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HomeMy WebLinkAbout2016-11-28General Government Committee Minutes November 28, 2016 - 1 - Minutes of a meeting of the General Government Committee held on Monday, November 28, 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, T. Cannella, J. Caruana, F. Horvath, M. Marano, N. Taylor, G. Weir, J. Gallagher, M. Chambers 1 Call to Order Mayor Foster called the meeting to order at 9:31 AM. 2 New Business – Introduction Councillor Neal added a New Business item, regarding a corporate hiring policy, to the New Business – Consideration section of the agenda. Councillor Traill added a New Business item, regarding a proactive ignition interlock equipment, to the New Business – Consideration section of the agenda. 3 Adopt the Agenda Resolution #GG-554-16 Moved by Councillor Hooper, seconded by Councillor Woo That the Agenda for the November 28, 2016 General Government Committee meeting, be adopted as presented, with the addition of the following New Business Items: Corporate Hiring Policy Proactive Ignition Interlock Equipment Carried 4 Declaration of Interest Councillor Hooper declared an interest in New Business Item 20.2 regarding a motion on free parking in Downtown Bowmanville. 5 Announcements Members of Council announced upcoming community events and matters of community interest. General Government Committee Minutes November 28, 2016 - 2 - Alter the Agenda Resolution #GG-555-16 Moved by Councillor Cooke, seconded by Councillor Woo That the Agenda be altered for the Committee to recess for the scheduled break from 12:45 PM to 2:45 PM to allow for members of Council to attend the CP Holiday Train. Carried 6 Adoption of Minutes of Previous Meeting Resolution #GG-556-16 Moved by Councillor Woo, seconded by Councillor Cooke That the minutes of the special meeting of the General Government Committee meeting held on November 4, 2016, be approved. Carried Resolution #GG-557-16 Moved by Councillor Traill, seconded by Councillor Cooke That the minutes of the regular meeting of the General Government Committee meeting held on November 7, 2016, be approved. Carried Suspend the Rules Resolution #GG-558-16 Moved by Councillor Traill, seconded by Councillor Woo That the Rules of Procedure be suspended to allow the delegation of Jeany Barret to be extended to 15 minutes. Carried 7 Delegations 7.1 Jeany Barrett Regarding Newcastles of the World Update Jeany Barrett, Chair, Newcastles of the World Steering Committee, was present regarding a Newcastles of the World update. She made a verbal presentation to accompany an electronic presentation and video. Ms. Barrett reviewed the declaration for the Newcastles of the World Conference and referred to a photo of the delegates and Steering Committee. She highlighted the accomplishments and benefits of the General Government Committee Minutes November 28, 2016 - 3 - Newcastles of the World conference to the Municipality of Clarington. Ms. Barrett provided an overview of the profit and loss statements. She reviewed the comments from delegates who attended the conference. Ms. Barrett provided details of the youth representatives’ involvement in the conference and summarized the next steps of the Committee. She noted that the Steering Committee had now dissolved and a smaller Committee has been formed for future involvement in the Newcastles of the Worlds Alliance. Ms. Barrett asked that Council authorize the use of the surplus fund to expand future involvement with the Newcastles of the World Alliance, and to participate by sending representatives to the 2018 conference in Japan. She concluded by thanking members of Council and Staff, and offered to answer questions from the Committee. Ms. Barrett showed a short video of photos from the conference. Resolution #GG-559-16 Moved by Councillor Woo, seconded by Councillor Hooper That the surplus funds from Newcastles of the W orld Steering Committee be set aside for use of the Newcastle of the W orld Committee for their ongoing association with the Newcastles of the World Alliance. Carried Suspend the Rules Resolution #GG-560-16 Moved by Councillor Hooper, seconded by Councillor Cooke That the Rules of Procedure be suspended to allow the delegation of Libby and Stan Racansky to be extended for an additional 10 minutes. Carried 7.2 Libby and Stan Racansky Regarding Well Related Issues Libby and Stan Racansky were present regarding well related issues. They made a verbal presentation to accompany an electronic presentation and handouts. Ms. Racansky explained to the Committee that the long-term water depletion in their well is due to the development of the area resulting in a “bathtub effect”. She referred to the Regional Hydrograph from 2008 to 2016 to illustrate the decline in the level of water in their well and photos of the how the clearing and grading has affected the drainage in this area. Ms. Racansky continued by reviewing the Ontario Municipal Board (OMB) decision and noted the Municipality of Clarington is responsible for the conditions of Schedule A of the Subdivision Agreement. She added that the Region Commissioner’s report stated that the Municipality of Clarington is responsible for ensuring the developer pay all remaining costs including connections fees and work on the private property to existing residents. General Government Committee Minutes November 28, 2016 - 4 - Mr. Racansky explained that they have lived at their residence for 40 years and have never had their well go dry until 2008, which coincides with the development of the new subdivision. He provided details on their well and explained that, in 2008, the watermain in front of their house was extended. He added that a hydrometer was installed to record the performance of the well. Mr. Racansky referred to the hydrograph and noted that their well has had a steady decline of water level of 10 centimetres per year since 2008. Ms. Racansky reviewed how the grading, pre and post development, has affected the drainage and the resulting groundwater levels. She concluded by asking the Municipality of Clarington to enforce the conditions of the OMB decision. Resolution #GG-561-16 Moved by Councillor Neal, seconded by Councillor Cooke That the delegation of Libby and Stan Racansky regarding well related issues, be referred to Staff. Carried Recess Resolution #GG-562-16 Moved by Councillor Cooke, seconded by Councillor Hooper That the Committee recess for 10 minutes. Carried The meeting reconvened at 11:16 AM with Mayor Foster in the Chair. 8 Communications - Receive for Information 8.1 Minutes of the Central Lake Ontario Conservation Authority dated November 15, 2016 8.2 Minutes of the Ganaraska Region Conservation Authority dated October 20, 2016 8.3 Minutes of the Newcastle Hall Board dated October 18, 2016 Resolution #GG-563-16 Moved by Councillor Hooper, seconded by Councillor Neal That Communication Items 8.1 to 8.3 be received for information. Carried General Government Committee Minutes November 28, 2016 - 5 - 9 Communications – Direction 9.1 Nancy and Hugh Towie, Clarington Polar Bear Swim Committee – Clarington Polar Bear Swim – January 1, 2017 Resolution #GG-564-16 Moved by Councillor Woo, seconded by Councillor Traill That the request for Emergency Services, Fire Hall #2, to attend the Clarington Polar Bear Swim on January 1, 2017, in Newcastle, be approved. Carried 9.2 Loriann Harbers, Director of Corporate Services/Clerk, Township of South Stormont – Pupil Accommodation Review Process 9.3 Amber McDonald, Deputy Clerk, Township of Georgian Bay – Pupil Accommodation Review Process Resolution #GG-565-16 Moved by Councillor Neal, seconded by Councillor Cooke That Communications Item 9.2 from Amber McDonald, Deputy Clerk, Township of Georgian Bay and Communication Item 9.3 from Loriann Harbers, Director of Corporate Services/Clerk, Township of South Stormont regarding the pupil accommodation review process, be received for information. Carried 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 David Hanratty, Director of Land & Resources, St. Marys Cement, a division of Votorantim Cimentos, and Alyson Beal, Associate, Environmental Assessment Specialist, Golder Associates Ltd. were present regarding an update on the St. Marys Cement Bowmanville Underground Expansion Project. They made a verbal presentation to accompany an electronic presentation. Mr. Hanratty provided background information on the Bowmanville Site and an overview of the project including a photo of the conceptual underground mine. He explained the local subsurface conditions of the project area and detailed the need for this project. Ms. Beal provided details of the environmental assessment process and reviewed the phases of the environmental assessment schedule. She continued by summarizing the General Government Committee Minutes November 28, 2016 - 6 - technical studies that are currently underway. Ms. Beal reviewed the consultation and engagement outreach and noted they have been well attended. She highlighted the feedback that has been received to date. Ms. Beal concluded by noting the next steps for the project. Mr. Hanratty and Ms. Beal answered questions from the Committee. Resolution #GG-566-16 Moved by Councillor Woo, seconded by Councillor Hooper That the delegation of David Hanratty, Director of Land & Resources, St. Marys Cement and Alyson Beal, Associate, Environmental Assessment Specialist, Golder Associates Ltd., be received with thanks; and That Staff engage in consultation with St. Marys Cement on the Bowmanville Underground Expansion Project. Carried Later in the meeting (See following motion) Resolution #GG-567-16 Moved by Councillor Neal, seconded by Councillor Traill That the foregoing Resolution #GG-566-16 be amended by adding the following at the end: “That be directed to provide a Report to the Council meeting of December 12, 2016.” Motion Lost on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Neal X Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Mayor Foster X The foregoing Resolution #GG-566-16 was then put to a vote and carried. General Government Committee Minutes November 28, 2016 - 7 - Councillor Neal chaired this portion of the meeting. 11 Engineering Services Department 11.1 EGD-039-16 Report on Building Permit Activity for July, August, and September 2016 Resolution #GG-568-16 Moved by Councillor Cooke, seconded by Councillor Hooper That Report EGD-039-16 be received for information. Carried 11.2 EGD-040-16 Approval of Final Clarington Transportation Master Plan Resolution #GG-569-16 Moved by Councillor Hooper, seconded by Councillor Cooke That Report EGD-040-16 be received; and That Council approve the recommendations identified in the Clarington Transportation Master Plan – Final Report as provided in Report EGD-040-16. Carried Suspend the Rules Resolution #GG-570-16 Moved by Mayor Foster, seconded by Councillor Cooke That the rules of procedure be suspended to extend the meeting by five minutes until 12:50 PM. Carried Recess The Committee recessed at 12:50 PM for their scheduled break as per the Procedural By-law. The meeting reconvened at 2:44 PM with Councillor Cooke in the Chair. 12 Operations Department No Reports for this section of the Agenda. General Government Committee Minutes November 28, 2016 - 8 - 13 Emergency and Fire Services Department 13.1 ESD-005-16 New Fees for Open Air Fire/Explosion Permit – Special Effects/Movie/Theatrical/Music Resolution #GG-571-16 Moved by Councillor Hooper, seconded by Mayor Foster That Report ESD-005-16 be received; That the implementation of new service fees and an increase in fees addressed in Report ESD-005-16 be approved; and 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. Carried 14 Community Services Department No Reports for this section of the Agenda. Councillor Traill chaired this portion of the meeting. 15 Municipal Clerk’s Department 15.1 CLD-033-16 Responsible Pet Owners' By-law - Licensing Expiry Date and Sale of Lifetime Licenses Resolution #GG-572-16 Moved by Mayor Foster, seconded by Councillor Woo That Report CLD-033-16 be received; That the proposed expiry date for annual licences changes to be effective January 1, 2017, be approved; 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 That all interested parties listed in Report CLD-033-16 and any delegations be advised of Council's decision. Carried General Government Committee Minutes November 28, 2016 - 9 - 15.2 CLD-036-16 Ward Boundary Review Consideration Resolution #GG-573-16 Moved by Mayor Foster, seconded by Councillor Neal That Report CLD-036-16 be received for information. Motion Withdrawn Resolution #GG-574-16 Moved by Councillor Cooke, seconded by Mayor Foster That Report CLD-036-16 be received; That Council authorize a ward boundary review; 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; That all interested parties be advised of Council’s decision. Carried as Amended (See following motion) Resolution #GG-575-16 Moved by Councillor Hooper, seconded by Councillor Neal That the foregoing Resolution #GG--1 6 be amended by: deleting the words “as soon as possible” and replacing them with the words “by Staff in 2019” deleting the word “2018” with the word “2022”. Carried The foregoing Resolution #GG-574-16 was then put to a vote and carried as amended. 15.3 CLD-037-16 Appointments to Various Boards and Committees Resolution #GG-576-16 Moved by Councillor Woo, seconded by Mayor Foster That the Municipal Clerk’s Department be directed to re-advertise for the vacancies on the Agricultural Advisory Committee. General Government Committee Minutes November 28, 2016 - 10 - Motion Lost on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Neal X Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Mayor Foster X Resolution #GG-577-16 Moved by Councillor Neal, seconded by Councillor Hooper That Report CLD-037-16 be received; That the current appointees be thanked for their contributions to the various Boards and Committees; 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; 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; That Filip Aleksanderek be appointed to the Heritage Committee, for a term ending December 31, 2018 or until a successor is appointed; 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 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 That all interested parties listed in Report CLD-037-16 and any delegations be advised of Council's decision. Motion Lost on the following recorded vote: General Government Committee Minutes November 28, 2016 - 11 - Council Member Yes No Declaration of Interest Absent Councillor Cooke X Councillor Hooper X Councillor Neal X Councillor Partner X Councillor Woo X Councillor Traill X Mayor Foster X Resolution #GG-578-16 Moved by Councillor Neal, seconded by Councillor Hooper That Report CLD-037-16 be received; That the current appointees be thanked for their contributions to the various Boards and Committees; 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; That Filip Aleksanderek be appointed to the Heritage Committee, for a term ending December 31, 2018 or until a successor is appointed; 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 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 That all interested parties listed in Report CLD-037-16 and any delegations be advised of Council's decision. Carried Resolution #GG-579-16 Moved by Councillor Neal, seconded by Councillor Woo That appointments to the Agricultural Advisory Committee be tabled to the January 3, 2017 General Government Committee meeting. Carried General Government Committee Minutes November 28, 2016 - 12 - Suspend the Rules Resolution #GG-580-16 Moved by Mayor Foster, seconded by Councillor Woo That the rules of procedure be suspended to allow for the addition of an Agenda Item. Carried Printed Agendas for the Media Resolution #GG-581-16 Moved by Councillor Woo, seconded by Councillor Hooper That two printed copies of the Council and Committee Agendas be provided to the media until such time as the paper copies cease to be published. Carried Mayor Foster chaired this portion of the meeting. 16 Corporate Services Department 16.1 COD-023-16 Reconstruction of Scugog Street between Bons Avenue and Concession Road 3 Resolution #GG-582-16 Moved by Councillor Hooper, seconded by Councillor Woo That Report COD-023-16 be received; 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; 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: General Government Committee Minutes November 28, 2016 - 13 - 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 That all interested parties listed in Report COD-023-16 and any delegations be advised of Council’s decision by the Purchasing Division. Carried 17 Finance Department 17.1 FND-017-16 Financial Update as at September 30, 2016 Resolution #GG-583-16 Moved by Councillor Cooke, seconded by Councillor Hooper That Report FND-017-16 be received for information. Carried 17.2 FND-018-16 2017 Interim Tax Levy Resolution #GG-584-16 Moved by Councillor Woo, seconded by Councillor Traill That Report FND-018-16 be received; and 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. Carried 18 Solicitor’s Department No Reports for this section of the Agenda. General Government Committee Minutes November 28, 2016 - 14 - 19 Chief Administrative Office 19.1 CAO-006-16 Communications Update Resolution #GG-585-16 Moved by Councillor Hooper, seconded by Councillor Cooke That report CAO-006-16 be received for information. Carried 19.2 CAO -007-16 Executive Recruiting Services for Recruitment of a Chief Administrative Officer Resolution #GG-586-16 Moved by Councillor Cooke, seconded by Councillor Neal That Report CAO-007-16 be received; That staff be authorized to use the process as outlined in Report CAO-007-16 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 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. Carried (See following motion) Resolution #GG-587-16 Moved by Councillor Neal, seconded by Councillor Traill That the foregoing Resolution #GG-586-16 be amended by the following the second paragraph: That the second paragraph of page three of Report CAO-007-16 be amended as follows: “that the words “executive with senior leadership experience in a public sector organization” be deleted and replaced with the words “two Councillors”” Motion Lost That the foregoing resolution #GG-586-16 was carried on the following recorded vote: General Government Committee Minutes November 28, 2016 - 15 - Council Member Yes No Declaration of Interest Absent Councillor Neal X Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Mayor Foster X 20 New Business – Consideration 20.1 Appointment of Deputy Mayor Resolution #GG-588-16 Moved by Councillor Neal, seconded by Councillor Cooke That, in accordance with Section 226 of the Municipal Act, 2001, c.25, during the four year term of Council (2014 through to 2018), Councillor Woo, be appointed, as the Deputy Mayor for the Municipality of Clarington from January 1, 2017 until December 31, 2017. Carried 20.2 Free Parking in Downtown Bowmanville Councillor Hooper declared an interest in New Business Item regarding free parking in Downtown Bowmanville as he is the downtown business owner. Councillor Hooper left the room and refrained from discussion and voting on this matter. Resolution #GG-589-16 Moved by Councillor Cooke, seconded by Councillor Traill 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. Carried General Government Committee Minutes November 28, 2016 - 16 - Councillor Hooper returned to the meeting. 20.3 Motion to Authorize Absence Resolution #GG-590-16 Moved by Councillor Woo, seconded by Councillor Traill 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 absence of Councillor Wendy Partner to February 27, 2017. Carried 20.4 Corporate Hiring Policy Resolution #GG-591-16 Moved by Councillor Neal, seconded by Councillor Traill That the Interim Chief Administrative Officer report back on the following: a) staff hiring policy for relatives; and b) diversity in the workforce. Carried 20.5 Proactive Ignition Interlock Equipment Resolution #GG-592-16 Moved by Councillor Traill, seconded by Councillor Cooke Whereas the Municipality of Clarington strives to be a leader in its support for proactive measures that can reduce the risks associated with drinking and driving; Whereas while there has been increased levels of enforcement, education and awareness about not drinking and driving, more needs to be done to address growing concerns related to drinking and driving and the morning after effects by responsible drinkers who take appropriate steps when leaving a bar via a designated driver or similar such programs and show up for work the next day, unaware that they continue to have levels of alcohol in their system; General Government Committee Minutes November 28, 2016 - 17 - Whereas countries such as France, Finland, Norway, Sweden and others have implemented or are in the process of implementing legislation requiring all vehicles that transport people or are contracted by various levels of government that interact in the public realm must have a proactive ignition interlock equipment installed on vehicles; Whereas ignition interlock equipment provides safeguards that will prevent and alert an operator of a vehicle if their blood alcohol level is too high and that they and the public may be at risk; Whereas installation of such devices not only improves public safety, but may also reduce the cost of fleet insurance policies; Now Therefore be it resolved that the Municipality of Clarington request the Province of Ontario to implement legislation that will require operators of public transportation vehicles to have installed devices that will proactively prevent the risks associated with high blood alcohol levels the morning after drinking; Now therefore be it further resolved that Municipal staff forward copies of this motion to The Honourable Steven Del Duca, Minister of Transportation, all Regional Municipalities within the GTA that operate public transit, including Metrolinx, MP Erin O’Toole, MPP Granville Anderson, and all local school boards. Carried Later in the meeting (See following motions) Recess Resolution #GG-593-16 Moved by Councillor Neal, seconded by Councillor Cooke That the Committee recess for three minutes. Carried The meeting reconvened at 4:18 PM with Mayor Foster in the Chair. The foregoing Resolution #GG-592-16 was then put to a vote and carried. 21 Unfinished Business None 22 Confidential Reports No Reports for this section of the Agenda.