take a lead role in supporting the Municipality’s large employers in implementing trip
reduction
• Lead by example through establishing a visionary TDM program for the Municipality of
Clarington
• Develop a parking strategy for Bowmanville
• Promote existing carpool lots and support the development of new lots
• Require TDM Plans for major developments
55
Municipality of Clarington
Report EGD-040-16 Page 9
Long Term Road Network
Through the CTMP it was demonstrated that the public is interested in:
• Improving safety, whether through reducing speeds or providing wider shoulders on
roadways
• improving the existing road network, including rural roads
• Providing for added connectivity through new connections.
To address these issues a number of road network alternatives were developed based on
the expected capacity deficiencies, and were evaluated against a broad range of criteria
to compare their respective advantages and disadvantages using both quantitative and
qualitative measures. The identified improvements were packaged into three network
alternatives and carried forward for further evaluation against the “Do Nothing” scenario.
Alternative A
• A 4-lane extension of Longworth Avenue from Regional Road 57 to Holt Road
• 4-lane widening of Longworth Avenue from Scugog Street to Regional Road 57
• Baseline Road and Holt Road improvements are also included.
Alternative B
• A 4-lane extension of Longworth Avenue from Regional Road 57 to Maple Grove
Road
• 4-lane widening of Longworth Avenue from Scugog Street to Regional Road 57,
road upgrade
• 4-lane widening of Maple Grove Road from the new extension to Bloor Street, and
road upgrade
• 4-lane widening of Bloor Street from Maple Grove Road to Holt Road. Baseline
Road and Holt Road improvements are also included.
Alternative C – similar to Alternative A, in addition to the implementation of a new full
Highway 401 interchange at Lambs Road. With the introduction of an interchange at
Lambs Road, this alternative identifies the removal of the Liberty Street and Bennett
Road interchanges.
For comparison purposes, the “Do Nothing” alternative was included as part of the
evaluation of network alternatives. Each of the alternatives were assessed using the
refined Durham Region Travel Demand model to determine how well the improvements
addressed the capacity deficiency and improved the operation of the transportation
network.
Recommended improvements
Based on the results of the evaluation of alternatives, Alternative C was identified as the
recommended alternative, based on the following rationale:
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Municipality of Clarington
Report EGD-040-16 Page 10
Addresses capacity deficiencies on Longworth Avenue and Concession Road 3 to the
east of the Bowmanville Creek, resulting in a volume over capacity ratio reduction from
1.02 (congested) to 0.65 (free-flow traffic).
Addresses capacity deficiencies on Liberty Street adjacent to Highway 401 and improves
network performance in Bowmanville by shifting commuter “through” traffic away from the
Liberty Street through the downtown core and onto the Holt Road/Highway 401
interchange, resulting in a 29% reduction in traffic along Liberty Street.
Supports planned population and employment growth by providing accessibility to
growing areas
Improves east-west movement within Bowmanville due to Longworth Avenue
improvements and extension, as well as the Baseline Road improvements.
Although Alternative C includes the full Longworth Extension through to Regional
Highway 2 near Holt Road, it is recommended that both the full extension (with improved
/ widened Holt Road) and the shortened extension through to Maple Grove Road (with
improvement to Maple Grove Road and Bloor Street) be carried forward for further study
as part of the EA process. The full extension performs marginally better from a technical
point of view by providing a more direct route to Holt Road and its Highway 401
interchange, but the full extension crosses through a known Provincially Significant
Wetland. Both the full extension and the shortened extension also have the potential
issues with property impacts. Future phases of the EA process will evaluate the benefits,
impacts, and potential mitigation measures (e.g. route alternatives) in more detail.
2.5 Intersection Operations
Growth in traffic also triggers the need for modifications to intersection control and / or
road geometry at selected locations. The below noted modifications at the following
intersections are recommended to address the future (i.e., Horizon Year 2031) capacity
issues identified through the CTMP assessment process:
Regional Highway 2/Prestonvale Road
- Westbound left-turn phase becomes permissive and protected
Regional Highway 2/Scugog Street
- Eastbound and northbound left-turn phases become permissive and protected.
- Southbound shared thru/right configuration modified to separate through and right-turn
lanes.
The intersection of Regional Road 57 / Concession Road 3 is proposed to be
reconfigured which would result in North Scugog Court being converted into a cul-de-sac
and Concession Road 3 connecting directly with Regional Road 57. The current road
configuration has the potential to create blockages for traffic attempting to turn left onto
Concession Road 3 from Regional Road 57 as westbound traffic on North Scugog
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Municipality of Clarington
Report EGD-040-16 Page 11
Court queues. No further modifications are required at this intersection and stop sign
control is suggested to be retained, with the intersection monitored to determine when
signals would be required.
Implementation Strategy
The key recommendations of the CTMP are intended to be implemented through a series
of strategic policies and specific infrastructure optimization / improvements. The capital
funding requirements for the proposed road network improvements recommended as part
of this CTMP for short term (2015 to approximately 2021) and medium term
approximately 2021 to horizon year 2031) time horizons are estimated to be $65,000,000.
Several of the recommended projects are classified as Schedule C, requiring a higher
level of public consultation. According to the Class Municipal EA process, additional
studies (i.e., environmental assessments) are required to obtain approval to proceed with
project implementation. The six identified Schedule C projects, all located within or
adjacent to Bowmanville, are as follows:
− Baseline Road from Mearns Avenue to Holt Road – Upgrade Standards/Bridge
Construction
− Baseline Road from Lambs Road to Waverly Street – Widening to 4 lanes
− Longworth Avenue Extension (A):
• Longworth Avenue Extension (a and b) from Regional Road 57 to Bowmanville
• West Urban Boundary – Widening to 4 lanes
• Longworth Avenue Extension (a) from Bowmanville West Urban Boundary to Holt
• Road – New Arterial 4 lanes
• Holt Road from Longworth Avenue Extension (a) to Highway – Widening to 4 lanes
Longworth Avenue Extension (B):
• Longworth Avenue Extension (a and b) from Regional Road 57 to Bowmanville
West Urban Boundary – Widening to 4 lanes
• Longworth Avenue Extension (b) from Bowmanville West Urban Boundary to
Maple Grove Road – New Arterial 4 lanes
• Maple Grove Road from Longworth Avenue Extension (b) to Bloor Street –
Widening to 4 lanes
− Holt Road from Baseline Road to north limit of Highway 401 interchange – Widening
to 4 lanes
− Lambs Road from Regional Highway 2 to Baseline Road – Widening to 4 lanes
− Lambs Road Interchange
Note that Longworth Avenue Extension (A) and Longworth Avenue Extension (B) are
alternate road network options that are to be assessed in the same Schedule C Class
EA project.
58
Municipality of Clarington
Report EGD-040-16 Page 12
3. Recommendations
It is recommended that Council approve the Clarington Transportation Master Plan –
Final Report. In addition it is recommended, pending approval of the Clarington
Transportation Master Plan – Final Report, that a Notice of Study Completion,
Attachment No. 1, be published as required by the Municipal Class Environmental
Assessment process.
4. Strategic Plan Application
Recommendations of this report implement Action 4.1 of the Strategic Plan and Council’s
four year objective: “Enable safe, efficient traffic flow and active transportation”.
5. Concurrence
This report was prepared in consultation with the Planning Services Department, the
Operations Department and several other external agencies.
6. Conclusion
The approval of the Clarington Transportation Master Plan-Final Report will be a guiding
document moving forward in establishing a strong transportation network to support
Clarington’s future growth.
Submitted by: Reviewed by:
Anthony S. Cannella Curry Clifford, MPA, CMO
Director of Engineering Services Interim CAO
Staff Contact: Ron Albright, Assistant Director, Engineering Services, 905-623-3379 ext. 2305
or ralbright@clarington.net
59
Municipality of Clarington
Report EGD-040-16 Page 13
Attachments:
Attachment No. 1 Final Clarington TMP Notice of Completion
There are no interested parties to be notified of Council’s decision.
ASC/RA/jb
60
Notice of Study Completion
Clarington Transportation Master Plan
The Municipality of Clarington has prepared their first Transportation Master Plan following a Municipal
Class Environmental Assessment (MCEA) for a municipal-wide Transportation Master Plan (TMP). This
study has followed an approved process under the Environmental Assessment Act and was conducted in
accordance with the requirements of Phases 1 and 2 of the Municipal Class Environmental Assessment
document (October 2000, as amended in 2007). Master Plans are long-range plans that integrate
infrastructure requirements for existing and future land use with environmental assessment planning
principles in an effort to make comprehensive planning decisions. This Transportation Master Plan outlines
improvements needed to the Municipality’s transportation network to meet the forecasted travel demand to
year 2031. On December 12, 2016, the Municipality of Clarington Council approved the recommendations
in the Clarington Transportation Master Plan (CTMP) recognizing that each individual project recommended
in the Plan will be subject to the provincial Municipal Class Environmental Assessment process, and Council
approval for funding prior to implementation.
The CTMP provides the context and justification to implement specific transportation projects in the
Municipality by 2031, including selected intersection improvements, road widenings and road extensions.
All the recommended road network improvements will be subject to further study, public consultation and,
unless previously approved, the requirements of the Municipal Class Environmental Assessment process.
In addition the Plan includes strategies for the management of transportation demand, transit improvements
and the expansion of Clarington’s active transportation network which are equally as important as the road
network improvements.
The CTMP is strategically aligned with the Municipality’s Official Plan Review and Update to ensure a
seamless planning process. The study will incorporates public consultation to define a scope of issues,
develops a multi-modal transportation vision (i.e., active transportation modes such as walking and cycling,
and established modes such as personal assistive devices, public transit, automotive, rail initiatives, goods
movement, etc.), forecasts future travel demands, identifies opportunities, existing deficiencies,
recommends new transportation facilities, establishes policies and priorities, and provides an action plan
for implementation.
The Clarington Transportation Master Plan is available for public viewing at the Municipality of Clarington’s
website at www.claringtontmp.ca, at all Clarington Libraries and at the Clarington Town Hall during
regular business hours (40 Temperance Street, Bowmanville, ON L1C 3A6).
For further information on the Clarington Transportation Master Plan please contact the following project
team members:
Shari Harmsworth, P. Eng.
Project Manager
AECOM Canada Ltd.
300 Water Street
Whitby, ON L1N 9J2
Tel: D 905.668.9363 ext. 2350)
Fax: 905.668.023621
mail: Sheri.Harmsworth@aecom.com
Ron Albright, P. Eng.
Manager, Infrastructure and Capital Works
Municipality of Clarington
40 Temperance Street
Bowmanville, Ontario L1C 3AC
Phone: 905.623.3379 (ext. 2305)
Fax: 905.623.9282
Email: ralbright@clarington.net
61
Emergency Services
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: November 28, 2016
Report Number: ESD-005-16 Resolution:
File Number: N/A By-law Number:
Report Subject: New fees for Open Air Fire/Explosion Permit – Special
Effects/Movie/Theatrical/Music
Recommendations:
1. That Report ESD-005-16 be received;
2. That the implementation of new service fees and an increase in fees addressed in
Report ESD-005-16 be approved; and
3. That the draft amending Fee By-Law (Attachment 1 to Report ESD-005-16), being a by-
law to amend “Schedule B” of By-Law 2010-142 regarding the payment of fees for
information and services provided by the Municipality of Clarington be approved.
62
Municipality of Clarington
Report ESD-005-16 Page 2
Report Overview
To introduce an Open Air Fire/Explosion Permit – Special Effects/Movie/Theatrical/Music.
1. Background
Schedule “B” of By-law 2010-142 sets out fees related to Fire and Emergency Services.
The last amendment to Schedule “B” of By-law 2010-142, was approved by Council in
2015.
Fees for service are calculated on a cost recovery basis and assist in the reduction of
operational costs of Emergency Services. It is important to understand that these fees for
services and cost recovery are intended only to offset some or all of the costs in
delivering services and do not in any way compromise access by the public to fire
protection services. Additionally, these fees do not, in any manner, jeopardize public fire
safety.
Fees are generally determined by considering the amount of staff time and other costs
involved in order to reflect the true value of services rendered. Currently, a number of
services are performed by Emergency Services including fire prevention inspections,
requests for letters/reports, issuance of permits relative to fire inspections and code
compliance, etc. are invoiced based on an established fee schedule.
There is an increasing number of open air fire special effects and movie related activities
in Clarington and these need to be regulated for public safety purposes and the fees
charged to reflect costs.
2. Proposal
Staff are proposing that the Permits Section of Schedule “B” to By-law 2010-142, as
amended, be further amended to add the following new fee: “Open Air Fire/Explosion
Permit – Special Effects/Movie/Theatrical/Music - $162.00”.
Fees for information, documents, burn permits and inspections are based on the current
First Class Firefighter rate.
3. Concurrence
Not Applicable
4. Conclusion
It is respectfully recommended that the proposed new fee for an Open Air Fire/Explosion
Permit – Special Effects/Movie/Theatrical/Music as outlined in Attachment 1 to this
Report be approved.
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Report ESD-005-16 Page 3
5. Strategic Plan Application
Not applicable.
Submitted by: Reviewed by:
Gord Weir, Curry Clifford, MPA, CMO
Director of Emergency & Fire Services Interim CAO
Staff Contact: Gord Weir, Fire Chief, 905-623-3379 ext. 2802 or gweir@clarington.net
Attachments:
Attachment 1 - By-law to amend Schedule “B” of the Fee By-law 2010-142
There are no interested parties to be notified of Council's decision.
GW/pm
64
Attachment 1 to
Municipality of Clarington Report ESD-005-16
Corporation of the Municipality of Clarington
By-law 2016-
Being a by-law to require payment of fees for services and amend Schedule B of the
Fee By-law 2010-142
WHEREAS at its meeting held on _____________2016, the Council of the Municipality of
Clarington adopted the recommendations contained within Report ESD-005-16.
Now Therefore Be It Resolved That the Council of the Corporation of the Municipality of
Clarington enacts as follows:
1. That the Permits Section of Schedule “B” to By-law 2010-142 be amended to add the
following:
“Open Air Fire/Explosion Permit – Special Effects/Movie/Theatrical/Music - $162.00”
2. This By-law shall come into force and take effect on the date of the passing.
BY-LAW passed in open session this ______________2016.
__________________________
Adrian Foster, Mayor
__________________________
Anne Greentree, Municipal Clerk
65
Clerk's
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: November 28, 2016
Report Number: CLD-033-16 Resolution:
File Number: By-law Number:
Report Subject: Responsible Pet Owners' By-law - Licensing Expiry Date and Sale of
Lifetime Licenses
Recommendations:
1.That Report CLD-033-16 be received;
2.That the proposed expiry date for annual licences changes to be effective January 1,
2017, be approved;
3.That the draft by-law to amend By-law 2013-024, the Responsible Pet Owners' By-law,
attached to Report CLD-033-16 as Attachment 2, be approved to change the expiry
date of animal licenses from calendar year to date of purchase, to Amend Schedule "A"
Fees to delete the lifetime licensing category and to provide for the grandfathering of
any existing current lifetime licenses; and
4.That all interested parties listed in Report CLD-033-16 and any delegations be advised
of Council's decision.
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Municipality of Clarington
Report CLD-033-16 Page 2
Report Overview
Staff recently undertook a review of animal licensing with a view to improving compliance.
This Report discusses two significant changes to the existing licensing model, being a 12-
month licence period and the discontinuation of the lifetime licence category.
1. Background
Under the authority of the Municipal Act, 2001, and in accordance with the Clarington
Responsible Pet Owners’ By-law 2013-024, the Municipality of Clarington requires that all
dogs and cats be licensed. Licensing of dogs has been in place in Clarington since 1859
and cats since 2000. The purpose of licensing pets is to ensure the health and safety of
our Clarington residents and our pets.
The licensing revenues assist the Municipality in providing valuable animal related
services such as:
• Easy reuniting of dogs and cats to their owners if the animal is wearing a current
tag,
• Public education initiatives in schools and within the community,
• The feeding, sheltering and safe keeping of impounded or surrendered animals,
and
• Clarington’s pet adoption program.
As detailed in the following chart, licensing levels have continually declined which staff
believe is directly linked with the discontinuation of door-to-door licence sales. (Note, this
method of sales was discontinued due to an increasing intolerance of door-to-door sales
in our community and beyond.)
Licence Year Annual Lifetime Total Sales
2011 4091 729 4820
2012 3715 282 3997
2013 3049 295 3344
2014 2489 246 2735
2015 1482 156 1638
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Municipality of Clarington
Report CLD-033-16 Page 3
In addition various sales outlets located throughout the Municipality, in 2015 Clarington
began offering on-line licensing. Pet owners who take advantage of the on-line licensing
option are provided discount coupons from various area businesses. While these two
avenues for sales are successful, our compliance rate of approximately 23% remains low.
(Ipsos Reid eNation survey conducted in April 2013 shows that 57% of Canadian’s own a
pet.)
Over the past few years staff have implemented various communication strategies such
as regular licensing messages through social media, advertisements in the newspaper
and Community Guide as well as through the Municipal Website in an effort to improve
our licensing compliance rates. As well, last summer a door-to-door licensing public
education program was introduced in our urban areas. To further address this issue, staff
considered other options, including increased enforcement and higher fines and the new
licencing model as described in this report.
2. Fee Structure and Prices
Effective January 1, 2000, By-law 99-90 was enacted by Council, which updated and
consolidated a number of by-laws governing animals in the Town of Newcastle. As well,
this by-law implemented the licensing of cats and the opportunity for lifetime licences.
Since 2006 By-law 2006-227 has been repealed and replaced with By-law 2013-024.
The fee structure has remained consistent since 2011 and has remained very affordable.
The expiry date of every licence, other than a lifetime licence, expires on December 31 of
the calendar year for which it was issued. The following chart details Clarington’s current
animal license fees.
Licences Fee
Dog or cat – microchipped & spayed or neutered $15.00
Dog or cat – spayed or neutered no microchip $25.00
Dog – unaltered $40.00
Cat – unaltered $40.00
Dog or cat – lifetime (must be altered & microchipped) $80.00
Dog or cat – Agricultural Rate $100.00
Working Dog No Fee
Attachment 1 to the Report is a summary of licensing structure and prices for the area
municipalities.
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Municipality of Clarington
Report CLD-033-16 Page 4
3. Comments
3.1 Enforcement and Fines
Some municipalities, such as Calgary and Hamilton, have implemented a compliance
model which essentially provides for a limited period of “free” licensing followed up with
very proactive and rigid enforcement of the requirement to hold a license along with high
fines for not holding a license. While this model would undoubtedly improve our
compliance rates, it would not be readily received by our community and would
compromise our positive image within Clarington. For success, it would require taking a
very heavy handed approach to enforcement. Thus taxing our staff resources on
enforcement and court time, as well as administering complaints.
Where the goal of enforcement is compliance, staff believe that options for improving
compliance rates through licensing model changes rather than our enforcement model
should be explored before any consideration is given to adopting such an enforcement
model as that used in Calgary.
3.2 Expiry date change
Prior to approximately 1967, dog owners paid an additional tax and were actually
registered on the tax roll as dog owners. While the practice is no longer followed, the
concept remains today that licensing revenues are collected from dog and cat owners to
assist in paying for animal related services within our community.
When selling a licence for a pet the expiry date of the licence has always been December
31 of the calendar year for which it was issued, regardless of when the licence was
purchased.
Staff are recommending that effective January 1, 2017, the licensing model be changed
from calendar year to 12-month licences. The recommended change would be that the
expiry date would be a year from the date of purchase.
Staff are recommending this change to address the issues of new residents moving into
the area and residents acquiring a new pet, all of which can happen at any time during
the calendar year. Also, when a resident purchases a licence later in the year and see
that they get a full year from the date of purchase before the licence expires they will be
more likely to continue to purchase their yearly licence versus purchasing for example in
September and have the licence valid for only four months. This, it is predicted, will
increase yearly licence sales as the purchaser will realize more value in their purchase.
As well, when residents purchase a yearly licence Clarington will always have the most
current information. Staff believes the proposed change is reasonable, fair and in line
with our neighbouring municipalities that are offering 12-month licenses. With the use of
our on-line licensing system, there should be no impact on staff to switch to the 12-month
licence model.
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Report CLD-033-16 Page 5
3.3 Lifetime Licenses
As noted above, Clarington’s licence structure includes a “lifetime” licence. This concept
was introduced in 1999 (effective January 1, 2000) and provides dog/cat owners the
opportunity to purchase a single licence which would only expire upon the death of the
dog/cat. The price for a lifetime licence is $80 and is only permitted for dogs/cats who
are altered (i.e. spayed or neutered) and who have been microchipped. The lifetime
licence is offered as an incentive to our pet owners to alter and comply with our licensing
requirements.
The current licence prices are deemed affordable, reasonable and fair, with one
exception being the lifetime fee. The average lifespan of a dog is approximately 12 years
and an indoor cat is greater than 10 years. An owner of a dog who is altered and
microchipped has an option to pay $15.00 for an annual licence or pay $80.00 for a
lifetime licence. Thus the owner who purchases a permit each year, assuming the pet
lives for and is licensed each year for 12 years, pays $180.00. If purchasing a life-time
license the owner is only contributing to offset the costs of animal related services for a
five and a half year period which equates to approximately 45% of the average life of the
dog.
Traditionally, any licence fees collected have been applied against “current year”
expenses and have not been allocated to a reserve to be applied against future
expenditures. To do so, would have resulted in increased processing resources and
reduced annual revenues.
Inherent in an annual licensing process is the ability for staff to maintain current
ownership records. The lifetime licence is convenient for residents as they only have to
remember to purchase the lifetime licence once and do not have to worry about renewing
the licence. Because the owner purchases the licence when they first acquire their pet,
they typically do not remember to notify the Animal Shelter of any ownership, address, or
telephone changes. Thus, often times when an animal, who has a valid lifetime licence,
is impounded staff encounter difficulty in contacting the owners (with the decline in land
line phones, this is being even more problematic). While staff make every effort to
maintain a current and accurate repository of ownership records, limited staff resources
does present challenges in proactively maintaining up to date data. As shown in
Attachment 1, neighbouring municipalities no longer offer lifetime licences.
Staff are therefore recommending that the lifetime licence category be discontinued
effective January 1, 2017. Any existing, valid lifetime licences would remain valid for the
life of the animal. Alternatively, should Council wish to continue this licensing category,
staff would recommend that a more appropriate licence fee be set for the lifetime licence.
Based on the average life of a dog being 12 years and a cat being more than 10 years.
Staff would recommend that a fee of $150.00 ($15 for 10 years and then beyond that
would be essentially free) be set.
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Report CLD-033-16 Page 6
4. Concurrence
Not Applicable
5. Conclusion
The cost for animal related services in the Municipality of Clarington have steadily
increased while licensing yearly compliance has decreased. Staff are recommending that
the licensing model be changed such that licences are sold for a 12-month period and
that the lifetime licence category be discontinued. These changes, combined with a
modest public marketing campaign, is expected to increase licensing compliance and
keep pets and people safe.
6. Strategic Plan Application
Not applicable.
Submitted by: Reviewed by:
C. Anne Greentree, Curry Clifford, MPA, CMO
Municipal Clerk Interim CAO
Staff Contact: Mary Jane Bacon, Acting Animal Shelter Manager, 905-623-3379 ext. 2127 or
mbacon@clarington.net
Attachment:
Attachment 1 – 2016 Animal Fees – Other Municipalities
Attachment 2 – Draft By-law to amend By-law
There are no interested parties to be notified of Council’s decision.
71
Attachment 1 to
Municipality of Clarington Report CLD-033-16
2016 Animal License Fees – Other Municipalities
CITY OF PETERBOROUGH
DOG CAT
Unaltered $50 N/A
Spayed/Neutered $25 N/A
SENIOR RATES (OVER 65)
Unaltered $35 N/A
Spayed/Neutered $15 N/A
Replacement tag $10 N/A
Licenses expiry – Calendar Year
CITY OF OSHAWA
DOG CAT
Unaltered with proof of annual rabies
vaccine
$50 $50
Unaltered with proof of annual rabies
vaccine & microchip
$60 Lifetime $60 Lifetime
Spayed/neutered and annual rabies
vaccine
$25 $25
Spayed/neutered, annual rabies
vaccine & microchip
$40 Lifetime $40 Lifetime
Special Needs Dogs No charge N/A
Licenses expiry – Date of Purchase
Including ferrets, which must also be licensed.
CITY OF PICKERING
DOG CAT
Unaltered $50 $50
Unaltered with Microchip $40 $40
Spayed/Neutered $25 $25
Spayed/Neutered with Microchip $20 $20
Replacement tag $5 $5
Licenses expiry – Date of Purchase
72
Attachment 1 to
Municipality of Clarington Report CLD-033-16
PAW ANIMAL SERVICES
DOG CAT
WHITBY
Unaltered, over 3 months $50 $50
Spayed/Neutered $25 $25
Microchipped & Unaltered $45 $45
Spayed/Neutered and Microchipped $20 $20
Replacement tag $5 $5
Personal Assistance Dog, Law
Enforcement Working Dog, Companion
Dog
No fee N/A
Licenses expiry – Date of Purchase
TOWN OF AJAX
DOG CAT
Unaltered, over 3 months $40 $40
Spayed/Neutered $25 $25
Microchipped & unaltered $35 $35
Spayed/Neutered and Microchipped $20 $20
Replacement tag $5 $5
Personal Assistance Dog, Law
Enforcement Working Dog, Companion
Dog
No fee N/A
Licenses expiry – Date of Purchase
TOWNSHIP OF UXBRIDGE
DOG CAT
Spayed/Neutered $20 N/A
Male or Female – 1st dog $30 N/A
Male or Female – 2nd dog $35 N/A
Male or Female – 3rd dog $40 N/A
Licenses expiry – Calendar Year
73
Attachment 1 to
Municipality of Clarington Report CLD-033-16
CITY OF KAWARTHA LAKES
DOG CAT
Unaltered $30 N/A
Spayed/Neutered $25 N/A
Replacement tag $10 N/A
Licenses expiry – Calendar Year
PORT HOPE – OPERATED BY HAMILTON TOWNSHIP
DOG CAT
November 1st to February 28
Unaltered $15 N/A
Spayed/Neutered $10 N/A
March 1st to October 31
Unaltered $20 N/A
Spayed/Neutered $15 N/A
Licenses expiry – Calendar Year
TOWNSHIP OF BROCK
DOG CAT
Unaltered $30 N/A
Spayed/Neutered $25 N/A
Replacement tag $1.00 N/A
Licenses expiry – Date of Purchase
74
Attachment 2 to
Municipality of Clarington Report CLD-033-16
The Corporation of the Municipality of Clarington
By-law 2016-xxx
Being a by-law to amend By-law 2013-024, a by-law
respecting responsible pet ownership.
Whereas the Council of the Corporation of the Municipality of Clarington deems it
advisable to amend By-law 2013-024, to change to 12-month animal licenses from
calendar year licensing and delete the lifetime licence category;
Now therefore be it resolved that the Municipality of Clarington’s Responsible Pet
Owners’ By-law 2013-024 be amended as follows:
1. That Section 2.5 deleted and replaced with the following:
“Every licence shall be valid for 1 year form the date of issue.”
2. That Part 6, Licenses, be amended to add:
6.3.1 Notwithstanding section 6.2, all licences issued under By-law 2013-024,
as amended, including lifetime licenses in effect on January 1, 2017, shall
remain in effect until they would have otherwise expired.
3. That all reference to lifetime licence be deleted.
4. Schedule “A”, Licenses, be amended to rename Section 6 to Section 5.
5. Schedule “A” be amended to delete the following:
“NOTE: There is a 10% discount for licences purchased before January 1st of
the licensing year.”
6. That this by-law comes into effect on January 1, 2017.
Passed this __________ of _________, 2016.
_____________________________
Adrian Foster, Mayor
_____________________________
C. Anne Greentree, Municipal Clerk
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Clerk's
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: November 28, 2016
Report Number: CLD-036-16 Resolution:
File Number: C07.WA By-law Number:
Report Subject: Ward Boundary Review Consideration
Recommendations:
1. That Report CLD-036-16 be received;
2. That Council authorize a ward boundary review;
3. That the ward boundary review be undertaken as soon as possible such that any
recommended ward boundary changes may be considered by Council such that they
can be in effect for the 2018 Municipal Elections;
4. That staff be authorized to use the process as outlined in the Report and the Purchasing
Manager be authorized to issue a limited invitation Request for Proposal to selected
companies (i.e. 2-4 firms) with proven expertise in ward boundary review and to submit
proposals based on the scope of work.
5. That the Mayor and Clerk be authorized to execute the agreement; and
6. That all interested parties be advised of Council’s decision.
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Municipality of Clarington
Report CLD-036-16 Page 2
Report Overview
The Municipality of Clarington is currently divided into four wards. The existing ward
boundaries were established in 1996. To ensure fair representation, it is recommended that
a ward boundary review be undertaken such that any recommended changes may be
considered by Council in time to take effect for the 2018 municipal elections.
1. Background
1.1 History of Clarington’s Ward Boundaries
When the Town of Newcastle was created in 1974, it consisted of three wards, being the
Former Township of Darlington (Ward 1), the Former Town of Bowmanville (Ward 2) and
the Former Township of Clarke (Ward 3). At that time, Regional Council consisted of 30
members plus the Chair; the Town had four Regional representatives. The Mayor sat on
Regional Council and each of the wards was represented by a Regional Councillor and a
Local Councillor. In 1986, effective for the 1988 elections, one member was added to
each of Ajax and Whitby, resulting in a 32-member Regional Council, plus the Chair.
In 1996, effective for the 1997 elections, Regional Council was reduced to a 28-member
Council and representation of the former Town of Newcastle (now Clarington) was
reduced by one member, to two Regional Councillors plus the Mayor. In order to
accommodate this reduction, a review of our ward system was undertaken and the
Municipality was divided into the current four wards, with two Regional Councillors each
representing two wards. Clarington’s existing ward boundaries were established by
Council on August 12, 1996 through By-law 96-151.
In 1996, in reviewing the ward boundaries, population, as well as communities of interest
and geographic features, were taken into consideration. With the wards being divided as
they were at that time, it was believed that each one contained a good mix of rural and
urban areas. There has never been an equality of population within the wards and it was
known at the time, with the growth that was forecasted for the Municipality, that the
populations would become more unbalanced over time. As well, it was recognized at the
time that Ward 4 would always have a smaller population base than the other three
wards. However, this concern was offset by the fact that the land mass covered was
much larger than the other wards.
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Report CLD-036-16 Page 3
In 2014, through Report CLD-001-14, staff reported to Council concerning Regional
Council Representation. That report included 2014 electoral count and landmass
statistics by ward and recommended that “given the differences in electors in each ward,
and the anticipated future growth in the Municipality, it is advisable to review the ward
boundaries prior to the 2018 municipal election.”
1.2 Legislative Authority
Section 222(1) of The Municipal Act, 2001 (the Act) grants Council the authority “to divide
or redivide the municipality into wards or to dissolve the existing wards” by by-law. The
Act further requires (as per Section 221(3)) that, within 15 days of passing the by-law, the
municipality shall give notice of passing a by-law to modify the ward boundaries. The
notice shall advise that the by-law may be appealed to the Ontario Municipal Board
(OMB) within 45 days of the date of notice. Following which, the OMB must agree to
convene a hearing, reach a decision, and issue an order by December 31, 2017 in order
that the electoral system can be in place for January 1, 2018 to be used in the October,
2018 municipal elections. Given this, public meeting(s) would be held to allow public
input into the review and redefining of Clarington’s ward boundaries.
The review of municipal electoral arrangements is not subject to a standardized process
in Ontario. The timing and purpose of a review, as well as the process to be followed, are
entirely at the discretion of each municipal council.
2. Discussion
2.1 Principles of Ward Divisions
When reviewing ward boundaries, generally accepted principles are regularly considered,
in consideration of past OMB decisions as well as a Supreme Court of Canada decision,
as follows:
• Representation by Population: Considering representation by population or every
councillor generally representing an equal number of constituents within his or her
respective ward. Note: Giving consideration to all of the principles, it is reasonable
to establish what would be considered an optimum number per councillor while
acknowledging an acceptable variation range.
• Population and Electoral Trends: Accommodating for, and balancing, future
increases or decreases in population growth/decline to maintain a general
equilibrium in the representation by population standard.
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Report CLD-036-16 Page 4
• Means of Communication and Accessibility: Arranging ward boundaries by
primary and secondary road patterns, railway and public transit accesses, postal
codes and servicing capabilities to help foster an identity and neighbourhood
groupings.
• Geographic and Topographical Features: Utilizing geographical and topographical
features to provide for ward boundaries and compact and contiguous areas (as
included in the previous principle).
• Community or Diversity of Interests: Recognizing settlement patterns, traditional
neighbourhoods and community groupings (social, historical, economic, religious
and political diversities) while at the same time, not fragmenting such communities.
• Effective Representation: Considering an overriding principle of effective
representation.
The concept of effective representation has become an integral part of the evaluation of
electoral systems in Canada, dating from the 1991 Carter decision. The Court was asked
to determine whether the variance in the size of voter populations permitted in legislation
for certain types of provincial constituencies in Saskatchewan (in urban, rural and
northern areas) infringed on the democratic right found in section 3 of the Canadian
Charter of Rights and Freedoms.
The majority opinion concluded that the “purpose of the right to vote enshrined in s. 3 of
the Charter is not equality of voting power per se but the right to ‘effective
representation.” It went on to state that, since the purpose of a vote is to be represented
in government (and not just to be able to cast a ballot on election day), “to insist on voter
parity might deprive citizens with distinct interests of an effective voice in the legislative
process as well as of effective assistance from their representatives in their ‘ombudsman’
role.” This may mean that, at times, voter parity may “prove undesirable because it has
the effect of detracting from the primary goal of effective representation” and deviations
from parity “may be justified on the grounds of practical impossibility or the provision of
more effective representation.” (Carter decision, page 33)
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Report CLD-036-16 Page 5
As written by McLachlin J. of the majority decision:
“…deviations from absolute voter parity may be justified on the grounds of
practical impossibility or the provision of more effective representation.
Beyond this, dilution of one citizen's vote as compared with another's should
not be countenanced. I adhere to the proposition asserted in Dixon, supra, at
p. 414, that ‘only those deviations should be admitted which can be justified
on the ground that they contribute to better government of the populace as a
whole, giving due weight to regional issues within the populace and
geographic factors within the territory governed.”
This begs the question, then, how much of a deviation from the optimum voter parity is
acceptable. According to Dr. Robert J. Williams, Ph.D., former Professor Emeritus
Department of Political Science University of Waterloo and Public Affairs Consultant
specializing in municipal electoral systems, in a report provided to the Region of Durham
during their Council composition review,
“The Carter decision is not prescription or a blueprint to employ in designing
electoral systems that will inevitably deliver “effective representation.” For
example, the Court did not invent the idea of a range of 25% above or below
the provincial quotient as an inflexible perimeter of variation from voter parity
that must guide all electoral system designs, nor was it an invitation to ignore
“voter parity” as the first principle. While the 25% variance is used in federal
election law, it is usually only employed in exceptional situations. Indeed, many
provinces and municipalities work with a narrower range of tolerance in
designing electoral districts.”
2.2 Population and Land Mass
The following table provides a comparison of the wards based on today’s electoral count
and projections.
Ward Land Mass
(km2)
Population 2011 Population 2016 Population 2018
1 129.19 28,184 30,763 31,037
2 88.37 24,014 27,651 29,563
3 90.27 17,403 17,675 18,193
4 304.39 14,945 16,071 16,399
Total 612.22 84,546 92,160 95,192
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Report CLD-036-16 Page 6
Notes:
2011 – based on Census data (excludes net census undercount)
2016 – based on new building permits on record, issued beginning 2012 to end of 2016
2018 – based on list of proposed and draft approved subdivisions compiled by Planning
Services Department staff
2.1 Comparison and Variance of Optimal
The following table provides a comparison of the wards variation from the optimal ward
population. The analysis is based on the population estimates in the above table.
Ward 2011 2011
Deviation
2016 2016
Deviation
2018 2018
Deviation
Optimal -- 21,136
(25% of total Pop.)
Optimal -- 23,040
(25% of total Pop.)
Optimal -- 23,798
(25% of total Pop.)
1 +7,048 +34% +7,723 +34% +7,239 +31%
2 +2,878 +14% +4,611 +20% +5,765 +25%
3 -3,733 -18% -5,365 -24% -5,605 -24%
4 -6,191 -30% -6,969 -31% -7,399 -31%
2.2 Recommendation
As depicted in the above chart, Clarington’s current ward variances meet or exceed the
25% variance for 3 of the 4 wards (Ward 3 being very close), and essentially all 4 wards
are projected to meet or exceed the 25% variance in 2018. As such, it is recommended
that a ward boundary review be undertaken for the 2018 Municipal Elections.
2.3 Method of Review
In 1996, the Ward boundary review was undertaken by the Restructuring Committee
consisting only of a sub-committee of Council. The electoral system is of considerable
importance to incumbent members of Council, potential candidates and residents and
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Report CLD-036-16 Page 7
therefore requires a thorough objective, technical analysis of Clarington’s population
projections as well as due consideration of Clarington’s communities, taking into
consideration the principles detailed earlier in this Report. According to consultants and
feedback from other municipalities, a ward boundary review generally takes between 20-
30 weeks (including data collection, analysis, public consultation and Council
consideration – excluding time for OMB appeals and hearings).
The scope of this project demands skills, and expertise, and time committment beyond
that of staff. Given the very limited time frame for undertaking this project in order that
any ward boundary changes may be in place prior to the 2018 municipal elections, in
consultation with the Purchasing Division, it is recommended that a limited Request for
Proposal (RFP) process be used. A list of firms, based on those used by area
municipalities or with which Clarington has successfully used previously, will be invited to
participate. As a requirement of the RFP these companies will be required to meet a
number of mandatory pass/fail criteria, including but not limited to successful reference
checks, proven financial stability and adherence to the terms and conditions of the RFP
document.
In keeping with the Municipality’s procurement process, a two envelope system will be
used; the technical proposal and the cost of service proposal will be submitted in
separate envelopes. To permit a fair and objective evaluation of the proposals,
proponents will be evaluated on a number of pre-determined selection criteria and points
summary.
3. Financial Considerations
It is estimated that the cost for undertaking a ward boundary review for the Municipality of
Clarington would cost approximately $50,000 which would include data analysis,
conducting public consultation, generating maps, and preparation of a final report with
recommended ward boundaries. Funding for this review would come from the Election
Reserve Account.
4. Concurrence
This report has been reviewed by the Director of Planning Services, Director of
Finance/Treasurer, and the Director of Corporate Services who concur with the
recommendations.
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Report CLD-036-16 Page 8
5. Conclusion
Based on the foregoing, it is recommended that Council authorize a ward boundary
review for the Municipality of Clarington; that such review be undertaken by an external
consultant through a limited RFP Process, and that the timeline for the review be such
that any ward boundary changes be effective for the 2018 Municipal Elections.
6. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Reviewed by:
C. Anne Greentree, Curry Clifford, MPA, CMO
Municipal Clerk Interim CAO
Staff Contact: Anne Greentree, Municipal Clerk, 905-623-3379 ext. 2102 or
agreentree@clarington.net
There are no interested parties to be notified of Council's decision.
83
Clerk's
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: November 28, 2016
Report Number: CLD-037-16 Resolution:
File Number: C12.GE By-law Number:
Report Subject: Appointments to Various Boards and Committees
Recommendations:
1. That Report CLD-037-16 be received;
2. That the current appointees be thanked for their contributions to the various Boards
and Committees;
3. That the Committee consider the applications for appointment to the various boards
and committees, and that the vote be conducted to appoint the citizen and Council
representatives to the Agricultural Advisory Committee, in accordance with the
Appointment to Boards and Committees Policy;
4. That Anthony Wood be appointed to the Ganaraska Forest Recreation User
Committee, for a one-year term ending December 31, 2017 or until a successor is
appointed;
5. That Filip Aleksanderek be appointed to the Heritage Committee, for a term ending
December 31, 2018 or until a successor is appointed;
6. That the following three applicants be appointed to the Newcastle Village
Community Hall Board for a two-year term ending December 31, 2018 or until a
successor is appointed:
• Sierd De Jong
• Dave Eastman
• Shirley Rogers
7. That Thomas Hossie be appointed to the Samuel Wilmot Nature Area Management
Advisory Committee, for a term ending December 31, 2018 or until a successor is
appointed; and
8. That all interested parties listed in Report CLD-037-16 and any delegations be
advised of Council's decision. 84
Municipality of Clarington
Report CLD-037-16 Page 2
Report Overview
This report is intended to provide background information regarding vacancies on various
boards and committees in order to assist Council in the appointment process.
1. Background
The Municipality of Clarington has several Boards and Committees with appointments
which expire on December 31, 2016. Additionally, the Municipal Clerk’s Department has
received notification of resignations from the Heritage Committee and Samuel Wilmot
Nature Area Management Advisory Committee.
Accordingly, the Municipal Clerk’s Department placed an advertisement in the following
local papers:
Clarington This Week – November 9 and November 16
Orono Weekly Times – November 9 and November 16
In addition, the advertisement was placed on the Municipality’s
Website, www.clarington.net/committees. Current members of all boards and
committees were contacted about the vacancies as well.
2. List of Applicants
The applications have been circulated confidentially under separate cover as they contain
personal information. Below is an alphabetical listing of the various Boards and
Committees and applicable information.
Please note that two asterisks following the applicant’s name indicates that the person is
presently a member of the Board or Committee.
“LATE” following the name indicates the application was received past the deadline of
November 21, 2016 at noon.
2.1 Agricultural Advisory Committee (AAC)
As per Resolution #C-105-13, Council will “stagger the terms of members, by appointing
half of the membership every two years, for four year terms”. At this point, there are five
positions to be filled, for a four year term ending December 31, 2020 or until a successor
is appointed.
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Municipality of Clarington
Report CLD-037-16 Page 3
The AAC is comprised of 10 members consisting of agricultural representatives of various
farming interests (beef, dairy, apple, greenhouse, cash crops, hog, poultry, etc.), one of
which is a representative of the Durham Federation of Agriculture (DFA) and one Council
representative. The following applicants wish to be considered for appointment to the
AAC:
• Les Caswell***
• Milton Dakin
• Elgin Greenham**
• Brenda Metcalf**
• W. Edward Watson (Ted)**
• Henry Zekveld**(LATE)
2.2 Ganaraska Forest Recreational User Committee
There is one position to be filled for a one year term ending December 31, 2017 or until a
successor is appointed.
The Committee provides advice to the GRCA regarding recreational use of the
Ganaraska Forest. The following applicant wishes to be considered for appointment to
the Ganaraska Forest Recreational User Committee.
• Anthony Wood
2.3 Heritage Committee
There is one position to be filled for a term ending December 31, 2018 or until a
successor is appointed.
The Heritage Committee is comprised of a minimum of 5 members to a maximum of 12
members, including a representative from the Newcastle Village and District Historical
Society, a representative from Clarington Museums and Archives, and 1 Council
representative. The following applicant wishes to be considered for appointment to the
Heritage Committee:
• Filip Aleksanderek
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Municipality of Clarington
Report CLD-037-16 Page 4
2.4 Newcastle Village Community Hall Board
There are three positions to be filled for a two year term ending December 31, 2018 or
until a successor is appointed.
The Newcastle Village Community Hall Board is comprised of seven members including
three appointed by Council, two elected by the residents of Newcastle and three Council
representatives. The following applicants wish to be considered for appointment to the
Board:
• Dave Eastman**
• Sierd Dejong**
• Shirley Rogers**(LATE)
2.5 Samuel Wilmot Nature Area Management Advisory Committee
There is one position for a term ending December 31, 2018.
The Samuel Wilmot Nature Area Management Advisory Committee is comprised of a
minimum of eight citizens and one Council Representative. The Committee assists the
municipality and Ministry of Natural Resources in the management of the Samuel Wilmot
Nature Area. The following applicant wishes to be considered for appointment to the
Committee:
• Thomas Hossie
3. Concurrence
Not Applicable
4. Conclusion
It is recommended that the Committee consider the applications noted in this report for
appointment to the various boards and committees.
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Municipality of Clarington
Report CLD-037-16 Page 5
5. Strategic Plan Application
Not applicable.
Submitted by: Reviewed by:
C. Anne Greentree, Curry Clifford, MPA, CMO
Municipal Clerk Interim CAO
Staff Contact: Michelle Chambers, Committee Coordinator, 905-623-3379 ext. 2106 or
mchambers@clarington.net
Attachment 1 – Confidential Applications (Distributed Separately)
The following is a list of the interested parties to be notified of Council's decision:
All Applicants
Gabrielle Bell, Newcastle Village Community Hall Board
Steve McMullen, Ganaraska Region Conservation Authority
F. Langmaid, Agricultural Advisory Committee
Brandon Weiler, Heritage Committee
Peter Windolf, Samuel Wilmot Nature Area Management Advisory Committee
88
Corporate Services
Report
If this information is required in an alternate accessible format, please contact the Municipal
Clerk at 905-623-3379 ext. 2102.
Report To: General Governance Committee
Date of Meeting: November 28, 2016
Report Number: COD-023-16 Resolution:
File Number: CL2016-26 By-law Number:
Report Subject: Reconstruction of Scugog Street between Bons Avenue and
Concession Road 3
Recommendations:
1. That Report COD-023-16 be received;
2. That Hard-Co Construction Ltd. with a total bid amount of $2,065,140.43 (including HST)
being the lowest responsible bidder meeting all terms, conditions and specifications of
Tender CL2016-26 be awarded the contract for the reconstruction of Scugog Street as
required by the Engineering Services Department;
3. That the funds required for this project in the amount of $2,355,000.00 (including 1.76%
HST for Municipality of Clarington and Region of Durham share and 13% HST for
Developer’s share) which includes the construction cost of $1,927,920.73 (including 1.76%
HST for Municipality of Clarington and Region of Durham share and 13% HST for
Developer’s share) and other related costs such as design and tendering, geotechnical
investigation, utility relocation, inspection, contract administration, materials testing, permit
fees, and contingencies of $427,079.27 (including 1.76% HST for Municipality of Clarington
and Region of Durham share and 13% HST for Developer’s share) and funded by the
Municipality, the Region of Durham, and Developers as follows:
Scugog St Reconstruction 110-32-330-83375-7401 $1,027,000.00
Region of Durham 100-00-000-00000-1010 $ 488,000.00
Contribution from Development 100-32-130-x-1010 $ 840,000.00
4. That all interested parties listed in Report COD-023-16 and any delegations be advised of
Council’s decision by the Purchasing Division.
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Municipality of Clarington
Report COD-023-16 Page 2
Report Overview
To request authorization from Council to award the contract for the reconstruction of Scugog
Street between Bons Avenue and Concession Road 3 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 for the reconstruction of Scugog
Street between Bons Avenue and Concession Road 3 and includes reconstruction of the
road to an urban standard as well as the installation of storm and sanitary sewers to
service development.
Tender CL2016-26 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. Thirty (30)
companies downloaded the document.
The Tender closed on Thursday, November 3, 2016.
2. Analysis
Eight (8) 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, Hard-Co Construction Ltd. be recommended for the award of contract CL2016-26.
Hard-Co Construction Ltd. has successfully completed work for the Municipality in the past.
3. Financial
That the funds required for this project in the amount of $2,355,000.00 (including 1.76%
HST for Municipality of Clarington and Region of Durham share and 13% HST for
Developer’s share) which includes the construction cost of $1,927,920.73 (including
1.76% HST for Municipality of Clarington and Region of Durham share and 13% HST for
Developer’s share) and other related costs such as design and tendering, geotechnical
investigation, utility relocation, inspection, contract administration, materials testing,
permit fees, and contingencies of $427,079.27 (including 1.76% HST for Municipality of
Clarington and Region of Durham share and 13% HST for Developer’s share) and funded
by the Municipality, the Region of Durham, and Developers as follows:
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Municipality of Clarington
Report COD-023-16 Page 3
Scugog St Reconstruction 110-32-330-83375-7401 $1,027,000.00
Region of Durham 100-00-000-00000-1010 $ 488,000.00
Contribution from Development 100-32-130-x-1010 $ 840,000.00
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 Hard-Co Construction Ltd. being the lowest compliant
bid of $2,065,140.43 (including HST) be awarded the contract for the reconstruction of
Scugog Street as per Tender CL2016-26.
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
91
Municipality of Clarington Attachment 1 to
Report COD-022-16
Municipality of Clarington
Summary of Bid Results
Tender CL2016-26
Reconstruction of Scugog Street
Bidder Total Bid
(with HST included)
Hard-Co Construction Ltd. $2,065,140.43
Primrose Contracting $2,222,000.22
Eagleson Construction $2,464,666.61
Robert B. Somerville Co. $3,163,240.00
Nick Carchidi Excavating
Ltd. $3,369,704.67
Dig-Con International $3,399,586.38
Blackstone Paving &
Construction Ltd $4,479,571.65
Elirpa Construction &
Materials Ltd. $4,762,106.43
92
Attachment #1
COD-023-16
93
Attachment #1
COD-023-16
94
Attachment #1
COD-023-16
95
Finance Department
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: November 28, 2016
Report Number: FND-017-16 Resolution:
File Number: By-law Number:
Report Subject: Financial Update as at September 30, 2016
Recommendations:
1. That Report FND-017-16 be received for information.
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Municipality of Clarington
Report FND-017-16 Page 2
Report Overview
The purpose of this report is to update Council on the overall budget variances as of
September 30, 2016 as well as other financial indicators such as taxes receivable,
investments, debt and development charges collected.
1. Background
The financial update has be designed to focus on overall budget variance.
2. Third Quarter of 2016 Results
2.1 Attachment 1, Summary of Operating Expenditures and Revenues compares the
Municipality’s budget to actuals as of September 30, 2016. This statement reflects the
Municipality’s operating budget only and excludes year to date financial activities for the
consolidated hall and arena boards. Year to date expenditures as of September 30,
2016 totalled $57,221,413 which represents 100.5% of the third quarter budget. Year to
date revenues totalled $72,586,146 which represents 103.4% of the third quarter budget.
2.2 Attachment 1 is intended to provide an indication of the status of Municipality’s operating
accounts compared to the approved budget as at September 30, 2016. Many
departments are affected by high levels of activity during specific times of the year.
Some activites are seasonal in nature, such as ice rentals and winter control, which result
in a fluctuation of the timing of recognition of revenue and expenses. The budget is
allocated monthly based on prior year’s actual monthly distributions. In cases where
there is no prior year history, the monthly allocation is divided equaly over the 12 months.
While this is the best method available to be reflective of seasonal trends, some
municipal activities have significant variations from year to year such as the Legal and
Planning Services activities. Due to these timing difference, this statement cannot be
used in isolation.
2.3 The Administrator’s office budget has been adjusted to reflect change of moving the
Communications and Tourism to the CAO’s office. In order to have a fair comparison the
2015 budget and actual figures have been moved to the Chief Administrative Officer’s
budget section as well. As there was a new account structure in 2016 which separated
Communication and Tourism, the budget allocation for 2016 is based on an even
distribution. However, there will be some timing differences on revenue and expenses.
To date, the revenue overall is higher than budgeted. This is due to higher than
budgeted revenues relating to Port Granby. Respectively there are higher than budget
expenses relating to Port Granby as this is a cost recovery process. Communication
advertising revenues have exceeded the 2016 budget amount. Tourism advertising
revenues are below budget but as noted previously this could be a timing difference for
these revenues. Overall, the Administrator’s office net expenditures are at 99.4% of the
third quarter budget.
2.4 The Clerk’s department net expenditures are 99.0% at the end of the third quarter.
Revenues are higher than budgeted at 127.0%. There are a variety of budget variances
97
Municipality of Clarington
Report FND-017-16 Page 3
within the Clerk’s department. Most significantly, increased revenues can be attributed to
higher parking revenues and wildlife damage payments from the province. Accordingly
the expenditures are higher for both parking revenue transfers to the reserve fund and
wildlife damage claim payments. Animal licences revenues are lower than budgeted at
only 29.9% of the total 2016 budget as of September 30, 2016
2.5 Emergency Services net expenditures are 96.9% at the end of the third quarter.
Emergency call revenues are unbudgeted and are offset by a corresponding expense
which transfers this revenue to the reserve fund. The increase in the revenues is due to
the emergency calls and other miscellaneous revenues such as charges to Ontario
Power Generation as per the Memorandum of Understanding with them. Expenses
overall are on track at 99.1%. The higher transfers to the reserve funds are offset by
lower than budgeted expenditures in various areas such as full time suppression and
internet charges. In 2016, some of the phone and internet charges were reallocated to
Corporate Services. This reduction in the Emergency Services budget for phone and
internet will be reflected in the 2017 budget.
2.6 Engineering net expenditures are 81.9% as of September 30, 2016 budget. This can be
attributed to the higher revenues in building inspections and building permits thus
reducing the net expenditures. At the end of the third quarter, building permit revenues
were at $1,730,494 or 130.8% of the total 2016 budget. The higher expenditures are
largely due to the corresponding transfer of inspection fees to the reserve fund.
2.7 Operations net expenditures are at 96.5% at the end of the third quarter budget. Some
revenues are higher such as entrance and culvert fees as well as the recovery of winter
and spring maintenance in unassumed subdivisions while other revenues such as
cemetery fees are lower than budgeted. Some of the higher expenditures are road
maintenance, brush removal, tree contracts and weed control. As of September 30,
building maintenance costs are overall below budget but this could be due to a timing of
work completed. Note that fleet costs are not completed until year end.
2.8 Boards and agencies are on budget for 2016. As noted in second quarter report, the
increase is due to capital budget transfers to the library approved in prior years. This is
offset by a non-departmental revenue transfer from reserve fund from a previous
commitments.
2.9 Attachment 2, Continuity of Taxes Receivable for the nine months ending September 30,
2016 provides the status of the taxes billed and collected by the Municipality during this
time. A total of $49,276,016 in final tax bills and $999,714 in supplementary tax bills were
issued to property owners in the Municipality during the third quarter. At the end of
September 2016, a total of $19,086,109 remains unpaid compared to September 2015
taxes receivable of $18,273,894. The net balance is $812,215 higher or 4.4% higher
than the previous year at this time. This increase can be in part attributed to regular
assessment review by municipal staff. Due to the timing of the corrections on some
assessments, the taxes due would increase but have yet to be paid. The ongoing
collection efforts continue to manage the balance of taxes outstanding.
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Report FND-017-16 Page 4
2.10 Attachment 3, Investments Outstanding as of September 30, 2016 provides the status of
the Municipality’s general, capital, and reserve fund investment holdings at the end of
third quarter of 2016. The Municipality at September 30, 2016 holds $10,000,000 in
general fund investments, $0 in capital fund investments, $9,313,320.27 in Development
Charge reserve fund investments and $47,831,486.24 in reserve fund investments. The
general fund investment is with the One Fund High Interest Savings Account (HISA). This
investment offers better returns with high liquidity. Investments held in the Municipality’s
portfolio are assessed on an ongoing basis to ensure they meet the requirements of
section 418 of the Ontario Municipal Act, Ontario Regulation 438/97 and the
Municipality’s investment policy. Clarington investments are very conservative in nature
and only high quality investments are chosen as per the policy.
2.11 Attachment 4, Debenture Repayment Schedule provides the status of the Municipality’s
long term debt obligations as of January 1, 2017. The Municipality will have
approximately $17,977,133.62 in outstanding debt as of January 1, 2017. In 2017, the
debt repayment obligations as per the current debt are $3,820,807.66. The debenture
for the Courtice Library addition was finalized in October 2016 with payments starting in
2017. The annual principal and interest payments required to service these liabilities are
well within the annual debt repayment limits prescribed by the Ministry of Municipal
Affairs and Housing.
2.12 Attachment 5, Municipal Development Charges as of September 30, 2016 provides the
Municipal Development charges collected separated into residential and non-residential.
As of September 30, 2016, Residential Municipal Development Charges collected are
$8,399,943.27. In the recent 2015 Development Charges Background Study, it is
forecasted that the Municipality would be collecting approximately 927 residential units in
total for 2016 or about 77 units per month. For 2016 budget considerations, the figure of
600 units (50 units per month) was used for the year. At the end of September 2016,
there were 639 residential units. Compared to the same period the previous year there
was 5.73% decrease in development charges collected and a 10.38% decrease in the
number of units. In the 2015 Development Charges By-law 2015-035, there are some
incentives to encourage multi-residential development in Clarington. As of September
30, 2016 at total of $413,822.26 was given to one property, a mid-rise residential
development at 105 Queen Street in Bowmanville.
2.13 As of September 30, 2016, Non-Residential Municipal Development Charges collected
are $53,658.51. Compared to the same period the previous year there was 84.2%
decrease in development charges collected and a 38.89% decrease in the number of
units. Non-residential development charges are based on the area in square meters
rather than per unit cost so it can be expected to have significant variances from one year
to another. In the 2015 Development Charges By-law 2015-035, there are a number of
incentives to encourage development in Clarington. As of September 30, 2016 a total of
$129,995.79 in non-residential incentives have been given to five properties.
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Report FND-017-16 Page 5
3. Concurrence
Not Applicable
4. Conclusion
It is respectfully recommended that the third quarter of 2016 financial update report be
received for information.
5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Reviewed by:
Nancy Taylor, BBA, CPA, CA, Curry Clifford, MPA, CMO
Director of Finance/Treasurer Interim CAO
Staff Contact: Catherine Carr, Manager of Internal Audit, 905-623-3379 ext. 2606 or
ccarr@clarington.net
There are no interested parties to be notified of Council's decision.
Attachment 1 – Summary of Operating Revenues and Expenditures
Attachment 2 - Continuity of Taxes Receivable
Attachment 3 – Investments Outstanding
Attachment 4 – Debenture Repayment Schedule
Attachment 5 – Municipal Development Charges
NT/CC/hjl
100
The Municipality of Clarington
Summary of Operating Expenditures for the Nine Months ending September 30, 2016
Attachment 1
for FND-017-16
2016 Budget
3rd Quarter
YTD
2016 Actual
3rd
QuarterYTD
2016 YTD 3rd
Quarter
Unexpended
in $
2016 3rd Quarter
YTD Expended
%
2015 Budget
3rd Quarter
YTD
2015 Actual
3rd Quarter
YTD
2015 YTD
Unexpended
3rd Quarter in
$
2016 Total
Budget
2016 % of
Annual
Budget
Spent
05 Non-departmental Accounts
Municipal Taxation (55,610,604)(56,043,221)432,617 100.8%(52,855,430)(53,429,019)573,589 (55,690,829)100.6%
Other Revenue (1,453,033)(1,631,380)178,347 112.3%(1,950,541)(2,140,305)189,764 (1,646,289)99.1%
Contributions (5,839,274)(5,671,883)(167,391)97.1%(3,510,404)(6,215,830)2,705,426 (5,839,274)97.1%
Revenues/Recoveries (62,902,911)(63,346,484)443,573 100.7%(58,316,375)(61,785,154)3,468,779 (63,176,392)100.3%
59 BIA Taxation
BIA Taxes (199,200)(199,200)0 100.0%(194,230)(194,230)0 (199,200)100.0%
BIA Payments 199,200 199,200 0 100.0%194,230 194,230 0 199,200 100.0%
Net Expenditures 0 0 0 0 0 0 0
10 Mayor & Council
Net Expenditures 657,816 635,681 22,135 96.6%671,384 670,018 1,366 908,605 70.0%
13 Administrator's Office
Revenue/Recoveries (112,687)(221,527)108,840 196.6%(137,782)(205,000)67,218 (166,200)133.3%
Expenditures 1,371,597 1,473,189 (101,592)107.4%1,321,164 1,274,398 46,766 1,869,155 78.8%
Net Expenditures 1,258,910 1,251,662 7,248 99.4%1,183,382 1,069,398 113,984 1,702,955 73.5%
14 Legal Administration
Revenue/Recoveries (61,142)(64,229)3,087 105.0%(61,077)(97,183)36,106 (69,000)93.1%
Expenditures 303,467 322,138 (18,671)106.2%299,689 317,169 (17,480)417,659 77.1%
Net Expenditures 242,325 257,909 (15,584)106.4%238,612 219,986 18,626 348,659 74.0%
16 Corporate Services
Revenue/Recoveries (1,506)(1,538)32 102.1%(512)(10)(502)(108,500)1.4%
Expenditures 2,989,250 3,020,798 (31,548)101.1%2,854,200 2,878,156 (23,956)3,807,847 79.3%
Net Expenditures 2,987,744 3,019,260 (31,516)101.1%2,853,688 2,878,146 (24,458)3,699,347 81.6%
19 Clerk's
Revenue/Recoveries (520,568)(661,201)140,633 127.0%(422,291)(723,750)301,459 (708,900)93.3%
Expenditures 2,239,988 2,364,144 (124,156)105.5%2,100,021 2,344,490 (244,469)3,074,911 76.9%
Net Expenditures 1,719,420 1,702,943 16,477 99.0%1,677,730 1,620,740 56,990 2,366,011 72.0%
21 Finance & Unclassified Adminstration
Revenue/Recoveries (1,140,697)(1,180,330)39,633 103.5%(1,156,563)(1,173,410)16,847 (1,564,000)75.5%
Unclassified Admin & CBOT 2,183,319 2,293,100 (109,781)105.0%2,105,263 2,093,343 11,920 2,512,726 91.3%
Operating Expenditures 1,779,917 1,779,496 421 100.0%1,720,429 1,724,259 (3,830)2,407,015 73.9%
Expenditures 3,963,236 4,072,596 (109,360)102.8%3,825,692 3,817,602 8,090 4,919,741 82.8%
Net Expenditures 2,822,539 2,892,266 (69,727)102.5%2,669,129 2,644,192 24,937 3,355,741 86.2%
101
The Municipality of Clarington
Summary of Operating Expenditures for the Nine Months ending September 30, 2016
Attachment 1
for FND-017-16
2016 Budget
3rd Quarter
YTD
2016 Actual
3rd
QuarterYTD
2016 YTD 3rd
Quarter
Unexpended
in $
2016 3rd Quarter
YTD Expended
%
2015 Budget
3rd Quarter
YTD
2015 Actual
3rd Quarter
YTD
2015 YTD
Unexpended
3rd Quarter in
$
2016 Total
Budget
2016 % of
Annual
Budget
Spent
28 Emergency Services - Fire
Revenue/Recoveries (52,555)(251,135)198,580 477.9%(40,371)(97,234)56,863 (80,000)313.9%
Expenditures 8,781,807 8,706,901 74,906 99.1%8,435,413 8,798,055 (362,642)11,815,340 73.7%
Net Expenditures 8,729,252 8,455,766 273,486 96.9%8,395,042 8,700,821 (305,779)11,735,340 72.1%
32 Engineering Services
Revenue/Recoveries (1,021,280)(2,105,161)1,083,881 206.1%(1,061,703)(1,939,587)877,884 (1,381,500)152.4%
Debentures 442,539 442,539 0 100.0%522,189 433,608 88,581 528,771 83.7%
Operating Expenditures 5,429,341 5,633,435 (204,094)103.8%5,030,933 5,220,581 (189,648)6,536,575 86.2%
Expenditures 5,871,880 6,075,974 (204,094)103.5%5,553,122 5,654,189 (101,067)7,065,346 86.0%
Net Expenditures 4,850,600 3,970,813 879,787 81.9%4,491,419 3,714,602 776,817 5,683,846 69.9%
36 Operations
Revenue/Recoveries (420,422)(581,354)160,932 138.3%(344,081)(502,966)158,885 (677,300)85.8%
Operating Expenditures 11,398,286 11,601,011 (202,725)101.8%10,486,413 11,677,043 (1,190,630)15,840,827 73.2%
Fleet & Debenture Payments 888,129 431,897 456,232 48.6%992,573 568,468 424,105 1,090,643 39.6%
Expenditures 12,286,415 12,032,908 253,507 97.9%11,478,986 12,245,511 (766,525)16,931,470 71.1%
Net Expenditures 11,865,993 11,451,554 414,439 96.5%11,134,905 11,742,545 (607,640)16,254,170 70.5%
42 Community Services
Revenue/Recoveries (3,474,445)(3,642,658)168,213 104.8%(3,346,103)(3,528,403)182,300 (4,694,600)77.6%
Operating Expenditures 7,925,619 8,115,697 (190,078)102.4%7,468,230 7,480,355 (12,125)10,900,097 74.5%
Debenture Payments 2,933,102 2,933,102 0 100.0%3,105,368 2,899,209 206,159 3,104,458 94.5%
Annual Grant & Sponsorship 115,000 113,500 1,500 98.7%100,000 83,580 16,420 115,000 98.7%
Expenditures 10,973,721 11,162,299 (188,578)101.7%10,673,598 10,463,144 210,454 14,119,555 79.1%
Net Expenditures 7,499,276 7,519,641 (20,365)100.3%7,327,495 6,934,741 392,754 9,424,955 79.8%
50 Planning Services
Revenue/Recoveries (266,010)(331,329)65,319 124.6%(305,944)(270,138)(35,806)(436,000)76.0%
Expenditures 3,287,177 3,027,100 260,077 92.1%3,111,278 2,924,423 186,855 4,141,092 73.1%
Net Expenditures 3,021,167 2,695,771 325,396 89.2%2,805,334 2,654,285 151,049 3,705,092 72.8%
Boards & Agencies
Net Expenditures 3,988,263 4,128,485 (140,222)103.5%3,967,299 4,068,130 (100,831)3,991,671 103.4%
TOTAL OPERATING:
Revenue/Recoveries (70,173,423)(72,586,146)2,412,723 103.4%(65,387,032)(70,517,065)5,130,033 (73,261,592)99.1%
Expenditures 56,913,817 57,221,413 (307,596)100.5%54,486,076 55,649,515 (1,163,439)73,261,592 78.1%
Net Difference (13,259,606)(15,364,733)2,105,127 115.9%(10,900,956)(14,867,550)3,966,594 0
102
CORPORATION OF THE MUNICIPALITY OF CLARINGTON Attachment 2 to
Continuity of Taxes Receivable Report FND-017-16
for the Third Quarter of the Year 2016
June 30, 2016
Beginning
Balance
Receivable
Interest
Added Taxes Billed Balance
Payments and
Adjustments
**
September
2016 September 2015
Current Year
Taxes 6,962,463 50,035,413 56,997,876 (40,907,962) 16,089,915 14,896,879
Penalty and Interest 80,256 222,456 302,711 (139,472) 163,240 159,100
First Prior Year
Taxes 2,495,155 228,214 2,723,369 (777,275) 1,946,094 2,188,866
Penalty and Interest 185,642 82,942 268,584 (106,410) 162,174 181,683
Second Prior Year
Taxes 714,536 12,102 726,639 (194,437) 532,202 547,809
Penalty and Interest 76,813 22,627 99,440 (44,735) 54,705 71,315
Third and Prior Years
Taxes 204,453 204,453 (97,157) 107,296 157,884
Penalty and Interest 140,375 5,423 145,798 (115,315) 30,483 70,357
TOTAL 10,859,692 333,448 50,275,730 61,468,870 (42,382,761) 19,086,109 18,273,894
** Includes refunds, write-offs, 357's, etc.
NOTES:
2016 Interim Instalment months (for all classes): February and April
2016 Final Instalment months (for non-capped classes): June and September
2016 Final Instalment months (for capped classes): August and September
103
Attachment 3 to
Municipality of Clarington Report FND-017-16
Investments Outstanding
As at September 30, 2016
Issuer Type Rating
Purchase
Date Cost
Interest
Rate
Maturity
date Maturity
General Fund
One Fund HISA H 07-Sep-16 10,000,000.00 1.10%n/a 10,000,000.00 (B)
General Fund total:10,000,000.00 10,000,000.00
Capital Fund
Capital Fund total:- -
Non development charge monies (including Strategic Capital)
RBC account H 30-Sep-16 3,466,196.32 n/a 3,466,196.32 ( C)
Tangerine GIC H 01-Oct-12 1,819,048.00 2.35%03-Oct-16 1,996,160.91
Manulife Bank GIC HM 02-Dec-11 2,000,000.00 2.71%02-Dec-16 2,286,091.67
Manulife Bank GIC HM 19-Mar-12 1,693,000.00 2.88%19-Mar-17 1,951,224.70
BMO coupons L 15-Mar-12 159,396.18 2.86%28-Mar-17 183,615.00
RBC GIC H 01-May-13 1,000,000.00 2.10%01-May-17 1,086,683.24
BMO coupons L 15-Mar-12 196,287.25 2.92%28-Sep-17 230,141.00
BNS GIC H 30-Oct-12 1,884,365.00 2.50%30-Oct-17 2,131,986.04
HSBC GIC H 21-Dec-12 1,121,354.00 2.40%21-Dec-17 1,262,352.30
National Bank GIC M 12-Feb-13 1,927,464.00 2.45%12-Feb-18 2,175,434.89
Tangerine GIC H 25-Mar-13 1,254,427.00 2.40%26-Mar-18 1,412,449.93
HSBC GIC H 13-May-13 321,079.00 2.25%14-May-18 358,862.84
BNS GIC H 03-Jun-13 1,499,069.00 2.30%03-Jun-18 1,679,576.51
RBC GIC H 30-Jul-13 2,341,277.00 2.60%30-Jul-18 2,661,886.92
Tangerine GIC HM 10-Aug-15 672,368.00 1.60%10-Aug-18 705,160.80
BMO GIC H 30-Sep-13 1,174,214.00 2.90%01-Oct-18 1,354,748.00
Prov NB coupons H 27-Jun-13 248,068.78 2.59%03-Dec-18 285,071.00
104
Attachment 3 to
Municipality of Clarington Report FND-017-16
Investments Outstanding
As at September 30, 2016
Issuer Type Rating
Purchase
Date Cost
Interest
Rate
Maturity
date Maturity
RBC GIC H 11-Mar-14 1,084,844.00 2.50%11-Mar-19 1,227,401.41
RBC GIC H 17-Mar-14 1,000,000.00 2.50%18-Mar-19 1,131,408.21
Tangerine GIC H 02-May-14 1,000,000.00 2.60%02-May-19 1,139,019.14
BMO GIC H 17-Aug-14 830,000.00 2.41%19-Aug-19 935,015.04
BNS GIC H 12-Sep-14 1,037,127.00 2.46%12-Sep-19 1,171,126.20
Manulife Bank GIC HM 23-Sep-14 789,343.56 2.50%22-Sep-19 893,069.79
Tangerine GIC H 02-Dec-14 1,191,382.00 2.56%02-Dec-19 1,351,889.19
Tangerine GIC H 18-Dec-14 1,045,809.00 2.56%18-Dec-19 1,186,704.08
BNS GIC H 01-Jun-15 1,500,632.00 2.10%01-Jun-20 1,664,956.59
BMO GIC H 11-Aug-15 2,000,000.00 1.95%11-Aug-20 2,202,754.75
RBC GIC H 11-Aug-15 1,741,656.00 1.95%11-Aug-20 1,918,220.51
BNS GIC H 28-Sep-15 708,582.00 2.10%29-Sep-20 786,174.27
BMO GIC H 15-Oct-15 621,864.00 2.15%15-Oct-20 691,651.42
BNS GIC H 10-Dec-15 1,500,000.00 2.32%10-Dec-20 1,682,263.09
BMO GIC H 10-Dec-15 1,500,000.00 2.20%10-Dec-20 1,672,421.48
BNS GIC H 10-Dec-15 1,976,951.00 2.32%10-Dec-20 2,220,381.86
HSBC GIC H 18-Dec-15 1,182,689.00 2.25%18-Dec-20 1,321,865.11
HSBC GIC H 29-Mar-16 195,399.00 2.18%29-Mar-21 217,646.57
HSBC GIC H 02-May-16 1,001,980.00 2.15%03-May-21 1,114,256.16
Prov BC Bond H 11-Dec-13 2,369,685.75 2.70%18-Dec-22 2,425,000.00 (A)
Prov Manitoba Bond H 23-Nov-15 775,928.40 2.45%02-Jun-25 780,000.00 (A)
Non-Development Charge Total:47,831,486.24 52,960,866.94
105
Attachment 3 to
Municipality of Clarington Report FND-017-16
Investments Outstanding
As at September 30, 2016
Issuer Type Rating
Purchase
Date Cost
Interest
Rate
Maturity
date Maturity
Development charge funds
One Fund Bond NR 08-Aug-00 3,904,003.27 n/a 3,904,003.27 (B)
One Fund Equity NR 31-Jan-07 500,000.00 n/a 500,000.00 (B)
RBC GIC H 07-Jun-16 143,426.00 0.70%05-Dec-16 143,923.87
BNS GIC H 20-Dec-13 1,062,541.00 2.03%20-Dec-16 1,128,572.22
National Bank GIC HM 20-Dec-13 1,300,000.00 2.75%20-Dec-18 1,488,855.35
Prov Ontario Bond H 19-Dec-13 2,403,350.00 2.85%02-Jun-23 2,500,000.00 (A)
Development Charge Total:9,313,320.27 9,665,354.71
Total Investments 67,144,806.51$ 72,626,221.65$
Note that interest is annual compounding with the exception of the following:
(A) Bond interest is paid semi-annually (B) Pooled Investment Fund
( C) Reinvested after month end
106
Attachment 4 of
Muncipality of Clarington Report FND-017-16
Debenture Repayment Schedule
As of January 1, 2017
Year
South Courtice
Arena
Indoor Soccer
Lacrosse RRC CCD space
Green Road
Grade Separation Newcastle Library Courtice Library
Newcastle
Aquatic Total
2017 1,069,666.77 163,532.59 105,047.39 534,406.77 103,787.14 82,665.09 1,761,701.91 3,820,807.66
2018 164,093.85 104,942.45 538,772.66 106,787.14 78,904.97 1,759,687.50 2,753,188.57
2019 165,174.58 104,831.80 541,802.38 109,787.14 78,146.32 1,757,651.34 2,757,393.56
2020 164,755.07 104,715.46 544,416.38 112,787.14 78,341.53 1,604,355.98 2,609,371.56
2021 163,863.49 104,593.15 546,623.02 115,000.00 78,465.50 1,054,141.30 2,062,686.46
2022 163,542.75 546,559.49 117,000.00 78,488.31 1,006,711.96 1,912,302.51
2023 162,800.11 546,276.36 119,000.00 78,425.64 906,502.11
2024 160,675.42 553,240.30 78,249.84 792,165.56
2025+2,693,604.53 546,030.80 3,239,635.33
1,069,666.77 1,308,437.86 524,130.25 7,045,701.89 784,148.56 1,177,718.00 8,944,249.99 20,854,053.32
Principal at
January 1, 2017 1,057,000.00 1,167,000.00 425,533.62 5,695,600.00 602,000.00 990,000.00 8,040,000.00 17,977,133.62
Principal at
January 1, 2018 - 1,033,000.00 339,154.57 5,332,600.00 529,000.00 931,000.00 6,595,000.00 14,759,754.57
Interest Rates 2.00% to 2.25%1.35% to 3.35%5.12%1.35% to 3.8%4.9% to 5.2%1.15% to 2.8%4.5% to 4.75%
NOTE: 2018 Newcastle library requires renewal of debenture for a further five year period unless funding
is available from other sources. Partial funding at those times would reduce debenture burden
for following five year period. An estimate is provided based on a further five year extension
107
Municipality of Clarington Attachment 5 to
Report FND-017-16
RESIDENTIAL
Municipal Development
Charges Paid
Number
of Units
Municipal Development
Charges Paid
Number of
Units
Single/Semi- Detached
-New construction 4,954,784.00$ 315 7,184,354 470
-Additions 15,985.00$ 1 172 1
Townhouse 2,273,872.00$ 184 247,786 19
Apartment 1,155,302.27$ 281 1,478,093 223
TOTAL:8,399,943.27$ 781 8,910,405.13$ 713
Change in DC paid from prior year:-5.73%
Change in DC units from prior year:9.54%
Noted DC Incentives under By-law 2015-035
105 Queen Street, Bowmanville Jan-16 413,822.26$ Mid-Rise
Residential
NON-RESIDENTIAL
Municipal Development
Charges Paid
Number
of Units
Municipal Development
Charges Paid
Number of
Units
Commercial 46,214.61$ 2
-New construction 48,993.31$ 2
-Additions -$ 1
Industrial -$ -
-New construction 4,665.20$ 8
-Additions -$ -
Agricultural -$ - -$ -
Government -$ - 289,094.57$ 15
Institutional -$ - 4,286.80$ 1
TOTAL:53,658.51$ 11 339,595.98$ 18
Change in DC paid from prior year:-84.20%
Change in DC units from prior year:-38.89%
Noted DC Incentives under By-law 2015-035:Date Value of Incentive
222 King Street East, Bowmanville Jul-15 110,671.30
Medical
Exemption
21 King Avenue East, Newcastle Oct-15 3,636.08$ Revitalization
222 Baseline Road East, Bowmanville Feb-16 13,279.78$ Existing
Industrial
Development
28 King Avenue East, Newcastle Feb-16 937.96$ Small
Business
Expansion
70 Mearns Court, Bowmanville Apr-16 1,470.67$ Existing
Industrial
Development
MUNICIPAL DEVELOPMENT CHARGES
January to September YTD
2016 2015
2016 2015
Finance Department
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: November 28, 2016
Report Number: FND-018-16 Resolution:
File Number: By-law Number:
Report Subject: 2017 Interim Tax Levy
Recommendations:
1. That Report FND-018-16 be received; and
2. That Council approve the interim rating by-law attached to Report FND-018-16 and
authorize the Director of Finance/Treasurer to proceed with the production of the 2017
interim tax bills.
109
Municipality of Clarington
Report FND-018-16 Page 2
Report Overview
This report is to obtain Council’s approval to levy an Interim Rate for 2017 (based on 50% of
the total 2016 taxes levied), on the taxable properties within the Municipality of Clarington
and to enable the Director of Finance/Treasurer to issue the 2017 Interim Tax bills via
approval of a by-law.
1. Background
1.1 Determining tax rates for 2017 cannot be completed before the Province of Ontario
provides education tax rates and the Municipality of Clarington and Region of Durham
approve their budgets for 2017.
1.2 Prior to levying the final tax bills each year, the Municipality requires revenue to operate
and provide services. Additionally, the Municipality has legislative obligations to provide
funds to the Region and School Boards prior to setting the final tax rates.
1.3 In order to meet the financial obligations of the Municipality, pursuant to Section 317 (1)
of the Municipal Act, 2001, it is necessary to levy an interim tax on all rateable properties
within the Municipality of Clarington. This is the Municipality’s normal practice. This rate
is intended to raise approximately 50% of the 2016 taxes levied. The Interim tax billing is
scheduled to be issued in January 2017. Installment dates proposed are:
1st Installment: February 16, 2017
2nd Installment: April 20, 2017
1.4 The interim tax rates for 2017 are calculated to be approximately 50% of the approved
2016 taxes levied upon the properties.
1.5 The proposed by-law includes a provision which grants the Treasurer the authorization to
amend the installment dates for 2017 interim tax bills, should any provincial legislation be
released that could effectively delay billing. All due dates are set to accommodate the
legislated notice requirement of twenty-one (21) days before the installment due date, in
accordance with the Municipal Act, 2001.
110
Municipality of Clarington
Report FND-018-16 Page 3
2. Financial Considerations
2.1 The interim tax levy is essential to provide the required cash flow to finance the municipal
operations until the budget is approved. Under Section 317(1) of the Municipal Act, 2001,
municipalities are authorized to impose an interim levy to a maximum limit of 50% of
taxes for municipal and school purposes levied on the properties for the previous year. A
by-law is required to be passed under Section 317(1).
3. Concurrence
Not Applicable
4. Conclusion
It is respectfully recommended that Council approve the interim tax rating by-law and
authorize the Director of Finance/Treasurer to proceed with the production of the 2017
interim tax bills.
5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Reviewed by:
Nancy Taylor, BBA, CPA, CA, Curry Clifford, MPA, CMO
Director of Finance/Treasurer Interim CAO
Staff Contact: Brenda VanEssen, Tax Collector, 905-623-3379 ext 2608 or
bvanessen@clarington.net
Attachment:
Attachment 1 - 2017 Interim Tax By-law
There are no interested parties to be notified of Council's decision.
111
Attachment 1 to
Report FND-018-16
The Corporation of the Municipality of Clarington
By-Law 2016-
Being a by-law to authorize an Interim Tax levy for 2017
Whereas the Council for the Municipality of Clarington deems it necessary to pass a
by-law to levy an Interim Rate for 2017 on the whole of the assessment for each
property class in the local municipality as provided for in Section 317 of the Municipal
Act, 2001 as amended;
Now therefore the Council of the Corporation of the Municipality of Clarington
enacts as follows:
1. That the Council of the Corporation of the Municipality of Clarington is hereby
authorized to levy in 2017 on the whole of all taxable assessment on the property
according to the last revised assessment roll, a sum not to exceed that which
would be produced by applying the prescribed percentage (or 50 percent if no
percentage is otherwise prescribed) of the total amounts billed to each property
for all purposes in the previous year on the properties that, in the current year,
are in the property class as provided for in Section 317 of the Municipal Act,
2001 as amended.
2. That for the purposes of calculating the total taxes in 2016 under paragraph 1,
if any taxes were levied in 2016 for only part of a previous year because
assessment was added to the roll during the year, an amount shall be added
equal to the additional taxes that would have been levied if the taxes had been
levied for the entire year.
3. That the interim tax levy rates shall also apply to any property added to the
assessment roll after this by-law is enacted;
4. That all taxes levied under the authority of this By-law shall be payable in
Canadian funds and shall be divided into two equal installments, the first of said
installments to become due and payable on or before the 16th day of February
2017 and the second of said installments to become due and payable on or
before the 20th day of April 2017 and shall be paid to the Treasurer of the
Corporation of the Municipality of Clarington. Upon payment of any applicable
fee, and if paid on or before the due date imprinted on the bill, taxes may also
be paid at most chartered banks in the Province of Ontario
5. That as Section 342(b) of the Municipal Act, 2001, as amended provides for
112
alternative installments and due dates in the year for which the taxes are
imposed other than those established under clause (4) to allow taxpayers to
spread the payment of taxes more evenly over the year. A taxpayer may pay
taxes on a 12-month pre-authorized payment plan payable on the first day of
each month from December to November. In the event of the default of
payment on the pre-authorized payment plan, enrolment in the plan shall be
terminated and the interim tax levy shall be due and payable on the installment
dates as set out is Section 4 of this by-law.
6. That as provided in Section 345 (1) of the Municipal Act, 2001, as amended if
the taxes or any class or installment thereof so levied in accordance with this
by-law remain unpaid on the due date, a penalty of one and one quarter percent
(1.25%) per month (15% per annum) of taxes remaining unpaid shall be levied
on the first day of each calendar month thereafter in which the default continues
until December 31, 2017.
7. THAT as provided in Section 345(3) of the Municipal Act, 2001 as amended any
taxes levied pursuant to this by-law remain unpaid as at December 31st, 2017,
interest at the rate of one and one quarter percent (1.25%) per month (15% per
annum) of the unpaid taxes shall be levied from December 31st, 2017 on the first
day of each calendar month for so long as the taxes remain unpaid.
By-law passed in open session this 12th day of December, 2016, and shall come into
force on January 1, 2017.
Adrian Foster, Mayor
C. Anne Greentree, Clerk
113
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: November 28, 2016
Report Number: CAO-006-16 Resolution:
File Number: By-law Number:
Report Subject: Communications update
Recommendations:
1.That report CAO-006-16 be received for information.
114
CAO
Report
Municipality of Clarington
Report CAO-006-16 Page 2
Report Overview
In the last three years the Communications Division has undergone some changes to
respond to the growing demands from the community for increased communications,
knowledge sharing, updates and transparency. The Communications Division has
implemented processes to include both formalized communications such as press releases,
and informal communications using social media and advertising to inform and engage
Clarington residents. This report is a comprehensive update on the Division’s initiatives and
results.
1. Background
The Communications Division has expanded all communications initiatives to include
both formal and informal ways to engage and reach Clarington residents. The
Communications Division uses different ways to engage and inform the community both
through social media and the News Module found on the municipal website. There is a
protocol in place for releasing official corporate information and news in the form of press
releases and media advisories. These are standard industry tools to share news and the
corporate message.
The Communications Division launched a brand new corporate website on July 9, 2015.
The objectives for the site are to inform and engage residents in a meaningful, easy to
use way and to provide streamlined, simple information about Municipal services,
initiatives and projects. The website is accessible, meeting the Web Content Accessibility
Guidelines (WCAG), Level AA compliance.
In conjunction with the website and in keeping with the notion of mass communications,
the Communications Division has been working diligently to expand Clarington’s social
media channels. Social media continues to grow, with more and more residents obtaining
their information and news using various forms including Facebook and Twitter. The
Communications Division continues to create new ways to increase Clarington’s reach
and engagement, while promoting the Municipality’s main social media channels. The
Division is looking to significantly expand its social media reach while balancing and
incorporating traditional media forms.
Traditional ways of advertising and marketing are still important to the Municipality. The
Communications Division continues to design and submit weekly advertising to both local
newspapers. The Division also builds and creates supplementary advertising campaigns
to promote and inform residents about numerous Municipal initiatives. The
Communications Division is responsible for the design of all Recreation Guides,
pamphlets, budget brochures and other corporate sanctioned information and
communication tools.
This report provides a snapshot of the work and communications initiatives employed to
inform and engage the community.
115
Municipality of Clarington
Report CAO-006-16 Page 3
2. Formal Communications
2.1 Press Releases
Press releases are just one vehicle used to communicate with the media and residents.
Press releases are used to ensure that “accurate information about the Municipality of
Clarington,” its programs and services are “communicated professionally and in a timely
manner.” This supports a key goal as set out in the Municipality of Clarington’s
Communication Strategy that formed report CAO-010-13 to Council in October 2013.
Press releases are written on a number of corporate initiatives, programs as well as
Council decisions to inform the community about the business of the Municipality and
how taxpayers’ dollars are being allocated. It’s a tool that supports Council’s Strategic
initiative to “Communicate widely, frequently and through various channels how good
governance and value for the Clarington tax dollar are being provided.”
In the past year from November 1, 2015 until October 31, 2016, the Communications
division released a total of 69 press releases. Those were sent to media, posted on the
website and sent out through social media channels. A total of 56 per cent, or 39 press
releases, were picked up by one local news outlet. W hile almost 39 per cent of the press
releases, or 27, were picked up and published or broadcast by multiple local news
outlets, including Metroland Media and Durham Radio News. This is an increase from the
previous year when 64 press releases were issued. Of those 64 releases, approximately
20 per cent or 13 were picked up by multiple news outlets. These statistics do not include
any coverage and news stories by broadcast media. These statistics were gathered from
an in-depth search of past news stories with links still existing on the internet. It does not
include news coverage at the time of the press release that has since been taken down
from an external media website.
Press releases are a hugely successful tool that allows the Corporation to engage media
outlets, which, in turn, share the corporate message and news to a wider audience,
ensuring that the community is aware of Municipal initiatives and news. In response to
Council mandate to increase communications, a shift occured with a new Comunications
Manager and a more formalized process for communications was implemented. Prior to
that shift in direction, most communications occurred on the Clarington official Wordpress
Blog.
2.2 Public Meeting and Notices
Public meetings and notices are also used to alert residents regarding statutory public
meetings that seek public engagement, input and feedback on a particular issue.
Communications Division works closely with both the Planning Services Division and
Engineering Services to post these notices on the website and widely share them through
corporate social media channels. These are also submitted as official advertisements in
the newspaper to reach a mass audience. For the period covering November 1, 2015 to
October 31, 2016, 47 Public Meetings and Notices were posted to the Clarington website,
with 208 people subscribing to the notification system that sends an email update to the
subscriber, alerting them of a new post. This does not include any individual or mass
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letters that both Planning and Engineering send out to inform residents of these important
public meetings. These notices are also submitted to the newspapers as part of the
weekly corporate advertising.
3.Social Media
Clarington Corporate Communications has four official social media channels including:
•Facebook, Municipality of Clarington
•Facebook Clarington Emergency & Fire Services
•Twitter @ClaringtonON
•Twitter @clarchief
From November 1, 2015 until October 31, 2016, Clarington saw an overall
increase of 313.3 per cent of impressions or views on both corporate Facebook pages as
compared to the previous year. The engagement on the Facebook page, that means
reactions to posts, sharing or commenting on posts, has also increased by 69 per cent
from the previous year. Clarington Facebook pages have a combined total of 3,462 fans,
or people who have ‘liked’ the page. In the past year, the number of fans has increased
by 47.1 per cent. Below is an example of the top three Facebook posts that had the
highest reach. That means posts on the Clarington Facebook pages that reached the
most people. When residents share a post or write a comment, the message shows up in
the newsfeed of a number of unique organic users, maximizing its potential reach.
Top three Facebook posts with the highest reach
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Clarington Twitter feeds are also growing in popularity, with a combined total
of 5,509 followers on both the @ClaringtonON and @clarchief accounts. Both accounts have
seen an overall 172.3 per cent increase in engagements from November 1, 2015 until October
31, 2016, as compared to the previous year. Engagements are clicks, replies, retweets and
likes. Clarington Twitter has had 28,861 engagements of those:
o 7,694 Link clicks
o 3,029 Retweets
o 2,526 Likes
o 355 Replies
o 230 Retweets with comments
This demonstrates the two-way communication and conversation with community members.
In a year, 1,522 tweets have been sent out and 606 included photos. Message content
includes a wide range of communications from news, job opportunities, road closures, notices
of PICs, local events and much more. These messages often contain links with more
information, pushing users to the corporate website. Both Twitter accounts have gained a total
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of 1,213 followers in a year and continue to grow on a weekly basis with new followers joining.
Both twitter accounts combined have had a total of 1,627 mentions, or people mentioning
@ClaringtonON or @clarchief in their message, either starting a conversation or asking a
question. By doing so they are directly communicating with the Municipality and raising the
Clarington Twitter profile, allowing Clarington to reach a wider audience. Here’s an example of
the top three tweets, rated based on their widest reach.
Here’s another example of the top three tweets based on the number of people who have
clicked on the tweet to view the enclosed URL.
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Clarington’s socia media accounts allow for an interactive, fast way to communicate on a mass
scale with residents. As these numbers indicate, this is a growing area of communications,
widely utilized by Municipalities who are trying to engage with residents using a mass
communications method, utilizing tools that continue to grow in popularity.
4.Website
As mentioned, Clarington’s redesigned accessible website launched on July 9, 2015. It was
created, in part, as a response to a citizen survey conducted in 2013 that formed CAO-008-13
report “Customer Service Survey, Results.” That report showed that 62 per cent of residents
said that the Municipal website was an effective tool for communication, but 55 per cent of
residents found the website, at the time, not easy to navigate. The new website,
www.clarington.net, was designed with the end user in mind. It is simple to navigate and the
information is written in an interactive, simplified manner. The website is also fully accessible
and mobile friendly. Since the launch of the website from November 1, 2015 until October 31,
2016, there has been a 56.4 per cent increase in pageviews from the previous period and the
old version of the site. Pageviews is the total number of pages viewed. During that same
period, there has been a 63.5 per cent increase in unique pageviews, when a specified page is
viewed at least once.
The chart below outlines the number of sessions, or number of times the user is actively
engaged with the website, using different devices. During one session, a user may view
multiple pages.
Current Period
Nov. 1, 2015 – Oct.
31, 2016
Previous Period
Nov. 1, 2014 to oct. 31,
2015
Website
viewing per
device
Desktop 241,107 (47.1%) 207,630 (57.4%) - 10.3%
Mobile 214,992 (42%) 112,138 (31%) + 11%
Tablet 55,617 (10.9%) 42,120 (11.6%) - 0.7%
This clearly demonstrates that residents are shifting from using their desktops to view the
website to using their mobile devices. Clarington’s redesigned website is mobile-friendly to
allow users the option to connect and get their information using a variety of devices.
Here’s a list of the top pages that have been viewed the most, this excludes the homepage.
Page Title Pageviews Pages viewed the
most (%)
Job postings 151,092 11.34%
Careers 71,333 5.35%
Swim Schedules and Fees 51,163 3.84%
Recreation and Leisure Guide 44,740 3.36%
Skating 26,914 2.02%
Animal Services (Adoption) 25,156 1.89%
Courtice Community Complex 22,574 1.69%
Contact Us 22,234 1.67%
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Page Title Pageviews Pages viewed the
most (%)
Adoption Pet Online Tool 20,513 1.54%
Newcastle & District Recreation Complex 18,490 1.39%
The News Module on the website is interactive and allows residents to subscribe to receive up-
to-date, instant notification via email that one of the categories they have subscribed to has
been updated. To date, there are 3,841 subscribers to the various categories.
5.Advertising and Marketing
The Communications Division is responsible for all advertising and marketing. This includes all
weekly corporate advertising and any additional advertising. The division also designs four
Recreation & Leisure Guides annually. This is a large undertaking. These guides are printed
and distributed, via Metroland, to every household in Clarington and Community Services
facilities.
The Division also designs additional pamphlets and supplementary communications including
budget brochures, winter control information brochures, community resource guides and much
more. As part of advertising efforts, and in an attempt to reach a more traditional audience who
may not be using social media and the website, Communications occasionally develops
strategic radio advertising on channels geared for that audience. This was done on several
occasions to promote Active Adult programming and Family Safety Day, just to name a couple
of examples.
6.Next Steps
The Communications Division is launching a new campaign to increase the number of Twitter
followers to 7,000 in the next year. With 7,000 followers, the Division can expand its reach ten-
fold, assuming that each of those followers has at least ten followers of their own.
Communications will continue expanding on current initiatives. The Division is hoping to create
some in-house videos to help explain some of the work the Municipality does for residents.
The Division is currently working on a video to explain the Municipal budget.
7.Conclusion
The Communications Division has had another busy year, managing different communications
vehicles, advertising and marketing. Resident engagement is growing and so is that crucial
two-way communication. The Communications Division also works closely with Departments
providing strategic communications assistance and identifying issues that need further
explanation and additional resources so that residents are informed and engaged. The
Communications Division continues to employ new techniques and tools to build upon its
successes and continue to reach a wider audience.
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8.Strategic Plan Application
As mentioned in the report the initiatives support Council’s strategic plan priorities including
“promoting residents’ engagement in our community,” as well as “communicate widely,
frequently and through various channels how good governance and value for the Clarington
tax dollar are being provided.”
Submitted by:
Curry Clifford, MPA, CMO
Interim CAO
Staff Contact: Basia Radomski, Corporate Communications Manager, 905-623-3379, ext. 2214
or bradomski@clarington.net
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If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: November 28, 2016
Report Number: CAO-007-16 Resolution:
File Number: By-law Number:
Report Subject: Executive Recruiting Services for Recruitment of a Chief
Administrative Officer
Recommendations:
1.That Report CAO-007-16 be received;
2.That staff be authorized to use the process as outlined in the report and the Purchasing
Manager be authorized to issue a limited invitation Request for Proposal to selected
companies (i.e. 4 to 6 firms) with proven expertise in executive recruiting service and to
submit proposals based on the scope of work as outlined in Attachment 1; and
3.That the Interim Chief Administrative Officer, in accordance with Recommendation 2,
report back to Council with a recommendation for an award of contract to an executive
recruiting firm.
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Report Overview
To request authorization from Council to issue a limited Request for Proposal to selected
Executive Recruitment Firms to assist the Municipality in filling the position of Chief
Administrative Officer.
1. Background
Former Chief Administrative Officer Frank Wu officially retired in September 2016 and
Curry Clifford has been contracted to fill the position of Chief Administrative Officer (CAO)
on an interim basis pending the completion of the recruitment process to fill the CAO
position.
Process
The process for selecting a CAO is typically done through a professional executive
recruiting firm. Using this process, the Municipality would first solicit proposals from
qualified executive recruiting firms then interview and select a qualified recruiting firm.
The Municipality under the guidance of Council and the recruiting firm would agree on the
qualifications and attributes they are seeking in a CAO.
The recruiter is then directed to find candidates who best fit the description developed by
the Municipality. When the recruiter is confident that he/she has a strong representation
of qualified candidates, the recruiter performs an initial "screening" interview of the top
candidates. This list is further shortened through an interview with a panel and an
assessment process.
At the end of this process, the short list is sent to Council for their consideration and
Council interviews the selected candidates. Often, after the initial interviews by Council, a
candidate(s) is invited back for a second more extensive interview, after which an offer is
made to the preferred candidate and transmitted to the candidate by the recruiter.
Usually, there is a brief negotiation before terms are agreed on and a contract is signed.
The entire process will typically take between eight to ten weeks. This can take longer of
course based on availability of candidates and Council.
The overall timelines are set out in Attachment 1.
2. Proposal
The Interim CAO’s Office in consultation with the Purchasing Division developed a Scope
of Work to be included in the Request for Proposal (RFP) which will be sent to select
executive recruiting firms. The list of firms to be invited to participate will be developed by
reaching out to colleagues in comparable municipalities who have had positive
experiences with executive recruiting firms. As a requirement of the RFP these
companies will be required to meet a number of mandatory pass/fail criteria, including but
not limited to successful reference checks, proven financial stability and adherence to the
terms and conditions of the RFP document.
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In keeping with the Municipality’s procurement process, a two envelope system will be
used; the technical proposal and the cost of service proposal will be submitted in
separate envelopes. To permit a fair and objective evaluation of the proposals,
proponents will be evaluated on a number of pre-determined selection criteria and points
summary (see Attachment 2)
Only proponents who achieve a minimum technical threshold score of 85% of the total
technical points will be moved to the next stage, i.e. presentation/demonstration (if
necessary) and the opening of their cost of service envelope thereafter. It is the intention
to award a contract to the proponent who has met the passing threshold for both the
technical and presentation phases and has provided the lowest overall cost. A Selection
Committee consisting of the Interim CAO, Mayor, a Councilor to be chosen by Council,
and an executive with senior leadership experience in a public sector organization will
evaluate the Proposals. This Selection Committee for choosing the recruitment services
will also serve as the Selection Panel for the recruiter to work with in the recruitment
process.
In light of the above, the RFP schedule below represents the Municipality’s best estimate
of the length of time it will take to award a contract to an executive recruiting firm.
a) Council approves Scope of Work: December 12, 2016
b) Release of RFP to executive recruiting firms: December 16, 2016
c) Deadline for submitting questions: 3 business days prior to closing date
d) Closing Date for RFP Submissions: January 13, 2017
e) Evaluation / Shortlist Presentation Date: January 20 – January 26, 2017
f) Approval from Council to award contract: February 6, 2017
g) Contract Award: February 9, 2017
Note: This award will by-pass the General Government Committee and will go directly to
Council given the timelines associated with this initiative.
Once an executive recruiting firm is chosen the steps below are then followed:
Step 1 Municipality & recruiting firm determine candidate profile
Step 2 Recruiting firm advertise for application for candidates
Step 3 Application submissions received by recruiting firm
Step 4 Recruiting firm screens and identifies short list of candidates
Step 5 Council interviews short list of candidates
Step 6 Selection of new CAO and compensation negotiations `
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Council has previously been advised on the projected budget for this service.
3.Concurrence
Not Applicable
4.Conclusion
It is respectfully recommended that the General Government Committee recommend to
Council that a limited RFP be issued for the services of an executive recruitment firm to
assist the Municipality in filling the position of Chief Administrative Officer and that staff
report back to the Council with a recommendation for an award of contract to the
successful executive recruitment firm.
5.Strategic Plan Application
Not applicable.
Submitted by:
Curry Clifford, MPA, CMO,
Interim CAO
Staff Contact: Curry Clifford, Interim Chief Administrative Officer, 905-623-3379 ext. 2002 or
cclifford@clarington.net
There are no interested parties to be notified of Council's decision.
Attachment 1- Scope of work for RFP
Attachment 2- Selection Criteria
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Executive and Senior Management Recruitment
Purpose
The purpose of this RFP is to secure the services of an executive recruitment firm for the
recruitment of a candidate to fill the position of Chief Administrative Officer for the Corporation
of the Municipality of Clarington (the Municipality).
Background
The Municipality of Clarington is located in the Region of Durham, approximately 60 kilometres
east of downtown Toronto. It is one of eight lower tier municipalities that comprise the Region
of Durham. At 612km² and with a population of approximately 94,000 people and growing,
Clarington is a blend of rural countryside and four bustling urban areas; Courtice, Bowmanville,
Newcastle and Orono. The rural area has thirteen hamlets which are surrounded by highly
productive agricultural land and natural heritage features.
The Municipality is comprised of approximately 300 full-time and 400 part-time employees. The
Municipality’s organizational structure consists of 9 Departments and 1 Division that reports
directly to the Chief Administration Officer (CAO). The CAO reports directly to Council.
Scope of Work
• Consulting with a panel to develop a job profile to reflect the skills and requisites of the
position, including key competencies, selection criteria, processes and timeframes
• Identifying a dedicated senior lead contact for providing ongoing communication with
our panel
• Identifying and evaluating/assessing high quality, diverse candidates using a variety of
positions-specific search strategies, including outreach to diverse communities and to
evaluate the competencies and to ensure that the selected candidate is a “good fit” with
the Municipality’s vision and mission
• Identifying and using the appropriate types of advertising for the search to achieve a
long list of qualified candidates and review with client to develop a short list
• Identifying potential candidates from existing database
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• Screening, interviewing and short-listing candidates using methods appropriate to the
position in addition to providing information as to why each candidate is short-listed
• Facilitating and developing assessment methods, including interview questions and
advanced assessment methods to analyse factors including but not limited to political
acumen, strategic decision-making and understanding the management systems and
processes to support effectiveness in a local government setting, government relations,
emotional intelligence, analytical ability, conflict resolution, community economic
development leadership and team building experience
• Recommending a short list of candidates for interview with the panel and with Council
and participate in the interview process to assist in final selection
• Conducting background, reference and credential checks in consultation with the client
• Assisting with negotiating terms and conditions of employment with selected candidate
in accordance with established parameters
• Ensuring that services meet deadlines and are within approved budget
• Maintaining all files/records related to search assignment for reporting and auditing
purposes
• Assisting the selected candidate in transitioning in the new position
Note: Proposals should be received by January 13th 2016, award will be made at the February
6th 2016 Council meeting and the assignment completed by May 5th 2016 to enable the
selected candidate to assume the CAO role not later than June 19th 2017.
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Selection Criteria for Recruitment Services
RESPONDENT’S NAME: ________________________________________
EVALUTION CRITERIA MAXIMUM
PERCENTAGE
AVAILABLE
MAXIMUM
POINTS
AVAILABLE
POINTS
AWARDED
STAGE 1: Compliance With Mandatory Submission
Requirements PASS/FAIL
STAGE 2: PROPOSAL STRUCTURE, ATTRIBUTES AND CONTENTS
A. Experience and Qualification working with Public Sector
Organization
• Proponent’s Company history of recruiting experience with
comparable municipal, public sector, broader public sector
organizations as well as government agencies, boards and
commissions
• Extensive experience recruiting public/private sector
executive and senior management positions which resulted
in successful hires
• Understanding of the Municipality, its operations, culture and
how the complexity of the political environment relates to
recruitment methods utilized.
25%
100
B. Proposed Staff and Team Resources
• Dedicated senior contact person who has the necessary
qualifications to provide executive and senior management
recruitment services
• Senior level staff with considerable experience recruiting in
the public sector
10% 40
C. Strength of the Proposed methodology/ Quality of
Services Provided
• Demonstrates proposed methodology and approach to
managing executive and senior management recruitment
services from initial consultation with client to final job offer
acceptance, including a description of phased activities,
briefings or reports, how communications and consultation
35% 140
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will be handled and the roles, and estimated time
involvement, of Municipal Council and panel
Proponent shows creative approach to investigating best
practices and determining what is appropriate for the
Municipality of Clarington. Through this information
proponents should demonstrate:
•Their experience, including recruitment methods utilized, in
referring qualified candidates from diverse groups for
executive and senior management level positions by
providing specific examples;
•Extensive experience using various recruitment techniques,
including effective assessment approaches;
•An understanding of employment-related legislation (e.g.
human rights, employment equity, AODA) as it relates to the
public sector recruitment process.
D. Work Plan Deliverables/ Timelines
•Proponent’s ability to provide service that meets deadlines, a
detailed work plan with information regarding the average
length of time required to recruit executive and senior
management positions from initial consultation with client to
final job offer acceptance, including the average timeframes
for key steps/deliverables in the process.
•Indication of the Proponents average time to fill an executive
or senior management position.
•Indication of the Proponent’s average senior assignment
retention rates
•Proponent’s provision for replacement/ reimbursement if new
hire is not successful or resigns within 2 years
30% 120
Total (A+B+C+D)
Proponent must score a minimum of 85% (or 340 points) to
qualify for the short list and further evaluation
100% 400
STAGE 3: INTERVIEW STAGE (if required)
STAGE 4: COST OF SERVICE
Rank
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Proponents must score a minimum of 85% or (340 points out of 400 available points) in their
technical submission for further consideration and the pricing envelope to be opened.
The Selected Proponent will be the Proponent who has met the passing threshold for both
technical submission and presentation/demonstration (if required) and has the lowest overall
cost.
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C09.GE
MUNICIPALITY OF CLARINGTON
General Government Committee Meeting
RESOLUTION #_________________
DATE: November 28, 2016
MOVED BY
SECONDED BY
That, in accordance with Section 226 of the Municipal Act, 2001, c.25, during the
four-year term of Council (2014 through to 2018), ___________________, be
appointed, as the Deputy Mayor for the Municipality of Clarington from January 1, 2017
until December 31, 2017.
132
C09.GE
MUNICIPALITY OF CLARINGTON
General Government Committee Meeting
RESOLUTION #_________________
DATE: November 28, 2016
MOVED BY
SECONDED BY
Whereas Section 34 (3) of By-law 2014-059 allows that Council may, by resolution,
designate an area or areas for a certain period to be exempt from the payment of
parking fees and any areas so designated shall be denoted by a parking meter cover
place over the meter;
Now therefore be it resolved that the Municipality of Clarington designate the area in
downtown Bowmanville regulated by parking meters as a Free Parking area between
December 17, 2016 and January 3, 2017; and
That Staff be directed to take the appropriate steps, including covering the meters with
bags and advising the public via social media and notices placed on Clarington’s
website.
133
C09.GE
MUNICIPALITY OF CLARINGTON
General Government Committee Meeting
RESOLUTION #_________________
DATE: _____________________
MOVED BY
SECONDED BY
WHEREAS Section 259 (1) (c) of the Municipal Act, 2001 indicates that the office of a
member of council of a municipality becomes vacant if the member is absent from the
meetings of council for three successive months without being authorized to do so by a
resolution of council; and
WHEREAS Councillor Partner has been absent since October 11, 2016 due to
extenuating circumstances and a firm date for returning to Council meetings has not yet
been determined,
Now Therefore Be it Resolved That Council authorizes the abse nce of Councillor
Wendy Partner to February 27, 2017.
Presentations and Handouts
Declaration
The aim of the Newcastles alliance is to foster
friendship and collaboration, and to share and enjoy
each others’ heritage and culture.
Each gathering has taken a discussion theme to ensure
practical, usable outcomes, also involving our young
people.
From Newsletter dated August-September 2015
Delegates plus Steering Committee
We did this!
Hosted 77 Delegates
Provided 1,386 meals
1146 km travelled by bus
Used school buses to travel from Bowmanville to Newcastle
Flew 360 flags throughout Newcastle
86 entertainers
Promoted Local Artists
Raised over $30,000 from Community Support
44 Sponsors
Benefits to Clarington
Fostering International Connections
Bringing new ideas to local business
Boon to local businesses
Pride of local residents being involved in an
international convention
Showing that even a small community can put on a
world ranking event
Opportunity to belong to a growing community of
Newcastles
Profit and Loss
Jan 1 -Oct 25, 16
Ordinary Income/Expense
Income
Grants Income 20,000.00
Other Types of Income
Miscellaneous Revenue 1,548.67
Other Types of Income –Other 333.90
Total Other Types of Income 1,882.57
Receivable from MOC 12,724.00
Registration Fee
93,805.32
Sponsorship Income 15,350.00
Total Income 143,761.89
Expense
Entertainment 10,098.50
Food costs
27,938.12
Gifts
19,971.75
Hotel costs
34,891.38
Office and general
Bank service charges
Wire fees 441.00
Bank service charges –Other 4.47
Total Bank service charges 445.47
Office and general –Other 2,239.34
Total Office and general 2,684.81
Speakers
Main Conference Speakers 1,500.00
Youth Delegation Speakers 429.40
Total Speakers 1,929.40
Transportation 10,278.71
Venue rental 2,146.90
Total Expense 109,939.57
Net Ordinary Income 33,822.32
Net Income 33,822.32
Accrual Basis January 1 through October 25, 2016
What our delegates are
saying
We are still basking in happy memories of our conference in
your Newcastle in September and the warmth of your
welcome.
Had a brilliant time and hope that I’ll be able to return!
We had the best time and thanks for everything.
I think the week was a huge success. One of the best
experiences I have had. It was a privilege to work with all of
you. I learned what it is like to be a part of a truly great
team. Thank you for letting me be a part of it.
Thank you so much! I remember! It was a lovely time in
Canada! Thanks !!!🌞🌞
Youth
30 participants from 7 countries made this the largest
youth delegation to date.
Youth worked to identify issues and develop solutions
surrounding older adults and aging population in all
Newcastles. They discovered youth affect positive change
with aging populations.
Two groups presented separate projects to the main
conference on the final morning, which were well received.
“Choirs in the Castle” proposes an intergenerational music
project to encompass all generations and utilize musical
and technological talents and skill sharing.
“The House of Living”is an opportunity for young and old
to spend time together in a dedicated venue; learning
from, sharing with, and supporting each other.
Further ideas were generated to take to the 2018
conference, and invitations for youth to visit Shinshiro,
Japan in 2017 as well.
Next Steps
As the Committee was fiscally responsible and we now
have a surplus, the Committee would request that
Council allow these funds to be dedicated to the
Newcastles of the World, future endeavours.
The Newcastles of the World Steering Committee has
now been dissolved. A smaller Committee has been
formed to follow-through with the future of the
Newcastles of the World Alliance.
Newcastles of the World
Alliance Committee
Because of the success of our conference, the Steering
Committee would like to move forward with the
Newcastles of the World Alliance.
Seeing the commitment of the delegates to making
Newcastles of the World successful and the proposed
Passport to Newcastle, five members have agreed to
follow-up with the Alliance.
These members are, Shirley Rogers, Brianna Bate, Jane
Black, Christine McSorley and Jeany Barrett.
This Committee will liaison with the Newcastles of the
World and keep the Municipality of Clarington apprized of
the events coming in the Conference of 2018.
Our main goal will be to send representatives to Shinshiro,
Japan in 2018. Our surplus would be used for this purpose.
Thank You, Clarington and Staff
Mayor Adrian Foster, Councillors and staff that were so helpful
and willing to be part of the conference.
The Treasury Department, that worked with our Treasurer Leo
Blindenbach. We could not have done it without you.
The Clerks Department, who were able to help us in so many
ways.
Operations, who made sure that all our needs for the corn roast
were dealt with quickly and efficiently.
Fire Department, who made sure our Corn Roast and street
closing ran without any problems.
Community Services, who believed in our commitment to the
Newcastles of the World and provided many man hours in
support.
Communications for all their work on graphic design that was
used throughout the campaign.
Clarington Library Staff who worked with the youth to provide a
lasting outcome for their and our future.
Any Questions
The Newcastles of the World Steering Committee would
like to acknowledge the strong support we received
from Clarington. The Community and press who made
this week fly by to a successful conclusion.
Jeany Barrett, Chair
Newcastles of the World Steering Committee.
Long-term water depletion in this common water basin and our wells due to development –
“bathtub effect”
clay
Aquifer crossection at Nash Rd. deep
cut for the Hwy 418
Regional Hydrograph from 2008 to 2016
Clearing, grading and drainage of whole
neighbourhood to the lowest position along Nash Rd.
Site specific study, not
included Hancock Rd.
Developer refused
to do water quality
test for our wells
Long term effect
Nobody even offered contingency
plan to us
Rain barrels full and overflowing after
recent precipitation, but the level of
groundwater remains the same –so
low, that our well cannot function
Pre and post development scenario
Update on the St. Marys Cement
Bowmanville Underground Expansion
Project
Presentation to General Government Committee
November 28, 2016
Background on the Bowmanville Site
Existing Bowmanville site began
operation in 1968
Quarry extracts limestone for Portland
cement production and construction
aggregate
Permitted for up to 4.5M tonnes/year
SMC have begun to evaluate the
feasibility of developing an underground
mine for the extraction of limestone
from the formations extending out under
Lake Ontario
Onshore exploration began in 2016,
with future offshore exploration planned
December 1, 2016
Overview of the Project
December 1, 2016
Up to 4M tonnes/year extracted
Project activities include:
construction of a portal from
within the existing licenced
quarry area
development of underground
workings extending into an area
below the bed of Lake Ontario
underground extraction and
primary crushing
secondary processing within the
existing licenced quarry area
shipment of limestone products
to market using existing road,
rail and/or dock infrastructure
closure of the underground mine
Local Subsurface Conditions
Underground mine will enter through a portal from the existing quarry
and will extend under Lake Ontario
December 1, 2016
Need for the Project
Ontario’s consumption of aggregates and limestone for cement is
projected to average about 186 million tonnes per year over the next 20
years
An increasing scarcity of high quality mineral aggregates, suitable for
use in concrete and asphalt products, is occurring within certain parts of
Ontario close to markets
Some of the positive socio-economic and environmental benefits of a
subsurface mine located close to the market are:
reduced transportation costs
reduced environmental effects and reduced energy consumption
and reduced surface footprint limiting impact on natural heritage
resources
December 1, 2016
Environmental Assessment Process
Category C assessment under Ministry of Northern Development and
Mines (MNDM) Class EA Process
Incorporates requirements of the Aggregate Resource Act
EA process assigned is based on potential for stakeholder interest
Category C: moderate level of anticipated localized public interest or
response for this project
Stakeholders have the ability to request a “bump up” to an Individual
EA process
Engagement in an EA process is targeted around interested persons to
identify concerns, share information, encourage input into the EA,
enable MNDM to make a fair and balanced decision
December 1, 2016
Environmental Assessment Schedule
December 1, 2016
Project
Description
Environmental Effects Assessment
Project Documentation
Permitting and Closure Planning/Application
Ongoing Government, Aboriginal Community and Stakeholder Engagement
Q3 Q4 Q1 Q2 Q3 Q4
Ongoing Exploration
Baseline Studies
Notice of
Commencement
(MNDM)
Notice of Opportunity to
Provide Input + 30-day
Comment Period
Notice of
Completion + 30-day
Comment Period
Statement of
Completion
Open House #1
Baseline Results
Open House #2
Assessment Results
Open House #3
Project Documentation
Technical Studies Underway
Environmental assessments ongoing to consider potential effects of the
project on the environment, including:
Groundwater quality and quantity
Noise and vibrations
Biological environment
Air quality and climate change
Surface water, hydrology and navigation
Land Use and economics, including tourism, recreation, industrial uses
EA studies will also include consideration of cumulative effects
Studies incorporate existing ongoing environmental programs at the
Bowmanville site, new field studies and other publically available
information
December 1, 2016
Consultation and Engagement Outreach
Engagement related to the planned
underground expansion has been ongoing
since 2012, with Open Houses in 2012 and
2014
Notice of Commencement and Notice of
Opportunity to Provide Input issued as part of
EA process
Stakeholder mailing and emails (100+
recipients)
Unaddressed mailing (8,000+ recipients)
Project website (bowmanvilleexpansion.ca)
Site tours and briefings
Newspaper advertisement
Upcoming Open House –December 5, 2016
December 1, 2016
Feedback Received to Date
Approximately 20 responses to the Notice of Commencement received
(i.e., through phone calls, emails, letters)
Topics and questions raised include
Safety
Groundwater quality
Dust
Vibrations
Noise
Seismicity
Use of surrounding lands (for recreational purposes)
Comments are being received, documented and considered as part of
the environmental assessment
December 1, 2016
Next Steps
Notice of Opportunity to Provide Input with 30-day opportunity to provide
comments ongoing to December 23rd
Open House at the Bowmanville Holiday Inn on December 5th
Baseline studies are nearing completion
Predictive effects assessment and further reporting (Project
Documentation)
Additional opportunities for input at subsequent open houses and
document review processes
December 1, 2016