Final
Council Agenda
Date: Monday, February 27, 2017 Time: 7:00 PM Place: Council Chambers, 2nd Floor Municipal Administrative Centre 40 Temperance Street Bowmanville, Ontario
Inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Cindy Fleming, Administrative Assistant to the Clerk, at 905-623-3379, ext. 2101 or by email at cfleming@clarington.net.
Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131.
Audio Record: The Municipality of Clarington makes an audio record of Council meetings. If you make a delegation or presentation at a Council meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality’s website. In addition, please be advised that some of the Council meetings may be video recorded.
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 Council Agenda Date: February 27, 2017 Time: 7:00 PM Place: Council Chambers
1 Call to Order 2 Moment of Reflection 3 Declaration of Interest 4 Announcements 5 Adoption of Minutes of Previous Meeting(s)
5.1 Council Minutes Minutes of a regular meeting of Council February 6, 2017 Page 6
6 Presentations
6.1 Mary Anne Found – Certificate of Recognition - 10 Years of Service with the Clarington Agricultural Advisory Committee
6.2 Kirk Kemp – Certificate of Achievement – Recipient of the 2017 Arysta Golden Apple Award from the Ontario Apple Growers
6.3 Victoria Stock-Belanger - Congratulatory Certificate - Recipient of the Horatio Alger Canadian Scholarship 7 Delegations
There are no Delegations scheduled for this meeting. 8 Communications – Receive for Information
There are no Communications to be received for information. 9 Communications – Direction
There are no Communications for direction.
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Council Agenda Date: February 27, 2017 Time: 7:00 PM Place: Council Chambers
10 Committee Reports
10.1 Advisory Committee Reports
10.1.1 Museum & Minutes of the Clarington Museum & Archives Board Page 23 Archives dated January 11, 2017 (Closed Meeting Minutes Board Minutes distributed under separate cover)
10.1.2 Newcastle Minutes of the Newcastle Memorial Arena Management Page 29 Memorial Board dated January 10, 2017 Arena Management Board Minutes
10.1.3 Accessibility Minutes of the Clarington Accessibility Advisory Page 32 Advisory Committee dated February 1, 2017 Committee Minutes
10.1.4 Samuel Minutes of the Samuel Wilmot Nature Area Management Page 38 Wilmot Nature Advisory Committee dated February 14, 2017 Area Minutes
10.2 General General Government Committee Report of February 13, Page 41 Government 2017 Committee
10.3 Planning & Planning and Development Committee Report of Page 44 Development February 21, 2017 Committee
11 Staff Reports 12 Business Arising from Procedural Notice of Motion
Page 3 Council Agenda Date: February 27, 2017 Time: 7:00 PM Place: Council Chambers
13 Unfinished Business
13.1 COD-025-16 Fire Arbitration Award (2015-2017) – Including Page 46 Introduction of 24 Hour Shift Trial in 2017 (Paragraph 3 of Resolution #C-355-16 Tabled by Council on December 12, 2016)
13.2 OPD-001-17 Outdoor Ice Skating Rink Policy (Tabled by Council on Page 47 February 6, 2017)
14 By-laws
14.1 2017-017 Being a By-law to establish, lay out and dedicate certain lands as public highways in the Municipality of Clarington, and to assume certain streets within the Municipality of Clarington as public highways in the Municipality of Clarington (Item 4 of the General Government Committee)
14.2 2017-018 Being a By-law to assume a certain street within the Municipality of Clarington as public highway in the Municipality of Clarington (Item 5 of the General Government Committee)
14.3 2017-019 Being a By-law to appoint an Integrity Commissioner for the Municipality of Clarington (Item 7 of the General Government Committee)
14.4 2017-020 Being a By-law to establish a Code of Conduct for Members of Council (Item 7 of the General Government Committee)
14.5 2017-021 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Matanda Homes) (Item 4 of the Planning & Development Committee Report)
15 Procedural Notices of Motion
Page 4 Council Agenda Date: February 27, 2017 Time: 7:00 PM Place: Council Chambers
16 Other Business 17 Confirming By-Law 18 Adjournment
Page 5 Council Minutes February 6, 2017
Minutes of a regular meeting of Council held on February 6, 2017, at 7:00 PM, in the Council Chambers
Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper, Councillor J. Neal, Councillor W. Partner, Councillor C. Traill, Councillor W. Woo
Staff Present: C. Clifford, A. Allison, T. Cannella, J. Caruana, F. Horvath, M. Marano, C. Pellarin, C. Salazar, N. Taylor, G. Weir, A. Greentree, C. Fleming 1 Call to Order
Mayor Foster called the meeting to order at 7:00 PM. 2 Moment of Reflection
Councillor Hooper led the meeting in a moment of reflection. 3 Declaration of Interest
There were no declarations of interest stated at this meeting. 4 Announcements
Members of Council announced upcoming community events and matters of community interest. 5 Adoption of Minutes of Previous Meeting
Resolution #C-019-17
Moved by Councillor Traill, seconded by Councillor Partner
That the minutes of a regular meeting of January 16, 2017, be approved. Carried later in the meeting
Councillor Neal questioned why the minutes of January 16, 2017 did not record the votes for the appointments to the Agricultural Advisory Committee and the CAO Recruitment Selection Committee. The Municipal Clerk was requested to respond to Councillor Neal.
The foregoing Resolution #C-019-17 was then put to a vote and carried.
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Resolution #C-020-17
Moved by Councillor Woo, seconded by Councillor Cooke
That the Rules of Procedure be suspended to allow for the introduction of a motion concerning the Charter for Inclusive Communities. Carried
This matter is considered later in the meeting under the Other Business Section of the Agenda. 6 Presentations
There were no Presentations scheduled for this meeting. 7 Delegations
There were no Delegations scheduled for this meeting. 8 Communications – Receive for information
There were no Communications to be received for information. 9 Communications – Direction 10 Committee Reports
Advisory Committee Reports
10.1.1 Minutes of the Agricultural Advisory Committee of Clarington dated January 12, 2017
10.1.2 Minutes of the Clarington Heritage Committee of dated December 20, 2016
10.1.3 Minutes of the Abandoned Cemetery Committee dated June 9, 2016
10.1.4 Minutes of the Bowmanville Santa Claus Parade dated October 25, November 1, November 7 and November 28, 2016
10.1.5 Minutes of the Newcastle Memorial Arena Management Board dated November 8, 2016
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10.1.6 Minutes of the Clarington Accessibility Advisory Committee dated April 6, May 4, June 1, September 7 and October 5, 2016
Resolution #C-021-17
Moved by Councillor Partner, seconded by Councillor Traill
That Advisory Committee Report Items 10.1.1 to 10.1.6, be received for information, with the exception of item 10.1.6 - Minutes of the Clarington Accessibility Advisory Committee dated April 6, 2017. Carried Resolution #C-022-17
Moved by Councillor Woo, seconded by Councillor Traill
That the Minutes of the Clarington Accessibility Advisory Committee dated April 6, 2017, be received for information. Carried
General Government Committee Report of January 23, 2017
Resolution #C-023-17
Moved by Councillor Neal, seconded by Councillor Hooper
That the recommendations contained in the General Government Committee Report of January 23, 2017 be approved, on consent, with the exception of items #7, #8, and #10. Carried
Item 7 - Outdoor Ice Skating Rink Policy
Resolution #C-024-17
Moved by Councillor Neal, seconded by Councillor Cooke
That Report OPD-001-17 be received; and
That Council endorse the operating policy set out in Report OPD-001-17 for the approval and maintenance of volunteer based Outdoor Ice Skating Rinks with the following amendment:
The words “September 30th” be replaced with the words “November 1st in Section 1 of the Application and Approval Process section. Tabled later in the meeting (See following motions)
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Resolution #C-025-17
Moved by Councillor Neal, seconded by Councillor Cooke
That Council recess for five minutes. Carried
The meeting reconvened at 7:24 PM.
Resolution #C-026-17
Moved by Councillor Neal, seconded by Councillor Traill
That the foregoing Resolution #C-024-17 be tabled to the next Council meeting. Carried
Item 8 - Request for Region of Durham Transportation Plan
Resolution #C-027-17
Moved by Councillor Woo, seconded by Councillor Hooper
That the Municipality of Clarington request the following of the Region of Durham:
a) Reduce the posted speed limit to 50km per hour on Highway 2 between Townline Road and Darlington Boulevard;
b) That the short term cycling routes include in its Regional Capital Road Project (in Nine-Year Forecast) the stretch between Nash Road and Longworth Avenue along Regional Road 57; and
c) That Regional Road Improvements between Harmony Road and Courtice Road along Bloor Street, be done all as part of the 2031 Road Expansion Projects. Carried
Item 10 - Broadband
Resolution #C-028-17
Moved by Councillor Woo, seconded by Councillor Partner
That Staff report back to the February 13, 2017, General Government Committee meeting on strategies available to expand broadband in the Municipality of Clarington. Carried as amended (See following motion)
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Resolution #C-029-17
Moved by Councillor Woo, seconded by Councillor Neal
That the foregoing Resolution #C-028-17 be amended to change the date of “February 13, 2017” to “March 6, 2017”. Carried
The foregoing Resolution #C-028-17 was then put to a vote and carried as amended.
Special General Government Committee Report of January 30, 2017
Item 1 - 2017 Operating and Capital Budget
Resolution #C-030-17
Moved by Councillor Cooke, seconded by Councillor Hooper
That Report FND-001-17 be received;
That Council approve the 2017 Operating and Capital Budget as outlined in Attachment 1 of Report FND-001-17, at an estimated tax levy impact of 2.47% (exclusive of tax policy impacts), as directed in Report FND-001-17 with the following amendments:
a. That Capital Project 42-421-17104 ASC – Exterior Benches – Traffic Control Measures, in the amount of $5,200, be deleted and that an alternate safety delineation measure be installed;
b. That Account #100-10-100-00000-7205 Mayor’s – Reception be reduced from $15,847 to $11,000;
c. That Account # 100-10-105-00000-7132 Council – Phone/Fax be reduced from $7500 to $5000;
d. That Account #100-10-105-00000-7201 Council – Conferences be reduced from $13,000 to $10,000;
e. That Capital Project 42-421-17903 BIS – Athletic Program Netting System & Equipment be reduced from $40,000 to $25,000;
f. That Capital Project 28-388-18001 Pumper 15, in the amount of $725,000, be deferred to the 2018 Budget;
g. That Account #100-10-105-00000-7299 Council – Misc Expense be reduced from $4,000 to $3,000;
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h. That Account #100-10-105-00000-7506 Council – Furniture/Fixtures be reduced from $1,500 to $0; and
That the following Accounts be separated and new individual accounts be created per each Council position:
• 100-10-10-00000-7201 Council – Conferences • 100-10-10-00000-7202 Council – Travel Exp. • 100-10-10-00000-7299 Council – Misc Exp.;
That Council approve a 0.5% or $250,000 tax levy dedicated to Rural Roads outlined as Item #55 on Attachment 1 and Item #4 on Attachment 2 of Report FND-001-17;
That the following items, listed as Priority "B", as itemized in Attachment 2 of Report FND-001-17, be approved:
a. That Item #1 of Attachment 2 to Report FND-001-17, Fitness Program Revenue Increase, be approved in the amount of $36,750;
b. That Item #2 of Attachment 2 to Report FND-001-17, Recreation Programs Revenue Increase, be approved in the amount of $33,000;
c. That the corresponding part-time positions of Recreation Programmer ($33,700) and Fitness Centre Programmer ($33,700), be approved;
d. That Item #14 of Attachment 2 to Report FND-001-17, Community Outdoor Skating Rinks, in the amount of $1,500, be approved;
e. That Item #6 of Attachment 2 to Report FND-001-17, Courtice CIP Proposed DC Incentive, in the amount of $100,000, be approved;
f. That the two full-time positions, funded through other sources, being the Senior Plans Examiner position (financed by building permit revenues - $87,700) and Principal Planner position in Community Planning to coordinate multiple secondary plans (financed through the Council-approved approach of the development community paying for the preparation of plans - $121,200), be approved;
g. That Item #4 of Attachment 2 to Report FND-001-17, Rural Roads Resurfacing, in the amount of $200,000, be approved;
h. That a net tax levy funding envelope of $300,000, exclusive of positions approved earlier in the meeting, be approved subject undertaking a review of silos (being the commencement of the Service Delivery Review process, the Building and Planning Process review and the IT Strategic Plan) be approved;
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i. That Item #7 of Attachment 2 to Report FND-001-17, Customer Service Delivery Review Program, in the amount of $40,000, be approved;
j. That Item #8 of Attachment 2 to Report FND-001-17, Customer Relationship Management Project, in the amount of $25,000, be approved;
k. That Item #15 of Attachment #2 to Report FND-001-17, Cemetery Foundation Repairs, in the amount of $5,000, be approved; and
l. That Item #17 of Attachment #2 to Report FND-001-17, Building Rental for Remote Fitness Program, in the amount of $7,200, be approved;
That Council authorize the commencement of a tax increment grant incentive program for the Courtice CIP area based on the approved Courtice CIP and a development charges incentive program to the limit approved in the 2017 Budget;
That Attachment 3 of Report FND-001-17, be approved as follows, at an estimated tax levy impact of 0.18%:
a. That the Bowmanville Older Adult Association 2017 grant funding be approved in the amount of $260,100;
b. That the Visual Arts Centre 2017 amended Budget Request be approved in the amount of $210,848;
c. That the Clarington Museums 2017 Budget Request be approved in the amount of $282,643;
d. That the Newcastle Community Hall 2017 Budget Request be approved in the amount of $22,000;
e. That the Orono Cemetery Board 2017 Budget Request be approved in the amount of $10,000;
f. That the John Howard Society/Firehouse Youth 2017 Budget Request be approved in the amount of $61,200;
g. That the Community Care Durham 2017 Budget Request be approved in the amount of $40,500;
h. That the Clarington Public Library 2017 Budget Request be approved in the amount of $3,016,710; and
i. That the Clarington Public Library – Capital Tax Levy 2017 Budget Request be approved in the amount of $114,176;
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That the external agencies, referred to in Attachment 3 of Report FND-001-17, be advised of Council's decision regarding their grant request and be thanked for their delegation on January 27th, as appropriate;
That attachments outlining Reserve and Reserve Fund Contributions and new Reserve/Reserve Funds be approved as shown in the 2017 Draft Budget binder;
That approximately $800,000 be drawn from the Rate Stabilization Reserve Fund to offset the tax rate impact;
That the financing of Capital projects, as outlined in the documents attached to Report FND-001-17, be approved;
That any cash flow shortfall in the Development Charges Reserve Funds be interim financed from the Municipal Capital Works Reserve Fund and General Municipal Reserve Fund, to be repaid with interest as cash flow permits;
That Report FND-001-17 be adopted by resolution in accordance with provisions of Ontario Regulation 284/09 of the Municipal Act, 2001;
That, subject to Council approval of the Renovations to the Municipal Administrative Centre and the Renovations to the Rickard Recreation Complex, identified in the 2017 Draft Capital Budget to be financed from debenture financing, the Director of Finance/Treasurer be authorized to make application to the Region of Durham for the necessary debenture, with such terms being at the discretion of the Director of Finance; and
That the appropriate By-laws to levy the 2017 tax requirements for Municipal, Regional and Education purposes be forwarded to Council for approval, once final tax policy information is available.
Note: Subsection h. of paragraph 5 (referring to Attachment 1 of Report FND-001-17 and subsection a. of paragraph 7 (referring to Attachment 3 of Report FND-001-17) were pulled for discussion and voted on separately. Carried as amended later in the meeting (See following motions)
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Resolution #C-031-17
Moved by Councillor Neal, seconded by Councillor Trail
That the foregoing Resolution #C-030-17 be amended to replace subsection h of paragraph 2 as follows:
That a net tax levy funding envelope of $300,000, exclusive of positons approved earlier in the meeting, be approved, provided that prior to hiring for the relevant positions a review be undertaken, including job designs, silos, service delivery process, Building and Planning process review, and the IT Strategic Plan; and that the review be reported on to Council. Carried Resolution #C-032-17
Moved by Councillor Neal, seconded by Councillor Hooper
That the foregoing Resolution #C-030-17 be amended to add:
That the Bowmanville Older Adult Association 2017 grant funding be approved in the amount of $260,100. Carried on the following recorded vote: Council Member Yes No Declaration of Absent Pecuniary Interest Councillor Neal √ Councillor Partner √ Councillor Traill √ Councillor Woo √ Councillor Cooke √ Councillor Hooper √ Mayor Foster √
Resolution #C-033-17
Moved by Councillor Neal, seconded by Councillor Traill
That the foregoing Resolution #C-030-17 be amended to defer Capital Project 42-421- 17804 – SCA –Ice Resurfacer replacement to the 2018 budget. Motion withdrawn
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Resolution #C-034-17
Moved by Councillor Neal, seconded by Councillor Traill
That the foregoing Resolution #C-030-17 be amended to
Reduce Item #59 of Attachment 1 to Report FND-001-17 – contributions to Community Services Transfer to R/F from $50,000 to $25,000;
Reduce Item #61 of Attachment 1 to Report FND-001-17, contributions to Municipal Capital Works Reserve Fund, from $50,000 to $25,000;
Reduce Item #62 of Attachment 1 to Report FND-001-17, contributions to Fire Equipment Reserve Fund, from $50,000 to $25,000; and
Reduce Item #63 of Attachment 1 to Report FND-001-17, contributions to Facilities Maintenance Reserve Fund, from $50,000 to $25,000; and
Reduce Item #64 of Attachment 1 to Report FND-001-17, contributions to Operations Equipment Reserve Fund, from $50,000 to $25,000. Carried
Resolution #C-035-17
Moved by Councillor Neal, seconded by Councillor Traill
That the foregoing Resolution #C-030-17 be amended to delete the separation and creation of new individual accounts per each Council position for the following Accounts:
• 100-10-105-00000-7201 Council – Conferences, • 100-10-105-00000-7202 Council – Travel Exp. • 100-10-105-00000-7299 Council – Misc Exp.; and
That the status quo be maintained. Lost
Resolution #C-036-17
Moved by Councillor Neal, seconded by Councillor Traill
That the foregoing Resolution #C-030-17 be amended to separate Account #100-10- 105-00000-7054 LTD/LIFE/HLTH and create new individual accounts per each Council position. Lost
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Resolution #C-037-17
Moved by Councillor Woo, seconded by Councillor Partner
That the foregoing Resolution #C-030-17 be amended to add:
That a reserve fund for new hires be established; and
That $125,000 being allocated for future staffing needs with the understanding that the 2017 contribution will not be used in 2017. Carried
Members of Council provided comments on the 2017 Budget.
Resolution #C-038-17
Moved by Councillor Neal, seconded by Councillor Traill
That the Rules of Procedure be suspended to allow Members of Council to speak to Resolution #C-030-17 a second time. Carried
Members of Council commented further on the 2017 Budget.
The foregoing Resolution #C-030-17 was then put to a vote and carried as amended on the following recorded vote:
Council Member Yes No Declaration of Absent Pecuniary Interest Councillor Traill √ Councillor Woo √ Councillor Cooke √ Councillor Hooper √ Councillor Neal √ Councillor Partner √ Mayor Foster √
Planning & Development Committee Report of January 30, 2017
Resolution #C-039-17
Moved by Councillor Woo, seconded by Councillor Traill
That the recommendations contained in the Planning & Development Committee Report of January 30, 2017 be approved, on consent, with the exception of item #3. Carried
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Item 3 - Applications by High Street Courtice Inc. to amend the Clarington Official Plan and Zoning By-law to permit a 442 unit residential development along Courtice Main Street
Resolution #C-040-17
Moved by Councillor Neal, seconded by Councillor Cooke
That Report PSD-009-17 be received;
That the applications submitted by High Street Courtice Inc. for a Clarington Official Plan Amendment (COPA 2016-0004) and Rezoning (ZBA 2016-0024) continue to be processed including the preparation of a subsequent report; and
That all interested parties listed in Report PSD-009-17 and any delegations be advised of Council’s decision. Carried 11 Staff Reports
Report CAO-001-17 – Waverley Road / Highway 401 Interchange
Resolution #C-041-17
Moved by Councillor Woo, seconded by Councillor Partner
1. That Report CAO-001-17 be received;
2. That, recognizing the significant investments already made or committed by the Province in transportation infrastructure throughout the Region of Durham and the Municipality of Clarington and given the business case presented in this Report, the Mayor be authorized to write to the Ontario Ministry of Transportation to,
(a) request that any future planned and as yet unfunded, expansion and rehabilitation improvements to the Highway 401 Waverley Road interchange be significantly accelerated and included in its five year capital works plan; and
(b) advise of Clarington’s intentions to partner with SmartREIT, and to encourage the Region of Durham to join this partnership such that:
i. the three parties would equally share $7,485,000, based on current cost estimates, towards the capital cost of constructing such improvements to offset costs that the Ministry will incur in advancing this project at least 14 years earlier than the Ministry deems needed; and
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ii. the Municipality of Clarington and each of the other two parties contribution would be 13% or $2,495,000 based on current estimates.
3. That staff return to Council before any legal commitment is made and report on results of discussions with affected parties including cost containment measures; and
4. That a copy of this report be forwarded to all interested parties noted. Carried later in the meeting
Resolution #C-042-17
Moved by Councillor Woo, seconded by Councillor Hooper
That the Rules of Procedure be suspended to allow Members of Council to speak to Resolution #C-041-17 a second time.
Carried
The foregoing resolution #C-041-17 was then put to a vote and carried on the following recorded vote:
Council Member Yes No Declaration of Absent Pecuniary Interest Councillor Cooke √ Councillor Hooper √ Councillor Neal √ Councillor Partner √ Councillor Traill √ Councillor Woo √ Mayor Foster√ √ 12 Business Arising from Procedural Notice of Motion
There was no Business Arising from Procedural Notice of Motion considered under this Section of the Agenda. 13 Unfinished Business
There was no Unfinished Business considered under this Section of the Agenda.
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18 Council Minutes February 6, 2017 14 By-laws
Resolution #C-043-17
Moved by Councillor Hooper, seconded by Councillor Cooke
That leave be granted to introduce By-laws 2017-013 to 2017-015
14.1 2017-013 Being a By-law to limit the gross weight of any vehicle or any class thereof passing over a bridge under the jurisdiction of the Corporation of the Municipality of Clarington pursuant to the Highway Traffic Act, R.S.O. 1990, c.H.8, as amended (Item 4 of the General Government Committee Report)
14.2 2017-014 Being a by-law to authorize the closure and conveyance of a road allowance and the conveyance of a road allowance (Item 5 of the General Government Committee Report)
14.3 2017-015 Being a by-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Holland Homes) (Approved by Council September 21, 2015); and
That the said by-laws be approved. Carried 15 Procedural Notices of Motion
There was no Procedural Notice of Motion considered under this Section of the Agenda. 16 Other Business
Earlier in the meeting Council resolved to suspend the Rules of Procedure to allow the introduction of the following new business.
Resolution #C-044-17
Moved by Councillor Woo, seconded by Councillor Cooke
Whereas the Charter for Inclusive Communities affirms the dignity of every person and calls for a concerted effort to counter prejudice and hate and to develop programs and policies specific to the reduction and elimination of Islamophobia in all its forms.
And Whereas the rise of anti-Muslim incidents across Canada and the recent attacks in Quebec City risk eroding the strength of our country’s rich social fabric;
Now therefore be it resolved that Clarington Council endorses and supports the National Council of Canadian Muslims’ Charter for Inclusive Communities which reads:
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“Preamble
The recent rise in anti-Muslim incidents in Canada is disturbing and risks eroding the strength of our country’s rich social fabric. When Muslim women are attacked in the streets, when mosques are vandalized or when people face prejudice in their workplace or school, it is not only Canadian Muslims that suffer; Canadian society as a whole is weakened because our values of equality, respect, justice and dignity for all are threatened.
Hate crimes against Muslims have risen dramatically in recent years both in Canada, and around the world. Given the unfortunate climate of fear that seems to have entered some segments of public life, it appears that this trend is increasing.
Islamophobia is real and it is wrong, despite what some may say to downplay it or dismiss it. This type of hate and discrimination tells Canadian Muslims that they do not belong by isolating them and their communities through stigmatization and casting them as outsiders and the ‘other’.
Our Commitment
By signing this Charter, we commit to standing up for the rights and dignity of everyone in order to promote inclusive, just, and respectful communities in Canada.
We strongly affirm that:
• Islamophobia, like all other forms of racism, hate, xenophobia, and bigotry, has no place in Canadian society. • Discrimination and acts of hate against anyone, marginalize individuals and communities and exclude them from participating fully in society and fulfilling their potential. • The dignity of every person in Canada is essential to a healthy and vibrant society. • Everyone has a role to play in creating safe environments for us all. • All levels of government, civil society, communities, and public officials have a duty to work together in developing policies, programs and initiatives to reduce and eliminate Islamophobia in all its forms. • By working together, we can nurture inclusive communities and strengthen our shared commitment to Canada’s values of equality, respect, justice, and the dignity of all persons.”
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And That this resolution be forwarded to the local Member of Parliament (M.P.), the local Members of Provincial Parliament (M.P.P.), the Association of Municipalities of Ontario (AMO), the Federation of Canadian Municipalities (FCM), the Regional Municipality of Durham and all Durham Region Municipalities. Carried on the following recorded vote:
Council Member Yes No Declaration of Absent Pecuniary Interest Councillor Woo √ Councillor Cooke √ Councillor Hooper √ Councillor Neal √ Councillor Partner √ Councillor Traill √ Mayor Foster √
Councillor Partner extended congratulations to Councillor Neal in seeking the Progressive Conservative nomination for the next provincial election for the Durham Riding.
Councillor Traill raised a Point of Information requesting the Chair to confirm the suggestions the figures she stated earlier in the meeting regarding Clarington’s tax rate were not accurate and to confirm that the combined 2016 property tax rate from Clarington’s website was 1.33%, Oshawa 1.561%, Whitby, Ajax and Pickering were all under 1.33% and that the Municipality was the second highest. Mayor Foster stated he believed that Councillor Traill may have referred to taxes, not tax rates and confirmed that based on the actual cost to residents, Clarington’s taxes are, with one or two exceptions, the lowest in Durham Region.
Councillor Hooper expressed appreciation to Carlos Salazar and staff of the Planning Services Department for meeting with the Bowmanville BIA with respect to the Waverley Road / Highway 401 Interchange improvements. Councillor Partner indicated that they would also be meeting with both the Newcastle and Orono BIA’s on the same subject. 17 Confirming By-law
Resolution #C-045-17
Moved by Councillor Hooper, seconded by Councillor Cooke
That leave be granted to introduce By-law 2017-016, being a by-law to confirm the proceedings of the Council of the Municipality of Clarington at a regular meeting held on the 6th day of February, 2017; and
That the said by-law be approved. Carried
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21 Council Minutes February 6, 2017 18 Adjournment
Resolution #C-046-17
Moved by Councillor Woo, seconded by Councillor Partner
That the meeting adjourn at 9:36 PM. Carried
______
Mayor Municipal Clerk
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22 BOARD MEETING
January 11, 2017 Clarington Town Hall 40 Temperance Street, Room 1A, Bowmanville, Ontario
Present: W. Woo (7:10) S. Cooke (8:10) H. Ridge (Curator/Interim ED)
K. Warren S. Middleton M. Morawetz S. Elhajjeh
1. Call to Order:
In S. Cooke’s absence, K. Warren called the meeting to order at 7:07 p.m. and welcomed guests Marie Marano, Corporate Services Director Municipality of Clarington, and Lisa Wheller, HR Municipality of Clarington.
2. Adoption of Agenda:
Moved by: S. Elhajjeh Seconded by: S. Middleton
THAT: the agenda be accepted with the change that #11 In Camera be moved forward for tonight, following Disclosure of Interests.
MOTION CARRIED 3. Disclosure of Interests:
No interests were disclosed.
4. In Camera:
23 Moved by: W. Woo Seconded by: S. Elhajjeh That: at 7:12 in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing the following matter that d) deals with labour relations or employee negotiations.
MOTION CARRIED Discussion followed. Moved by: W. Woo Seconded by: S. Middleton That: at 8:29 pm the meeting move out of camera, returning to Open Session. MOTION CARRIED 5. Correspondence: Municipality of Clarington Solicitor, Andrew Allison sent all Board members a copy of the Statement of Defence served January 4, 2017 re: M. Adams.
Board of Trade sent renewal for membership. Not-for-profit organizations are invoiced $90.50 annually. Consensus to renew (included in approved budget). 6. Announcements:
Board members were reminded that they are invited to attend a meeting with the Jury Lands Foundation Board and museum staff able to attend at the Sarah Jane Williams Heritage Centre on Thursday, Jan 12 at 5 p.m.
7. Approval of Minutes:
Moved by: S. Cooke Seconded by: S. Middleton
THAT: the Board minutes be approved as circulated.
MOTION CARRIED 8. Business Arising from Minutes:
Items of note included newsletter plans and the Young Canada Works grant application due soon. Both will be addressed in Executive Director’s report.
24 9. Executive Director’s Report:
The Young Canada Works grant application for summer student help is ready to be submitted before the Jan. 16 deadline. It was suggested that a second application be considered as Clarington falls in two federal jurisdictions and may qualify. Canada Summer Jobs grants are also available and should be considered perhaps for the specific positions of working on the Heritage Gardens and the Clarke museum site which would make it more available to the public during the summer season. A renewal of the Canadian Museum Association membership has been prepared and will be submitted.
The Veterans Affairs Canada grant acknowledgement was discussed. H. Ridge will follow up as required, and will confirm plans and scheduling for the work of the interpretive translations to proceed.
Attendance numbers for 2016 have been noted but are not felt to be dependable with processes and participants with tracking duties having changed over the year. Processes are being streamlined for 2017 to improve accuracy. Membership numbers may also be inaccurate but have been recorded.
The Newsletter template has been created by a part time staff member and is awaiting input from the Board for content. Suggestions included wrap up for 2016 including all the Christmas season activities, membership renewal notice for 2017, and information about the 2017 year schedule, events and exhibits. H. Ridge at her discretion, will determine appropriate frequency of newsletters.
Without enough staff resources, volunteers continue at the pace available to work on a number of curatorial projects. H. Ridge noted that one of the most unique services offered and most frequently the reason people seek out the museum and archives, is research requests. She recommends promotion to capitalize on this significant service in future.
Exhibits being dismantled and returned to owners include the “Clarington Competes” local sports history as well as the “Avro Arrow: A Dream Denied”. H. Ridge recommends the best practice of only lending items to other locations that are in the museum’s own collection rather than borrowed items be followed. H. Ridge suggested the exhibit space available as a result be used to tell the behind the scenes at a museum story which would allow work on the collection where there is space and could be viewed by guests. There may be
25 an opportunity to work with other groups like Newcastle Village & District Historic Society to feature important work of theirs, as well as incorporate an area where deassessioned items no longer of value to any collection, could become a hands on educational area for families and children.
Program report was submitted by J. Stein, Program Coordinator, including 2016 and 2017 at a glance, along with the calendar of events proposed for 2017 which this year includes 4 seasonal adult workshops. Marketing and promotion of the schedule and events was also discussed.
Moved by: S. Cooke Seconded by: W. Woo
THAT: the interim Executive Director’s report be received as presented.
MOTION CARRIED
10. Committee Reports: a) Finance – Report was distributed and discussed.
Moved by: S. Cooke Seconded by: W. Woo
THAT: the Finance Report be received.
MOTION CARRIED
b) Collections – H. Ridge circulated a report summarizing 2016 as well as the last reference book list recommended for deassession. Discussion followed.
Moved by: W. Woo Seconded by: S. Cooke
THAT: the Collections report be received and that the deassession plan as presented for Reference books be accepted.
MOTION CARRIED
c) Membership – Comments included in ED report. Nothing further.
26 d) Property – Nothing to report.
e) Heritage – K. Warren stated that Heritage Calendars have been reduced in price to $3 from $5 and are available at the museum. One of the committee’s main goals this year is work on “family trees” while another is to do as much research as possible on Good Year to further document the history and gather any artifacts that still may be available.
11. New Business: a) Highway Signage – an invoice for Tourism Directional Signs has been received with a new agreement that has been developed. Moved by: S. Middleton Seconded by: S. Cooke THAT: the invoice for Tourism Directional Signs be paid. MOTION CARRIED. b) Local Parent Invoice – discussion regarding the worth of some ongoing promotion commitments. Consensus to discontinue any further advertising with Local Parent Magazine. c) Outside Services – H. Ridge reported that the museum budget includes a number of services that might be available through the municipality’s resources more affordably. S. Cooke offered to review the services with H. Ridge that are presently sourced through outside providers and make recommendations at the next Board meeting.
d) Canada Day – there are a number of opportunities for funding during 2017 to hold events and programs focused on the Canada 150th celebrations. H. Ridge was asked to look into any grants that may apply to the museum plans and to submit applications.
12. Date and Place of Next Board Meeting:
The next meeting will be held Wed. February 8, 2017 at 7 p.m. Location: Town Hall, Room 1A if available 13. Adjournment:
S. Cooke moved the meeting be adjourned at 9:35 p.m.
27
Minutes for the meeting of the Clarington Museums and Archives Board have been accepted and approved on ______
______Chair, Executive Director, Clarington Museums and Archives Board Clarington Museums and Archives
28 Newcastle Memorial Arena Management Board
Municipality of Clarington Minutes of Meeting January 10, 2017
(Not yet approved by board members)
In Attendance – Gord Lee, Chair Bryan Wiltshire – Arena Manager
Carol Little - Susan White – Shea-Lea Latchford - Jay Summers – Gary Oliver – Peter Kennedy – Regional Councillor Woo
Regrets – Councillor Partner
1. Call to Order – 7:07 P.M. The meeting commenced with a presentation from Mr. Fred Horvath and Mr. Rob Groen from the Municipality Operations Department. They attended our meeting to introduce and review the updated Community Hall Board Procedure Manual. The manual outlines responsibilities for the operation and procedures for the Arena Board to follow. The manual provided to the chair covers 14 procedural policies to be followed by our board members and management of the arena.
Following the presentation our members had the opportunity to question the presenters and clarify a number of issues, primarily member responsibilities, health and safety issues and member liability concerns. Mr. Horvath will be providing follow-up to a number of these questions and will also be providing a review of our current rental agreement for user groups.
Three (3) categories in the manual require motions of approval and signed acceptance by the chair on behalf of all members. 1) Health & Safety Policy Statement – 2) Workplace Violence Policy – 3) Workplace Harassment Policy. These three policy statements will be reviewed again with all members and motions of acceptance brought forward at a future meeting; within two months – by March of 2017.
2. Adoption of Minutes – Motion # 17- 101 was proposed: THAT: The minutes of Tuesday November 8th, 2016 are accepted as presented. Moved by: Shea-Lea Latchford Seconded by: Gary Oliver CARRIED
29 (2)
3. Arena Manager’s Report – Bryan advised that the minor hockey programs have moved towards the playoffs. Sunday Public Skating was increasing in attendance, as well as our Tuesday morning Parent and Tots and Adult programs. The chair advised: portable signage for the Edward Street Corridor will be in place within a few days to promote these activities - low revenue generating programs but, great community activities for our residents. The Parent and Tots Program is a two (2) hour free program from 10:00 a.m. until 12:00 noon and the Adult Skate Program from 12:00 noon until 2:00 p.m. is at a cost of a Toonie or a donation to the Clarington East Food Bank. Both programs well received by our community. Peter Kennedy requested the free skate program on Tuesday mornings include an invitation to people with autism. Peter will follow-up through his volunteer activity with the Durham Region Autism Association and extend an invitation,
Jay Summers requested we need to follow-up on our plan to install a water filling station – motion # 16-118 of September 13, 2016 had approved a budget of $3,000.00 to purchase and install this unit. Bryan offered to locate an alternate location in the building and have our plumbing contractors price it out for our next meeting. The initial chosen location in the front lobby didn’t have convenient water service or hydro hook-up.
4. Financial Report – An unaudited income statement was provided by the chair for year 2016 showing revenue of $301,659.63 - $9,440.00 below our budget forecast. Payroll and general expenses also fell below forecast and provided a year-end profit unaudited, of approximately $32,176.00. Plans for our 2017 budget forecast are underway and will be completed at our February 14th meeting.
5. New Business – The chair again, solicited nominations for a Vice-Chair of our committee. Carol Little was the only nomination brought forward. Carol respectively declined to accept the position.
A discussion took place regarding the current hydro costs and how it will affect our 2017 budget forecast. $8 to $1,200.00 monthly hydro costs were now generating $10,000.00 hydro bills. Delivery charges, global equalization charges and H.S.T. on all these items were bringing forward unmanageable charges. Shea –Lea brought forward an opportunity for our chair to go on camera with Global News. This suggestion was declined and Regional Councillor Woo offered to take up our cause with the Municipal H.R. Department – just to get an opinion and/or their position on the current hydro costs.
30 (3)
The chair suggested Clarington Council should be making some noise, similar to the City of Oshawa’s mayor and council, whom have been very vocal in the media about outlandish hydro costs in their facilities. Regional Councillor Woo will provide follow-up to our members.
Jay summers had also provided our members with a media release from Mayor Scott McFadden of Cavan Monaghan. His published article pertaining to the hydro invoice for Millbrook Arena indicated actual hydro usage was only 7% of an $11,000.00 monthly bill. Mayor McFadden was seeking support from all municipalities to voice their displeasure to our Provincial Minister of Energy.
6. Adjournment – Motion to adjourn # 17-102
Moved by: Susan White Seconded by: Councillor Woo
CARRIED
Next meeting Tuesday, February 14th, 2017
31 Clarington Accessibility Advisory Committee
February 1, 2017, 6:30 P.M.
Meeting Room 1A
Present: Shea-Lea Latchford André O’Bumsawin Tim Van Leeuwen Maureen Reed Jacquie Watchorn Sally Barrie
Also Present: Jeannette Whynot – Accessibility Coordinator
Regrets: Councillor Partner
Meeting was called to order at 6:21pm.
1. Adoption of Minutes
Moved by Jacqui Watchorn seconded by André O’Bumsawin
That the minutes of the meeting of December 7, 2016 be approved.
Carried
2. Presentation
Jeannette Whynot provided the Committee with an overview of the 2016 Annual Status Update. The Committee reviewed each section and had the opportunity to ask questions and provide feedback to the Accessibility Coordinator.
Moved by André O’Bumsawin and seconded by Maureen Reed
That the Accessibility Advisory Committee endorse the 2016 Annual Status Update
Carried
32 Clarington Accessibility - 2 - February 1, 2017 Advisory Committee
3. Business Arising From Minutes
(a) Writing an effective business case
At the December 2016 AAC meeting, the Committee requested that the Accessibility Coordinator provide them information on how to write an effective business case. In response to that request, the Accessibility Coordinator presented the Committee with an outline of a business case that would be appropriate for what they wanted to do (explaining the economic benefits of capital investments into accessibility). The business case outline had three sections: Key Information, Background and Return on Investment.
Shea-Lea Latchford clarified to the Committee that if this is a project the Committee would like to take on, it will not be led by the Accessibility Coordinator, but rather Committee members will need to volunteer and see this project through. The Accessibility Coordinator added that she would be able to provide guidance through editing and reviewing, but wouldn’t be able to conduct research or compile drafts.
Jacqui Watchorn addressed the Committee and expressed her desire to provide businesses with information on how they can pay for accessibility upgrades. Stating that businesses already know they should do it (accessibility renovations), she advised the Committee the problem is that businesses want to know where they can get money to do it, whether it’s municipally, provincially or federally.
The Accessibility Coordinator advised that there are currently no municipal grants available specific to accessibility, but reminded Committee members there are ongoing discussions related to if such grants can be made available through the CIP. She further advised that there are no provincial grants that are specific to physical accessibility enhancements, but that occasionally grants come up that include an accessibility component. This is because the AODA does not explicitly require businesses to retrofit their premises. The AODA does require organizations to identify and remove barriers. The intention of this requirement is that organizations will figure out what they need to do and save money in order to do it.
Federally, there is a grant that is usually available annually but it is subject to Federal funding and has a short window where applications are accepted. The Accessibility Coordinator advised that in 2016 she advised each BIA and the Clarington Board of Trade about the grant but cannot force businesses to apply.
The Committee had a discussion about the different options available: a business case that focuses on the benefits of businesses investing money in accessibility or an information piece that highlights grant opportunities. At the suggestion of the Chair, the Committee mutually agreed to include this on the next meeting agenda for further discussion.
33 Clarington Accessibility - 3 - February 1, 2017 Advisory Committee
(b) 2017 Accessibility Award Nominees
Shea-Lea Latchford reminded the Committee that the Region of Durham will be asking for nominations for the Durham Region Accessibility Award soon and asked the Committee to start thinking of potential nominees. She challenged the Committee to think of businesses that have never been nominated before.
She also brought forward a suggestion from Mayor Foster for the Committee to discuss and consider. It was suggested that the Committee could develop its own accessibility award, separate from the Region’s Award. A small ceremony could take place during a regularly scheduled AAC meeting. Members of Council and local media would also be invited.
Shea-Lea Latchford also brought forward a second option, to expand on what the Committee did in 2016. In 2016 the Committee nominated a local business for the Region’s Award and provided each nominee a letter and certificate to recognize their work on accessibility. She suggested that we do the same, but invite all of the nominees to one of the AAC’s meetings for a small presentation. Members of Council and local media would be invited.
The Committee discussed the two options and mutually agreed to go with the second option. The Committee felt it would be most beneficial to have a recognition program that recognized the work of as many businesses as possible, instead of just one or two winners. The Accessibility Coordinator advised the Committee that she will book Council Chambers for one of their fall meetings so there is enough space for all of their extra guests.
(c) Multi-Year Plan Update
The Accessibility Coordinator reminded the Committee that 2017 will see the update of the Multi-Year Accessibility Plan (MYAP). The Coordinator provided the Committee with a copy of the Town of Whitby’s recently updated plan and the Region of York’s updated plan. In reviewing them, the Committee was advised that they are quite different in style and she was seeking the Committee’s input on what style they would like to see. The Committee agreed that the plan should be specific but still general thereby allowing for changes if necessary.
The Accessibility Coordinator also asked the Committee what kind of consultation they would like to see as part of the updated MYAP. The Committee supported the Coordinator’s proposal of an online survey and an in-person consultation as part of the AAC’s regular May 2017 meeting. The Committee asked that both be well advertised. In response, the Coordinator requested that the Committee forward her names of organizations that should be directly contacted for the consultation.
34 Clarington Accessibility - 4 - February 1, 2017 Advisory Committee
(d) 2017 Community Festivals
Shea-Lea Latchford presented to the Committee a list of community events that the Committee could participate in this year. She encouraged the Committee to attend events across Clarington this year, if possible.
After a brief discussion on the events available this year, the Committee mutually agreed that Maple Fest, the Orono Fair, the Newcastle Harvest Festival and Apple Fest would be the best events for the Committee to attend in person. The Accessibility Coordinator reminded the Committee that any events they cannot attend, they could make their information available through the Tourism Office.
Shea-Lea Latchford reiterated to the Committee that everyone needs to pitch in and attend these events so the work is fairly distributed as much as possible. Maple Fest planning will occur in future meetings and Committee attendance the fall events will be planned later this year.
4. New Business
(a) AAC Goals and Priorities
Jacqui Watchorn advised the Committee that she requested this as an agenda item, but felt her concern had been addressed during the discussion of a business plan template. She reiterated that she felt reaching out to businesses and helping them with accessibility upgrades should be the Committee’s priority. Shea-Lea Latchford reminded members that the Committee’s main goal is to advise Council and not necessarily take on activist projects. She directed the Committee to the “Making Accessibility Happen: your guide to serving on a Municipal Accessibility Advisory Committee” guidebook. She encouraged everyone to review the resource as it provides an excellent explanation of what the Committee’s core purposes are.
The Accessibility Coordinator briefly went over the Committee’s approved work plan. Overall, the Committee is meeting or is on-track to meet the majority of their goals.
(b) ServiceOntario Bowmanville Update
The Accessibility Coordinator provided the Committee with an overview of the issues related to the recently re-located ServiceOntario location in Bowmanville. Sally Barrie expressed her concern about the lack of accessibility with their new location and shared her recent experience there.
The Accessibility Coordinator advised the Committee that she is currently pursuing the issue and will be reaching out to the MPP Tracey MacCharles, who is the Minister responsible for Accessibility and the Minister of Government and Consumer Services. Service Ontario falls within the Ministry of Government and Consumer Services. The Accessibility Coordinator will report back to the Committee with updates as they are available. 35 Clarington Accessibility - 5 - February 1, 2017 Advisory Committee
(c) National Access Awareness Week
Shea-Lea Latchford advised the Committee the National Access Awareness week will be the last week of May/first week of June. She provided an overview of what the Committee did to recognize the week last year: a proclamation and delegation to Council. She suggested that as a minimum the Committee continue those things, but also suggested a flag raising as well. Noting that with the Committee’s newly updated logo, the Committee could order a custom flag for approximately $65.00.
Moved by Maureen Reed seconded by Sally Barrie
That the Accessibility Coordinator be authorised to order a custom flag with the logo of the Accessibility Advisory Committee.
Carried
5. Regional Update
(a) Regional Updates
Deferred until next meeting.
(b) Regional AAC Minutes
A copy of the November 2016 Regional AAC Minutes were distributed to the Committee for review.
6. Other Business
No other business discussed.
7. Date of Next Meeting
Wednesday March 1, 2017 at 6:30 PM.
8. Adjournment
Moved by Maureen Reed seconded by Sally Barrie
That the meeting adjourn.
Carried
The meeting concluded at 7:57pm.
______
36 Clarington Accessibility - 6 - February 1, 2017 Advisory Committee
Chair
______
Secretary
37 Draft minutes – Not yet approved by Committee
NOTES OF MEETING OF SAMUEL WILMOT NATURE AREA MANAGEMENT ADVISORY COMMITTEE HELD TUESDAY FEBRUARY 14, 2017 7:00 PM
Present: Melanie McArthur Councillor Corinna Traill Jim Cleland Brian Reid Kate Potter Tom Hossie
Regrets: Paul Davidson Leo Blindenbach Suzanne Land Patrick Bothwell
Absent: none
Staff Present: Peter Windolf
1. AGENDA MOVED: by Kate Potter SECONDED by Melanie McArthur THAT: the agenda for February 14, 2017 be accepted
CARRIED
2. MINUTES OF PREVIOUS MEETING
Approval of Minutes
MOVED: by Councillor Corinna Traill SECONDED by Kate Potter THAT: the minutes of December 13, 2016 be approved.
CARRIED
38 SWNA February 2017 Minutes 2
3. ITEMS/UPDATES
Monarch Butterfly Event-April 9
Clarington Council endorsed the Mayors Monarch Pledge which is a continent wide initiative to increase the dwindling population of the Monarch Butterfly. The pledge was directed to the SWNA Management Advisory committee to identify actions to create and enhance monarch butterfly habit and educate citizens about how they can make a difference. One of the actions selected by the SWNA committee is to “Launch a public communication effort to encourage citizens to plant monarch gardens at their homes or in their neighborhoods.”
On April 9 at 2:00PM at the Newcastle and District Recreation Centre the SWNA committee will host a Monarch Butterfly presentation led by SWNA committee member Tom Hossie. The presentation will provide a basic background on the life cycle and the conditions that have led to the significant population decline of the monarch. It will also include information about what the community can do the enhance habitat for monarchs. A flyer will be created to advertise the event at municipal buildings and on-line.
Fall Monarch Event
The April event will be followed up by a late summer event (tentatively scheduled September 10) for another of the action items selected by the SWNA committee, “Initiate or support citizen-science efforts that help monitor monarch migration and health.” The September event will include capturing and tagging monarchs at the SWNA during their migration through the area on route to Mexico. The information on the tagged butterflies is used by Monarch Watch to track the success of migrating monarchs. Tom Hossie has been involved with two previous tagging days at the SWNA. In 2015 two of the fifty monarchs tagged at the SWNA were recaptured at their overwintering grounds in Mexico.
Peter Windolf will contact the GRCA to see if they have any butterfly nets that could be borrowed for the event.
Monarch Pledge Actions
The committee briefly reviewed the list of action items that were included in the pledge. The actions are intended to create and enhance monarch butterfly habit and educate citizens about how they can make a difference. Plans are in place to address most of the items but more discussion will be required at future meetings to implement all of the items.
In addition to the above actions Peter Windolf has arranged to meet with Operations to discuss ways to modify turf maintenance to enhance monarch habitat at some sites along the migratory route.
39 SWNA February 2017 Minutes 3
Trail Construction Update
The construction of the woodland trail that links the Waterfront Trail to the existing trail along the north side of the sewage treatment plant started in September. The clearing, grading and installation of granular base for the trail and the installation of armourstone bridge abutments were completed in November.
On January 30 the Cor-ten steel bridge was installed and the trail is now open for public use. The project will be completed in the spring with the paving of the trail surface.
The committee will arrange a grand opening for the trail after the paving is complete. The grand opening will be discussed in more detail at a future meeting but it will probably occur in May.
New Garbage Drums and Bird Houses by Clarke High School
The Clarke High School art department has completed painting ten 45 gallon drums for use as garbage containers at the SWNA. The drums are now stored at the Operations yard and will be put out in the spring.
The school wood shop is building 15 new birdhouses and 5 butterfly boxes that will be installed by the SWNA committee. The school will advise when they are ready for pick-up.
Spring 2017 Clean-up
The spring clean-up at the SWNA is scheduled for Saturday April 29. Leo Blindenbach will be coordinating the SWNA event along with a Port of Newcastle clean-up with the Operations Departments as part of Pitch-In week.
4. OTHER BUSINESS
With the resignation of James Hodge from the SWNA committee the Clerks Department will be asked to advertise for a new member.
5. MOTION TO ADJOURN
MOVED: by Kate Potter SECONDED by Tom Hossie THAT: the meeting be adjourned.
CARRIED
Adjournment 8:15 PM
Next Meeting: Tuesday March 14, 7:00PM
Notes prepared by: P.Windolf 40 General Government Committee Report to Council
Report to Council Meeting of February 27, 2017
Subject: General Government Committee Meeting of Monday, February 13, 2017
Recommendations:
1. Receive for Information
(a) 8.1 Minutes of the Newcastle Village Community Hall Board dated January 19, 2016, February 16, 2016, June 21, 2016, July 21, 2016, September 27, 2016 and November 15, 2016 (b) 8.2 Minutes of the Central Lake Ontario Conservation Authority dated January 17, 2017 (c) 8.3 Kyle Fitzgerald and Tenzin Shomar, Durham Youth Council – Clarington Transportation Master Plan – Letter of Appreciation (d) 8.4 Gary Cole, West Beach Association – Annual Progress Report (e) EGD-005-17 Report on Building Permit Activity for October, November, and December 2016 2. Pam Lancaster, Stewardship Technician, Ganaraska Region Conservation Authority, Regarding an Annual Update on the Ganaraska Region Conservation Authority Programs
That the delegation of Pam Lancaster, Stewardship Technician, Ganaraska Region Conservation Authority, regarding an annual update on the Ganaraska Region Conservation Authority programs, be received with thanks.
3. Brenda McAuley, CPAA National President – Regarding Federal Government Standing Committee on Government and Estimates (OGGO) Report Regarding Canada Post
That Communication Item 9.2 from Brenda McAuley, CPAA National President regarding the Federal Government Standing Committee on Government and Estimates (OGGO) Report regarding Canada Post, be endorsed by the Municipality of Clarington; and
Page 1
41 General Government Committee Report to Council
That a copy of this resolution be forwarded to the Honourable Judy Foote, Minister of Public Services and Procurement, MP Erin O’Toole, MP Kim Rudd and MP Karine Trudel.
4. Courtice Mills Subdivision (McMann Cres.), Courtice, Plan 40M-2499 ‘Certificate of Acceptance’ and ‘Assumption By-law’, Final Works Including Roads and Other Related Works
That Report EGD-004-17 be received;
That the Director of Engineering Services be authorized to issue a ‘Certificate of Acceptance’ for the Final Works, which includes final stage roads and other related Works, constructed within Plan 40M-2499;
That Council approve the by-law attached to Report EGD-004-17(Attachment 2 to Report EGD-004-17) assuming certain streets within adjacent Plan 40M-1744 as public highways; and
That all interested parties listed in Report EGD-004-17 be advised of Council’s decision.
5. Oke Woods Subdivision Phase 1B, Courtice, Plan 40M-2391 (part of) ‘Certificate of Acceptance’ and ‘Assumption By-law’, Final Works Including Roads and Other Related Works
That Report EGD-006-17 be received;
That the Director of Engineering Services be authorized to issue a ‘Certificate of Acceptance’ for the Final Works, which includes final stage roads and other related Works, constructed within Plan 40M-2391 (part of);
That Council approve the by-law attached to Report EGD-006-17 (Attachment 2 to Report EGD-006-17) assuming a certain street within Plan 40M-2391 as public highway; and
That all interested parties listed in Report EGD-006-17 be advised of Council’s decision.
For Council Meeting of February 27, 2017 Page 2
42 General Government Committee Report to Council
6. Memorial Park Capital Project Over-expenditure Report
That Report OPD-002-17 be received; and
That Council approve the capital project over-expenditure incurred with the 2016 sports field rehabilitation completed in Memorial Park, Bowmanville.
7. Council Code of Conduct and Appointment of Integrity Commissioner
That Report CLD-003-17 be received;
That Guy W. Giorno be appointed as Integrity Commissioner for the Municipality of Clarington, as per the Region of Durham's award to Fasken Martineau DuMoulin LLP (Request for Proposal 1042A-2016) for the provision of Municipal Integrity Commissioner Services for the Municipality of Clarington for a term ending December 31, 2021;
That the appointment by-law, being Attachment 1 to Report CLD-003-17, appointing Guy Giorno as Clarington's Integrity Commissioner, and detailing the powers, duties and services of Guy Giorno, be approved;
That the Mayor and Clerk be authorized to execute the necessary agreement;
That the By-law establishing a new Code of Conduct for Members of Council, being Attachment 4 to Report CLD-003-17, be approved; and
That all interested parties listed in Report CLD-003-17 and any delegations be advised of Council's decision.
For Council Meeting of February 27, 2017 Page 3
43 Planning & Development Committee Report to Council
Report to Council Meeting of February 27, 2017
Subject: Planning & Development Committee Meeting of Tuesday, February 21, 2017
Recommendations:
1. Receive for Information
(a) 9.1 Minutes of the St. Marys Cement Community Relations Committee dated September 6, 2016
(b) 10.1 John Paul Newman, Director of Corporate Services, Township of Scugog – Greenbelt of Ontario
(c) 10.2 Cheryl Bandel, Acting Regional Clerk, Region of Durham, Proposed Amendments to the Greenbelt Area Boundary – Environmental Bill of Rights Registry No. 012-9247 (2017-COW-33)
(d) PSD-013-17 Use of Holding Symbols in Rezoning Applications
2. Applications by Lindvest Properties (Clarington) Limited to Develop a Former School Block as a 50 lot Subdivision in Newcastle
That Report PSD-012-7 be received;
That the applications for proposed draft Plan of Subdivision, to amend the Clarington Official Plan and amend Zoning By-law 84-63, submitted by Lindvest Properties (Clarington) Limited for the development of a 50 lot subdivision continue to be processed and that a subsequent report be prepared; and
That all interested parties listed in Report PSD-012-17 and any delegations be advised of Council's decision.
Page 1
44 Planning & Development Committee Report to Council
3. An Application by Prestonvale Heights Limited to Create a Common Elements Plan of Condominium, 25 Meadowglade Road, Courtice
That Report PSD-014-17 be received;
That the request to deem the subject application exempt from the public notice provisions of Section 51 of the Planning Act be considered appropriate in the circumstances as authorized by Section 9(7) of the Condominium Act;
That the Durham Region Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-014-17 and Council’s decision; and
That all interested parties listed in Report PSD-014-17 and any delegations be advised of Council’s decision.
4. Revised Applications by 2399263 Ontario Limited (Matanda Homes) for a 17 - Unit Draft Plan of Subdivision on Gordon Vinson Avenue and Frank Wheeler Avenue in Courtice
That Report PSD-070-16 and Addendum to Report PSD-070-16 be received;
That the application COPA2016-0002 to amend the South West Courtice Secondary Plan be closed and proposed Official Plan Amendment No. 108 be withdrawn in accordance with the applicant’s request dated February 2, 2017;
That the revised application for Draft Plan of Subdivision (S-C-2016-0002) submitted by 2399263 Ontario Limited, be supported subject to conditions contained in Attachment 2 to Addendum Report PSD-070-16;
That the revised Zoning By-law Amendment application (ZBA 2016-0013) submitted by 2399263 Ontario Limited be approved as contained in Attachment 3 to Addendum Report PSD-070-16;
That once all conditions contained in the Official Plan and Zoning By-law with respect to the removal of the (H) Holding Symbol are satisfied, the By-law authorizing the removal of the (H) Holding Symbol be approved;
That the Durham Regional Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-070-16 and Council’s decision; and
That all interested parties listed in Report PSD-070-16 and any delegations be advised of Council’s decision.
For Council Meeting of February 27, 2017 Page 2
45 13.1 Unfinished Business
13. 1 Report COD-025-16 - Fire Arbitration Award (2015-2017) – Including Introduction of 24 Hour Shift Trial in 2017
Resolution #C-355-16 Moved by Councillor Hooper, seconded by Councillor Traill
That Report COD-025-16 be received for information; That the presentation by Michael Kennedy of Hicks Morley be received with thanks; and That Report COD-025-16 be shared with the Durham riding M.P.P., the Minister of Labour, the Minister of Community Safety and Corrections, the Minister of Finance, the Premier, and the Emergency Services Steering Committee of AMO with a letter from the Mayor indicating: the significant risk to effective management of an essential public service that has been introduced with this arbitration award; encouraging urgency of action to legislatively address the significant weaknesses with the labour relations policy for the fire services sector in Ontario. Paragraphs 1 and 2 carried and Paragraph 3 tabled (See following motion) Resolution #C-356-16 Moved by Councillor Cooke, seconded by Councillor Traill That Paragraph #3 of the foregoing Resolution #C-355-16 be tabled to the February 6, 2017, Council meeting. Carried
46 Unfinished Business 13.2
Item 7 - Outdoor Ice Skating Rink Policy
Resolution #C-024-17
Moved by Councillor Neal, seconded by Councillor Cooke
That Report OPD-001-17 be received; and
That Council endorse the operating policy set out in Report OPD-001-17 for the approval and maintenance of volunteer based Outdoor Ice Skating Rinks with the following amendment:
The words “September 30th” be replaced with the words “November 1st in Section 1 of the Application and Approval Process section. Tabled later in the meeting
Resolution #C-026-17
Moved by Councillor Neal, seconded by Councillor Traill
That the foregoing Resolution #C-024-17 be tabled to the next Council meeting. Carried
47 Operations 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: January 23, 2017
Report Number: OPD-001-17 Resolution:
File Number: By-law Number:
Report Subject: Outdoor Ice Skating Rink Policy
Recommendations:
1. That Report OPD-001-17 be received; and 2. That Council endorse the operating policy set out in this report for the approval and maintenance of volunteer based Outdoor Ice Skating Rinks.
48 Municipality of Clarington Page 2 Report OPD-001-17
Report Overview
This report provides background for the recommended implementation of a new Operations Department Procedure to address the set-up and maintenance of Outdoor Community Ice Skating Rinks.
1. Background
At the regular Council meeting of October 11, 2016, Council passed Resolution #C-248-16 that referred report OPD-009-16 on Outdoor Skating Rinks back to staff in the Operations Department. The resolution specifically requested that a further report be provided on how residents could utilize this policy while protecting the residents and the Municipality.
In response to resolution C-248-16, and as previously recommended in Report OPD-009-16 (Attachment 1), the Operations Department has developed a new operating procedure (Attachment 2). This new procedure will guide staff on the approval and set-up process for an outdoor ice skating rink and the respective responsibilities that must be followed by each party to ensure its continuous enjoyment and safety.
The proposed Outdoor Ice Skating Rink Policy, as per the attachment, provides an application and approval process that is intent on bringing volunteers, the community and municipal staff together. Once a location has been selected for the ice surface the group of volunteers must complete an application, sign a hold harmless/indemnification agreement and also provide proof of insurance naming the municipality as an additional insured.
These documents are current requirements of Clarington’s existing Parks By-law and are also mandatory items for Outdoor Skating Rinks in other municipalities.
It has been determined that the minimum $1,000,000 insurance coverage that must be obtained by volunteers for each rink would cost between $500 and $1,250 each year. Conditions of insurance coverage may also require that each rink be fully fenced, have continuous adult supervision during authorized hours of operation and that hockey and pleasure skating will not be permitted at the same time.
49 Municipality of Clarington Report OPD-001-17 Page 3
2. Proposal
Details of responsibilities of volunteers and staff are set out in the policy. In summary specific responsibilities that volunteers must adhere to include: • participation in training, • completion of twice daily maintenance and inspection reports, • notification of hazards or emergencies • ensuring that the community has suitable and equitable access to the ice.
Staff responsibilities include: • the provision of training, • delivery and sign-out of equipment, • posting of signs for risk management, • completion of inspections on a weekly basis • providing assistance to the volunteers for reasonable requests.
3. Concurrence
Not applicable.
4. Conclusion
The attached Outdoor Skating Rink operating procedure should provide volunteers and staff with clear direction on the process for the approval and maintenance of this type of community based initiative. This should make it easier than in the past to establish an outdoor skating rink.
50 Municipality of Clarington Report OPD-001-17 Page 4
5. Strategic Plan Application
Recommendations of this report support the Strategic Plan initiative to promote resident engagement in our community.
Submitted by: Reviewed by: Frederick J. Horvath Curry Clifford Director of Operations Interim Chief Administrative Officer
Staff Contact: Stephen Brake, Manager of Operations, 905-263-2291 or [email protected]
Attachment 1: Operations Report OPD-009-16 - Outdoor Community Skating Rinks
Attachment 2: Outdoor Ice Skating Rinks – Operations Policy
51 Attachment 1 Report OPD-001-17
Operations 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: September 26, 2016
Report Number: OPD-009-16 Resolution:
File Number: By-law Number:
Report Subject: Outdoor Community Skating Rinks
Recommendations:
1. That Report OPD-009-16 be received for information; 2. That staff of the Operations Department be requested to formalize an outdoor community skating rink standard operating procedure prior to this winter that will outline the application and approval process for volunteers, staff responsibilities, volunteer responsibilities, equipment to be supplied by the municipality and guidelines affecting liability and usage; and 3. That staff include in the 2017 current budget submission an allocation of $1,500.00 for the set-up of one volunteer based community skating rink.
52
Municipality of Clarington Report OPD-009-16
Report Overview
Periodic requests are received by Council and staff each winter to provide outdoor community skating rinks. This report outlines the Operations Department current approach with respect to this level of service and what improvement options are recommended for the future.
1. Background
Outdoor skating has historically been a fun activity for individuals and families alike to participate in during the long winter months. Outdoor skating on natural ice, however, requires a safe location, a properly maintained surface and also remains very dependent on the presence of suitable weather patterns. Outdoor municipal skating rinks have not existed in Clarington for many years due to their high demand on staff resources, the wide availability of indoor ice across the municipality for public skating, the absence of a dedicated volunteer base to create outdoor rinks and also the inconsistency of below freezing winter temperatures. Although there has not been any approved outdoor skating rinks in Clarington in recent years, the existing Parks By-law presently does allow for their construction and operation by volunteers or community groups subject to specific terms and conditions.
Ice Types Outdoor skating can be accommodated on a number of different surfaces including natural ice, artificial ice or synthetic ice.
Natural ice is the simplest form which can be constructed in most open space areas that are reasonably level. Depending on the location selected, specific containment measures are generally necessary and may include the installation of perimeter boards or a berm, a plastic liner and/or the availability of a non-permeable surface. Other requirements that are considered necessary to construct a quality outdoor ice skating surface will include the availability of a water source, dedicated maintenance support, adequate lighting levels and ultimately a prolonged forecast of cold winter weather.
While natural ice is present during the winter months on many of the storm water management ponds that are now situated throughout Clarington, their use for skating is strictly prohibited due to various safety issues. These safety concerns include the overall depth of the ponds, the possibility of rapidly fluctuating water levels and the
53 Municipality of Clarington Report OPD-009-16 Page 3
tendency of the ponds to carry higher concentrations of chlorides that may weaken the overall strength of the ice.
Similar to indoor ice facilities, artificial ice can be created in an outdoor setting when a refrigeration plant is introduced to chill water to below the freeze point and to maintain its state regardless of any fluctuation in the outdoor temperatures to above zero Celsius. As might be expected, however, very significant costs are incurred with this type of ice installation that includes the construction, operation and maintenance of the refrigeration equipment and the associated staff time. For obvious reasons, outdoor artificial ice facilities are also best situated in a purpose built location where refrigeration plant equipment is available and proper services exist for maintenance that include a dedicated water source and ice resurfacing equipment.
Synthetic Ice is a relatively new technology whereby large plastic panels are installed on a flat stable surface. The self-lubricating interlocking panels can be fashioned into any shape or size and are designed to somewhat replicate the effects of natural or artificial ice although it’s reported that additional skating effort of approximately 15% is required due to the friction that is encountered with the polymer surface. Although synthetic ice is not susceptible to above zero temperatures it is not maintenance free as the panels require periodic spraying with a glide enhancer and may also require regular cleaning depending on the amount of exposure to dust and dirt. While synthetic ice can be used outdoors it appears that it is much better suited to a controlled indoor application. Some manufacturers recommend that when synthetic ice is not in use that it be covered with a heavy tarp for protection purposes.
Experience from Neighbouring Municipalities Many of the local municipalities within Durham Region and beyond have experienced similar logistical and staffing challenges to provide community outdoor ice skating facilities. With the exception of the City of Pickering and the Municipality of Port Hope, all other municipalities in our immediate area only offer programs that support volunteer based installations.
In the case of the City of Pickering, the municipality installs a 2800 square foot synthetic ice surface on one of their neighbourhood tennis courts each winter. The synthetic ice surface has only been received with limited success by the public and is not being maintained to the recommended standards which ultimately could affect the longevity and overall usefulness of the surface.
The Municipality of Port Hope presently constructs only one municipal natural ice surface for outdoor skating each winter that is heavily supported by a group of
54 Municipality of Clarington Report OPD-009-16 Page 4
volunteers. Municipal staff are responsible for performing maintenance during regular business hours while the community members provide all of the inspection and maintenance requirements that are necessary after hours.
The municipalities of Ajax and Oshawa currently have programs in place that allow for the set-up and operation of outdoor skating facilities by volunteers. In general, the applications are received from volunteers that have managed outdoor skating facilities for many years in those communities. For the future, the Town of Ajax has included infrastructure in a large commercial/residential development presently under construction at the intersection of Harwood Avenue and Bayly Street that will provide for a municipally operated outdoor artificial ice surface.
The Town of Whitby currently does not have any type of municipal or volunteer operated community outdoor skating programs in effect.
Options As outlined above, consistently below freezing temperatures are necessary for the development of natural ice for community skating rinks. Unfortunately, however, the weather in Durham Region during many recent winters has not been conducive to such initiatives. Based on historical background data Clarington received, on average, a total of twenty five minus ten degree days between the years 2000 to 2009. (It has also been reported in a future climate summary prepared by the Region of Durham that during the 2040 to 2049 time horizon, there will be zero days in Clarington when the air temperature will be less than minus ten degrees Celsius. Although the climate change as suggested in the 2040 study is still more than two decades away there is already evidence indicating that the general trend is towards higher temperatures, less snow and more rain during the winter months.)
The option of staff setting-up and maintaining an outdoor community skating rink with natural ice is not supported given these unpredictable weather patterns and the time, costs and efforts that would be incurred to provide this service.
A more attractive option could be for volunteers or community groups to manage this service under the general direction and assistance of municipal staff. Such an approach reflects the practices of other municipalities throughout the Greater Toronto Area. Volunteer support for this type of initiative would include the selection of an appropriate site, the provision of training on how to best construct and maintain a natural ice surface and also where necessary the supply of materials such as perimeter boards, a plastic liner, garden hoses, portable toilet(s), garbage cans, picnic tables, signs, shovels, inspection forms and the provision of a municipal water source or where appropriate a residential water rebate. It is estimated that the cost to provide the
55 Municipality of Clarington Report OPD-009-16 Page 5
necessary materials and staff time to assist with the set-up of each rink will be approximately $1,500 a year. These funds are presently unbudgeted in the Operations Department annual current budget. Trying this out in one location would permit us to learn what works and what doesn’t without creating significant staff time and operating costs.
Other alternatives as outlined in this report including a synthetic ice surface or the construction of an artificial outdoor ice skating facility require significant capital for the initial purchase, construction and start-up. The maintenance of these types of facilities also require a large commitment of staff time that is not available within the municipality’s existing compliment of resources. Consideration for these other types of installations is therefore not supported at this time.
2. Concurrence
Not applicable.
3. Conclusion
Outdoor Skating Rinks can be considered important pieces of infrastructure in the community where residents can gather to enjoy the outdoors and participate in an active lifestyle. As part of the service levels that are offered by Clarington, municipal staff should be available to promote and assist with the set-up of outdoor skating rinks when suitably requested by a group of volunteers.
Outdoor skating rinks are ideally situated in community parks with areas that are relatively level, have limited encumbrances, provide adequate lighting, suitable access for emergency vehicles, parking for vehicles, internal pathways and access to a water source either from on-site municipal infrastructure or the home of an abutting volunteer.
(One example of this type of location would be the existing basketball court in Guildwood Park in Bowmanville. At the time of development the basketball court was recessed into the ground and specifically designed with the necessary infrastructure for the purpose of being flooded during the winter months to create an outdoor skating rink. Other community parks in Clarington that may also allow the easier formation of outdoor skating rinks include Brookhouse Parkette in Newcastle, Pearce Farm Park in the Port of Newcastle and Roswell Park in Courtice. Although it may be known that the circular courtyard area in Rotary Park in Bowmanville may have similar design features it is not considered an ideal location due to its relatively small size, limited availability of adjacent
56 Municipality of Clarington Report OPD-009-16 Page 6
volunteers and the presence of on-site hazards being the stone columns for the clock tower and the park lighting poles.)
In an effort, therefore, to provide clear direction on this initiative staff should be requested to develop a standard operating procedure that will outline the complete application and approval process. Matters will be clearly addressed for such partnerships including operational responsibilities specific to both volunteers and staff, equipment supplied by the municipality and any safety, inspection, liability and usage guidelines.
4. Strategic Plan Application
Recommendations of this report support the Strategic Plan initiative to promote resident engagement in our community.
Submitted by: Reviewed by: Frederick J. Horvath Curry Clifford, MPA, CMO Director of Operations Interim CAO
Staff Contact: Stephen Brake, Manager of Operations, 905-263-2291 or [email protected]
57 Attachment 2 Report OPD-001-17 Operations Policy
POLICY TITLE: Outdoor Ice Skating Rinks POLICY TYPE: Administrative POLICY #: ADM- EFFECTIVE DATE: February 6, 2017 REVISED: APPLICABLE TO: All Employees
Purpose:
To establish the process for the approval and maintenance of volunteer based outdoor ice skating rinks.
Policy:
Outdoor ice skating rinks provide an important community element where local residents and families can enjoy the outdoors and also participate in an active lifestyle. Outdoor Ice Skating Rinks approved by the municipality will be situated in community parks on relatively level ground that have suitable access, limited encumbrances, and adequate ambient lighting levels and are also located adjacent to a municipal water source or the home of a volunteer where water can be obtained.
Procedure:
Application and Approval Process
1. Interested parties must contact the municipality in writing by September 30th of each year and be signed by a minimum of 4 adult volunteers. The request should also be accompanied by proof that a neighbourhood consultation process (i.e. resident petition) has been completed demonstrating local support for the ice rink installation. 2. The requested location and size of the ice rink must be approved by municipal staff. Preferred locations must be on generally flat lands, be accessible, have adequate ambient lighting levels and be adjacent to a suitable water source. Ice rinks will be limited to prevent excessive installations in any given area, shall be at least 20 metres offset from adjacent private property and be a minimum size of 25ft x 50ft (7.6m x 15.2m) to a maximum size of 50ft x 100ft (15.2m x 30.5m). Requests for rinks on areas of natural ice formation such as ponds are not acceptable. 3. Once the location has been approved, volunteers must agree to abide by all conditions of this policy, complete an application form (Attachment 1), sign a hold harmless/indemnification agreement and provide proof of insurance
58 Operations Policy
coverage in the amount of $1,000,000 naming the municipality as an additional insured. All conditions of insurance coverage as specified in the policy must be complied with at all times. It should be noted that the municipality reserves the right to shut down any ice rink at any time for justified reasons.
Volunteer Responsibilities
1. All volunteers must participate in training by Clarington Parks staff to acknowledge their roles and responsibilities prior to the set-up and operation of an outdoor rink. Training topics will cover such aspects as preparing the outdoor rink, proper use of equipment, maintenance and flooding techniques, required daily inspection procedures, managing risk and health and safety procedures, instruction on how to effectively manage competing or conflicting uses and volunteer safety. 2. Volunteers will be required to install and maintain equipment such as perimeter rink boards, picnic tables, garbage cans and/or any other infrastructure supplied by the municipality. 3. Volunteers are expected to provide daily maintenance activities. These duties will include snow shovelling or ice scraping, flooding of the ice surface, providing litter pick-up, etc. 4. Volunteers are required to complete a daily inspection log (Attachment 2) by 9:00 a.m. each morning and 3:00 p.m. each afternoon and then submit them to the Operations Department before noon every Friday. Any maintenance or safety concerns that are observed by volunteers during their inspection should be immediately reported to the municipality. 5. Ensure that all members of the community are given equitable access to the ice rink. 6. Volunteers are required to immediately report any serious issues, accidents or medical emergencies that they have personally observed or have been made aware of. 7. Ensure that the minimum number of volunteers (4) is provided continuously throughout the winter season to ensure that the ice rink is properly maintained. 8. At the end of each winter season volunteers are responsible for the return of all equipment loaned to them by the municipality. 9. Submit a letter requesting compensation, to a maximum of $50, if a private water source was used for rink maintenance.
Page 2 of 7 59 Operations Policy
Municipal Responsibilities
1. Provide suitable training for volunteers with information on how to effectively build and maintain outdoor natural ice surfaces, how to complete the daily inspection logs, properly manage risk, health and safety procedures, etc. 2. Deliver and sign-out any necessary equipment that may include perimeter rink boards, tarps, picnic tables, shovels, hoses, spray nozzles, garbage cans, etc. 3. Post signs at the ice rink to address risk management (Attachment 3). 4. Complete a thorough review of the ice rink installation every Friday before 12:00 p.m. and document the findings on an inspection log. Discuss and/or resolve any observed issues or concerns with the volunteers. 5. Assist volunteers during normal business hours (Monday to Friday) with reasonable levels of advice and assistance. Respond to or appropriately direct emergency situations to the proper authorities. 6. Follow-up on concerns respecting the improper use of the ice rink or during prohibited hours in accordance with the Park by-law. 7. Process compensation claims for private water use.
Page 3 of 7 60 Operations Policy
ATTACHMENT 1 Outdoor Ice Skating Rinks Application Form
Location of Rink: ______
Main Contact Person: ______
Address: ______
Phone: Home______
Business/Cellular______
E-Mail______
Date: ______
Signature: ______
Volunteers:
Name Address Phone Signature
Page 4 of 7 61 Operations Policy
ATTACHMENT 1 (Continued)
Inspection Findings:
Neighbourhood Consultation Process Complete Flat Location Minimum Private Property Offset (20 meters) Minimum Size Requirement (7.6 meters x 15.2 meters) Limited Encumbrances Visibility Accessible Adequate Ambient Lighting Levels Water Source (Municipal/Private)
Private Water Source Address: ______
Signature of Resident: ______
Approval Requirements:
Insurance Certificate Additional Insurance Requirements Satisfied Hold Harmless Agreement
Training:
Building the Rink Supply and Proper Use of Equipment Maintenance and Flooding Techniques Daily Inspection Process Managing Risk Health & Safety Managing Competing & Conflicting Uses Volunteer Safety
Date Approved: ______
Approved for Operation: ______Clarington Operations Representative
Page 5 of 7 62 Operations Policy
ATTACHMENT 2
Outdoor Ice Skating Rink Daily Inspection Form
Date/Time: ______Volunteer Name: ______
Location: ______Signature: ______
ACCEPTABLE NATURE OF DEFECT ITEM CONDITION Perimeter Boards (if applicable)
Ice Surface Condition
Picnic Tables
Lighting (if applicable)
Garbage Cans/Litter
Signage
Walkways
Parking
Broken Glass
Emergency Access
Pole Padding
Fencing
Other
NOTES:
1) A morning and afternoon daily inspection sheet must be completed and forwarded to Bob Genosko by e-mail at [email protected] or by fax at 905-263-4433. 2) Ice Skating Rink defects shall be reported immediately. Please contact the Municipality of Clarington by e-mail at [email protected] or by telephone at 905-260-0746. Page 6 of 7 63 Operations Policy
ATTACHMENT 3
Outdoor Ice Skating Rink Signage
OUTDOOR ICE SKATING RINK
RULES AND REGULATIONS
• Inspect ice surface prior to use • Children should be supervised at all times • Helmets and other safety equipment is strongly recommended • Alcohol is prohibited • Be considerate of others • Hours of operation 7:00 a.m. to 9:00 p.m.
To report dangerous conditions or any damaged equipment please call:
Monday to Friday 8:00 a.m. to 3:30 p.m. 905-263-2291
After hours and weekends 905-260-0746
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