Final
General Government Committee Agenda Date: April 16, 2018 Time: 9:30 AM Place: Council Chambers, 2nd Floor Municipal Administrative Centre 40 Temperance Street Bowmanville, Ontario
Inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Samantha Gray, Committee Coordinator, at 905-623-3379, ext. 2106 or by email at sgray@clarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Audio Record: The Municipality of Clarington makes an audio record of General Government Committee meetings. If you make a delegation or presentation at a General Government Committee meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality’s website. Noon Recess: Please be advised that, as per the Municipality of Clarington’s Procedural By-law, this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by the Committee. Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or placed on non-audible mode during the meeting. Copies of Reports are available at www.clarington.net General Government Committee Agenda Date: April 16, 2018 Time: 9:30 AM Place: Council Chambers 1 Call to Order 2 New Business – Introduction
Members of Committee are encouraged to provide the Clerk’s Department, in advance of the meeting, a copy of any motion the Member is intending to introduce, (preferably electronic) such that staff could have sufficient time to share the motion with all Members prior to the meeting. 3 Adopt the Agenda 4 Declaration of Interest 5 Announcements 6 Adoption of Minutes of Previous Meeting
6.1 March 26 Minutes of a Regular Meeting of March 26, 2018 Page 6 Minutes
7 Delegations
7.1 Sheila Hall, Executive Director, Clarington Board of Trade, Regarding an Economic Development Update
7.2 Chuck Macdonald, Regarding Report EGD-010-18, Cottages on the West Beach of Port Darlington - Lease Extensions
7.3 Suzanne Plumpton, Regarding Report EGD-010-18, Cottages on the West Beach of Port Darlington - Lease Extensions
7.4 Tyrone Bilinski, Regarding Services in the Area of Leskard Road, North of Concession 7 near Orono
Page 2 General Government Committee Agenda Date: April 16, 2018 Time: 9:30 AM Place: Council Chambers
8 Communications - Receive for Information
8.1 CLOCA Minutes of the Central Lake Ontario Conservation Authority Page 19 Minutes dated March 20, 2018
8.2 Newcastle Minutes of the Newcastle Business Improvement Authority Page 33 BIA Minutes dated January 9, 2018, February 8, 2018 and March 8, 2018
8.3 Tyrone Minutes of the Tyrone Community Hall Board dated Page 43 Minutes February 21, 2018 and March 21, 2018
8.4 Bowmanville Minutes of the Bowmanville Business Improvement Authority Page 46 BIA Minutes dated March 13, 2018
8.5 Newcastle Minutes of the Newcastle Community Hall Board dated Page 49 Hall Minutes February 20, 2018
9 Communications – Direction
9.1 Suzanne Suzanne Barnes, Regarding Train Whistle Cessation in Page 53 Barnes Clarington
(Motion to Refer Correspondence to the Director Engineering)
9.2 David Reesor David Reesor, Regarding Train Whistle Cessation in Page 54 Clarington
(Motion to Refer Correspondence to the Director Engineering)
9.3 Town of Ajax Alexander Harras, Manager of Legislative Services/Deputy Page 55 Clerk, Town of Ajax, Regarding Ajax Casino
(Motion for Direction)
Page 3 General Government Committee Agenda Date: April 16, 2018 Time: 9:30 AM Place: Council Chambers
10 Presentations
10.1 Michael Angemeer, President and CEO Veridian, Brent Jackson, Grant Thornton and Ron Clark – Aird Berlis – Regarding Potential Veridian and Whitby Hydro Merger
10.2 Colleen Ryan, Senior Associate, Sussex Strategy Group and Chris Benedetti, Sussex Strategy Group – Regarding Potential Veridian and Whitby Hydro Merger 11 Engineering Services Department
11.1 EGD-010-18 Cottages on the West Beach of Port Darlington - Lease Page 58 Extensions
12 Operations Department
No Reports 13 Emergency and Fire Services Department
No Reports 14 Community Services Department
No Reports 15 Municipal Clerk’s Department
15.1 CLD-012-18 Senior of the Year Nominations [To be distributed with the Final Agenda Update]
16 Corporate Services Department
No Reports
Page 4 General Government Committee Agenda Date: April 16, 2018 Time: 9:30 AM Place: Council Chambers
17 Finance Department
17.1 FND-004-18 Financial Update as at December 31, 2017 Page 90
17.2 FND-005-18 Annual Leasing Report - 2017 Page 106
17.3 FND-006-18 Annual Commodity Hedging - 2017 Page 109
17.4 FND-007-18 Ontario's Main Street Revitalization Initiative Page 115
18 Solicitor’s Department
No Reports 19 Chief Administrative Office
No Reports 20 New Business – Consideration 21 Unfinished Business
No Reports 22 Confidential Reports
22.1 CAO-004-18 Potential Property Acquisition
22.2 Verbal CAO Potential Property Acquisition Report
23 Adjournment
Page 5 General Government Committee Minutes March 26, 2018
If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131.
Minutes of a meeting of the General Government Committee held on Monday, March 26, 2018 at 9:30 AM in the Council Chambers.
Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper, Councillor J. Neal, Councillor W. Partner, and Councillor C.Traill left the meeting at 12:45 PM
Regrets: Councillor W. Woo
Staff Present: A. Allison, R. Albright, G. Acorn, S. Brake, A. Greentree, M. Marano, R. Maciver, N. Taylor, G. Weir, J. Gallagher, S. Gray 1 Call to Order
Mayor Foster called the meeting to order at 9:30 AM.
Mayor Foster reflected on Durham Regional Chairman Roger Anderson’s time served and expressed condolences on behalf of the Municipality of Clarington. A moment of silence was observed in memory of Durham Regional Chairman Roger Anderson. 2 New Business – Introduction
There were no new business items added to the Agenda. 3 Adopt the Agenda
Resolution #GG-157-18
Moved by Councillor Partner, seconded by Councillor Traill
That the Agenda for the General Government Committee meeting of March 26, 2018 be adopted as presented. Carried 4 Declaration of Interest
There were no declarations of interest stated at this meeting. 5 Announcements
Members of Committee announced upcoming community events and matters of community interest.
- 1 - 6 General Government Committee Minutes March 26, 2018 6 Adoption of Minutes of Previous Meeting
Resolution #GG-158-18
Moved by Councillor Hooper, seconded by Councillor Cooke
That the minutes of the regular meeting of the General Government Committee meeting held on March 5, 2018, be approved. Carried 7 Delegations
7.1 Chris Darling, Central Lake Ontario Conservation Authority, Regarding CLOCA 2017 Year in Review
Chris Darling, Central Lake Ontario Conservation Authority (CLOCA), was present regarding the CLOCA 2017 Year in Review. He made a verbal presentation to accompany an electronic presentation. Mr. Darling provided background information on the Conservation Authorities of Ontario and reviewed their jurisdiction. He highlighted the core programs for CLOCA. He continued by providing details on watershed science, watershed management, and community outreach and engagement. Mr. Darling referred to a map of the conservation areas in the Region of Durham and noted that they have seen an increase in visitors. He concluded by highlighting their community outreach and provided details of events and programs CLOCA is involved in. Mr. Darling thanked the Committee and advised he was available to answer questions.
7.2 Topher Papps, President, Fetch & Co. Inc., Regarding Establishing a Non- Profit Canine Memorial & Inurnment Space
Topher Papps, President, Fetch & Co. Inc., was present regarding a request to establish a Non-Profit Canine Memorial & Inurnment Space within the Municipality of Clarington. Mr. Papps explained that the proposed space would include: park-like features, memorials and tributes, and niche walls. He stated that there would be no in- ground burials within the proposed space. Mr. Papps mentioned that currently there are limited inurnment options for cremated canine remains across the province. He stated that a better solution is needed to service the communities growing human and canine populations. Mr. Papps explained that the land for this proposed space would be leased, at a nominal cost, from the Municipality of Clarington on a renewable term. He stated that the funding for the project would be raised through inurnment fees, crowd funding, fundraising events, grants, donations and the sale of memorial plaques. Mr. Papps explained that a portion of the proceeds will be placed in a trust fund, to ensure sufficient funding for operating and maintenance costs exist in perpetuity. He stated that landscaping design services have been offered for the project free of charge, and have been in contact with niche wall maintenance. Mr. Papps concluded by mentioning that he and his partner will commit to running the foundation for a minimum of ten years
- 2 - 7 General Government Committee Minutes March 26, 2018
and that, at no time, will the municipality of Clarington be responsible for operating or maintaining the space.
Suspend the Rules
Resolution #GG-159-18
Moved by Councillor Partner, seconded by Councillor Traill
That the Rules of Procedure be suspended to allow Members of Committee to speak to the delegation of Topher Papps, President, Fetch & Co. Inc., regarding Establishing a Non-Profit Canine Memorial & Inurnment Space, a second time. Carried
Resolution #GG-160-18
Moved by Councillor Traill, seconded by Councillor Hooper
That the Delegation of Topher Papps, President, Fetch & Co. Inc., Regarding Establishing a Non-Profit Canine Memorial & Inurnment Space, be referred to staff for further comment prior to the summer break. Motion Lost
Resolution #GG-161-18
Moved by Councillor Traill, seconded by Councillor Cooke
That the delegation of Topher Papps, President, Fetch & Co. Inc., regarding Establishing a Non-Profit Canine Memorial & Inurnment Space, be received with thanks. Carried
Resolution #GG-162-18
Moved by Councillor Hooper, seconded by Councillor Cooke
That the delegation of Chris Darling, Central Lake Ontario Conservation Authority, Regarding CLOCA 2017 Year in Review, be received with thanks. Carried
- 3 - 8 General Government Committee Minutes March 26, 2018 8 Communications - Receive for Information
8.1 Minutes of the Orono Business Improvement Area dated November 15, 2018
Resolution #GG-163-18
Moved by Councillor Partner, seconded by Councillor Traill
That the Communication Item 8.1 be received for information. Carried 9 Communications – Direction
9.1 Robert Auger, Clerk, Town of Essex, Regarding User pay Childcare Services at AMO and FCM Conferences
Resolution #GG-164-18
Moved by Councillor Traill, seconded by Councillor Cooke
That the following Town of Essex resolution, regarding the user pay childcare services at AMO and FCM Conferences, be endorsed by the Municipality of Clarington:
That the Association of Municipalities of Ontario (AMO) and the Federation of Canadian Municipalities (FCM) be requested to offer user pay childcare at conferences during conference hours. Carried
9.2 Topher Papps, President, Fetch & Co. Inc., Regarding Establishing a Non- Profit Canine Memorial & Inurnment Space
Resolution #GG-165-18
Moved by Councillor Cooke, seconded by Councillor Traill
That Communication Items 9.2, be received for information. Carried
9.3 Ken and Shelly Rivers, Regarding Train Whistle Cessation in Clarington
Resolution #GG-166-18
Moved by Councillor Hooper, seconded by Councillor Partner
That Correspondence Item 9.3, be referred to the Director of Engineering. Carried
- 4 - 9 General Government Committee Minutes March 26, 2018 10 Presentations
No Presentations
Recess
Resolution #GG-167-18
Moved by Councillor Partner, seconded by Councillor Hooper
That the Committee recess for 10 minutes. Carried
The meeting reconvened at 10:41 AM with Councillor Partner in the Chair. 11 Engineering Services Department
No Reports for this section of the Agenda.
Councillor Partner chaired this portion of the meeting. 12 Operations Department
12.1 OPD-004-18 Pitch In Week and 2018 Waste Events
Resolution #GG-168-18
Moved by Councillor Hooper, seconded by Councillor Traill
That Report OPD-004-18 be received for information. Carried
12.2 OPD-005-18 2017 Winter Budget Report
Resolution #GG-169-18
Moved by Councillor Hooper, seconded by Councillor Neal
That Report OPD-005-18 be received for information. Carried
- 5 - 10 General Government Committee Minutes March 26, 2018
Councillor Cooke chaired this portion of the meeting. 13 Emergency and Fire Services Department
13.1 ESD-003-18 Emergency Services Activity Report – Q4 2017
Resolution #GG-170-18
Moved by Mayor Foster, seconded by Councillor Hooper
That Report ESD-003-18 be received for information. Carried
Councillor Hooper chaired this portion of the meeting. 14 Community Services Department
14.1 CSD-003-18 Recreation Facility Concession Operations Review
Resolution #GG-171-18
Moved by Councillor Partner, seconded by Mayor Foster
That Report CSD-003-18 be received;
That the Community Services Department be authorized to cease the municipal operation of the concessions at Garnet B. Rickard Recreation Complex, South Courtice Arena and Darlington Sports Centre by May 31, 2018; and
That Staff be authorized to issue a Request for Proposal for the concession operations of these three arena facilities for the start of the 2018/19 ice season in September. Carried
14.2 CSD-004-18 2017 Year End Review
Resolution #GG-172-18
Moved by Councillor Cooke, seconded by Mayor Foster
That Report CSD-004-18 be received for information. Carried
- 6 - 11 General Government Committee Minutes March 26, 2018
Suspend the Rules
Resolution #GG-173-18
Moved by Councillor Traill, seconded by Mayor Foster
That the Rules of Procedure be suspended to extend the meeting until 12:30 PM. Carried
Councillor Traill chaired this portion of the meeting. 15 Municipal Clerk’s Department
15.1 CLD-008-18 “Use of Corporate Resources for Election Purposes" Policy
Resolution #GG-174-18
Moved by Councillor Cooke, seconded by Councillor Hooper
That Report CLD-008-18 be received;
That the By-law attached to Report CLD-008-18, as Attachment 1, adopting an updated "Use of Corporate Resources for Election Purposes" Policy F110, be approved;
That Policy F5 (Attachment 2 to Report CLD-008-18) be deleted, as section d) pertaining to facility use is covered in the proposed consolidated Policy F110, and the remaining sections have been incorporated into Policy E1 (staff) Code of Ethics;
That Schedule A to By-law 2017-020, enacting the Council Code of Conduct, be amended to update the reference to Policy F5 - Political Activities to Policy F110; and
That all interested parties listed in Report CLD-008-18 and any delegations be advised of Council's decision. Carried as Amended Later in the Meeting (See following motions)
- 7 - 12 General Government Committee Minutes March 26, 2018
Resolution #GG-175-18
Moved by Councillor Neal, seconded by Councillor Cooke
That the foregoing Resolution #GG-174-18 be amended by adding the following:
That Policy F110 be amended include “any person seeking a nomination for a party”. Carried
Resolution #GG-176-18
Moved by Mayor Foster, seconded by Councillor Partner
That the foregoing Resolution #GG-174-17 be amended by deleting Section 2b and 2e from Policy F5. Motion withdrawn
Suspend the Rules
Resolution #GG-177-18
Moved by Mayor Foster, seconded by Councillor Hooper
That the Rules of Procedure be suspended to extend for an additional fifteen minutes to 12:45 PM. Carried
Suspend the Rules
Resolution #GG-178-18
Moved by Councillor Hooper, seconded by Councillor Cooke
That the Rules of Procedure be suspended to allow Members of Committee to speak to the foregoing Resolution #GG-174-18 a second time. Carried
Resolution #GG-179-18
Moved by Mayor Foster, seconded by Councillor Partner
That Report CLD-008-18 be referred to the General Government Committee meeting of April 16, 2018; and
That Policy F110 be revised to align with the Region of Durham policy. Motion withdrawn
- 8 - 13 General Government Committee Minutes March 26, 2018
The foregoing Resolution #GG-174-18 was then put to a vote and carried as amended.
15.2 CLD-011-18 Appointments to the Active Transportation and Safe Roads Advisory Committee
Resolution #GG-180-18
Moved by Mayor Foster, seconded by Councillor Hooper
That Report CLD-011-18 be received;
That the following citizen representatives be appointed for a term ending December 31, 2020 or until a successor is appointed, to the Active Transportation and Safe Roads Advisory Committee for the Municipality of Clarington: • Angela Bramley • Arnold Mostert • Bart Kreps • Frank Barter • James Boate • Jaroslav Petryshyn • Jeanne Winters • Melissa Claxton-Oldfield • Richard Claxton-Oldfield • Rick Stockman That all interested parties listed in Report CLD-011-18 and any delegations be advised of Council's decision. Carried
Suspend the Rules
Resolution #GG-181-17
Moved by Councillor Partner, seconded by Councillor Hooper
That the Rules of Procedure be suspended to extend the meeting until 1:15 PM. Motion Lost
Recess
The Committee recessed for their one hour scheduled break as per the Procedural By-law.
The meeting reconvened at 1:46 PM with Mayor Foster in the Chair.
- 9 - 14 General Government Committee Minutes March 26, 2018 16 Corporate Services Department
16.1 COD-008-18 Supply and Delivery of Bulk Gas and Diesel Fuels (Co- operative Tender)
Resolution #GG-182-18
Moved by Councillor Hooper, seconded by Councillor Neal
That Report COD-008-18 be received;
That Canada Clean Fuels be awarded a contract with the estimated annual amount of $135,098.61 (net HST rebate) for each of the second and third year of an initial 3 year contract for the supply and delivery of bulk gas and diesel fuels as per terms, conditions and specifications of Tender T-257-17;
That the funding required annually in the amount be drawn from the respective operating account;
That pending satisfactory performance the Purchasing Manager be given the authority to extend the contract for this service for up to two additional one year terms;
That all interested parties listed in Report COD-008-18 and any delegations be advised of Council's decision regarding the award by the Corporate Services Department. Carried
16.2 COD-009-18 Farewell Creek Trail – Phase I and Erosion Protection Works
Resolution #GG-183-18
Moved by Councillor Neal, seconded by Councillor Cooke
That Report COD-009-18 be received;
That ORIN Contractors Corp. with a total bid amount of $478,037.74 (net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2018-3 be awarded the contract for the completion of the Farewell Creek Trail Phase I project as per terms, conditions and specifications of tender documents.
That the total funds required for this project in the amount of $611,320.33 (net of HST) which includes construction cost of $478,037.74 and other related costs such as consulting, material testing and contingency of $133,282.59 is in the budget allocation as provided and will be from the following accounts:
Farewell Creek Trail – Phase I (2017) 110-32-325-83288-7401 $500,000.00
Various Erosion Protection Works (2018) 110-32-340-83437-7401 $111,320.33
- 10 - 15 General Government Committee Minutes March 26, 2018
That all interested parties listed in Report COD-009-18 and any delegations be advised of Council's decision regarding the award by the Corporate Services Department. Carried
16.3 COD-010-18 Driveway Tie-ins Work
Resolution #GG-184-18
Moved by Councillor Neal, seconded by Councillor Partner
That Report COD-010-18 be received;
That Appco Paving Ltd., with an annual bid in the amount of $54,492.48 (net of HST), being the low, compliant bidder meeting all terms, conditions and specifications of CL2018-5 for Driveway Tie-Ins Work be awarded the contract for an initial three year term, as required by the Operations Department;
That pending satisfactory performance the Purchasing Manager be given the authority to extend the contract for this service for up to two additional one year terms;
That funds required for this project in the amount of $57,492.48 (net of HST) which includes construction cost of $54,492.48 (net of HST) and other related costs such as consulting required for preparation of tender specifications, inspection and contingency of $3,000.00 (net of HST) be drawn from the following account:
Pavement Resurface Contract 100-36-381-10250-7163 $57,492.48
That all interested parties listed in Report COD-010-18 and any delegations be advised of Council's decision by the Corporate Services Department. Carried 17 Finance Department
17.1 FND-002-18 2017 Building Permit Fees Annual Report
Resolution #GG-185-18
Moved by Councillor Hooper, seconded by Councillor Cooke
That Report FND-002-18 be received for information. Carried
- 11 - 16 General Government Committee Minutes March 26, 2018
17.2 FND-003-18 Mayor and Council Remuneration and Expenses For 2017
Resolution #GG-186-18
Moved by Councillor Partner, seconded by Councillor Cooke
That Report FND-003-18 be received for information. Carried 18 Solicitor’s Department
No Reports for this section of the Agenda. 19 Chief Administrative Office
No Reports for this section of the Agenda.
Closed Session
Resolution #GG-187-18
Moved by Councillor Partner, seconded by Councillor Hooper
That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing a matter that deals with personal matters about an identifiable individual, including municipal or local board employees. Carried
Rise and Report
The meeting resumed in open session at 2:50 PM with Mayor Foster in the Chair.
Mayor Foster advised that one item was discussed in “closed” session in accordance with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. 20 New Business – Consideration
Suspend the Rules
Resolution #GG-188-18
Moved by Councillor Neal, seconded by Councillor Cooke
That the Rules of Procedure be suspended to introduce new business item, Fire Inspections. Carried
- 12 - 17 General Government Committee Minutes March 26, 2018
Resolution #GG-189-18
Moved by Councillor Neal, seconded by Councillor Cooke
That staff report back on what powers currently exist to institute mandatory random fire inspections; and
That staff petition the Province to provide municipalities the power to do so if necessary. Carried Later in the Meeting
Suspend the Rules
Resolution #GG-190-18
Moved by Councillor Partner, seconded by Councillor Neal
That the Rules of Procedure be suspended to allow Members of Committee to speak to the foregoing Resolution #GG-189-18 a second time. Carried
The foregoing Resolution #GG-189-17 was then put to a vote and carried. 21 Unfinished Business 22 Confidential Reports
There were no items considered under this section of the Agenda. 23 Adjournment
Resolution #GG-191-18
Moved by Councillor Neal, seconded by Councillor Partner
That the meeting adjourn at 3:01 PM. Carried
______
Mayor Deputy Clerk
- 13 - 18 CENTRAL LAKE ONTARIO CONSERVATION AUTHORITY M I N U T E S N O. 2 AUTHORITY MEETING Tuesday, March 20, 2018 - 5:00 P.M.
MEETING LOCATION: 100 WHITING AVENUE, OSHAWA AUTHORITY’S ADMINISTRATIVE OFFICE, BOARDROOM
Present: Don Mitchell, Chair Bob Chapman, Vice Chair John Aker Shaun Collier Joe Drumm Adrian Foster Derrick Gleed Ron Hooper Joe Neal David Pickles Nester Pidwerbecki Tom Rowett Elizabeth Roy
C. Darling, Chief Administrative Officer B. Boardman, Administrative Assistant/Recording Secretary H. Brooks, Director, Watershed Planning & Natural Heritage E. Cameron, Infrastructure Planner/Enforcement Officer R. Catulli, Director, Corporate Services A. Cunning, Accounting Assistant G. Geissberger, Marketing & Communications Coordinator P. Lowe, Director, Community Engagement P. Sisson, Director, Engineering & Field Operations R. Wilmot, GIS Systems Supervisor
Excused: John Neal Gerri Lynn O’Connor
The Chair called the meeting to order at 5:00 p.m.
DECLARATIONS of interest by members on any matters herein contained - NONE
ADOPTION OF MINUTES Res. #23 Moved by B. Chapman Seconded by A. Foster
THAT the Authority minutes of January 16, 2018 be adopted as circulated. CARRIED
R. Hooper arrived at 5:01 p.m.
Cont’d 19 AUTHORITY MEETING MINUTES NO. 2 – MARCH 20, 2018 – Page 2
CORRESPONDENCE (1) Correspondence from Durham Catholic District School Board (Agenda pg. 1) Re: Thank you to Community Partners
(2) Correspondence from Conservation Ontario, Kim Gavine (Agenda pg. 2) Re: Gilmor Case
(3) Correspondence from Conservation Ontario, Kristin Bristow (Agenda pg. 3) Re: Conservation Ontario’s Queens Park Day 2018 – Event Information and RSVP Request
Res. #24 Moved by J. Drumm Seconded by N. Pidwerbecki
THAT the above correspondence be received for information. CARRIED S. Collier arrived at 5:02pm
PRESENTATIONS – None
DEVELOPMENT REVIEW & REGULATION (1) Staff Report #5564-18 (Agenda pg. 5) Re: Permits Issued for Development, Interference with Wetlands and Alteration to Shorelines and Watercourses - January 1 to February 28, 2018
Res. #25 Moved by E. Roy Seconded by T. Rowett
THAT Staff Report #5564-18 be received for information. CARRIED
(2) Staff Report #5566-18 (Agenda pg. 7) Re: Use of Save Harmless Agreements in CLOCA Permit Approvals
Joe Neal requested that Staff investigate if Save Harmless Agreements, registered on the title of a property, are binding on future owners of a property. Staff to report back.
Res. #26 Moved by E. Roy Seconded by T. Rowett
THAT Staff Report #5566-18 be received for information. CARRIED
Cont’d 20 AUTHORITY MEETING MINUTES NO. 2 – MARCH 20, 2018 – Page 3
DIRECTOR, WATERSHED PLANNING & NATURAL HERITAGE (1) Staff Report #5567-18 (Agenda pg. 13) Re: Watershed Planning in Ontario Guidance for Land-Use Planning Authorities – February 2018 Draft
Res. #27 Moved by N. Pidwerbecki Seconded by D. Gleed
THAT Staff Report #5565-18 be received; THAT the Authority endorse CLOCA’s comments as contained in Attachment 1 to this report and that they be submitted in response to the EBR consultation; and THAT a copy of CLOCA’s comments be forwarded to the Region of Durham and local municipalities. CARRIED
(2) Staff Report #5570-18 (Agenda pg. 22) Re: Storoshchuk Restoration Project – Enniskillen Conservation Area – Award of Bid
Res. #28 Moved by N. Pidwerbecki Seconded by D. Gleed
THAT Staff Report #5570-18 be received, and THAT the Board of Directors accept the proposal bid from Boyle Excavating, and direct staff to proceed with entering into an agreement with the bidder. CARRIED
DIRECTOR, CORPORATE SERVICES (1) Staff Report # 5568-18 (Agenda pg. 32) Re: Solar Application at CLOCA Office
Res. #29 Moved by D. Pickles Seconded by R. Hooper
THAT Staff Report #5568-18 be received for information; and, THAT the net revenue of $8,581.93 from generation be returned to the reserve for working capital CARRIED
(2) Staff Report # 5569-18 (Agenda pg. 35) (H-1 to H-10) Re: Open Data Portal
Res. #30 Moved by D. Pickles Seconded by R. Hooper
THAT Staff Report #5569-18 be received for information. CARRIED
Cont’d 21 AUTHORITY MEETING MINUTES NO. 2 – MARCH 20, 2018 – Page 4
CHIEF ADMINISTRATIVE OFFICER (1) Staff Report #5565-18 (Agenda pg. 36) Re: Summary of December 11, 2017 Conservation Ontario Council Meeting
Res. #31 Moved by B. Chapman Seconded by D. Pickles
THAT Staff Report #5565-18 be received for information. CARRIED
NEW AND UNFINISHED BUSINESS (1) Status of Unfinished Business (Agenda pg. 38)
Res. #32 Moved by E. Roy Seconded by S. Collier
THAT items 1 & 2 be removed from the Unfinished Business list. CARRIED
J. Aker noted that the CLOCA Administration Office grounds are in need of upkeep and improved signage. He requested that Staff look at landscape improvements for Spring.
ADJOURNMENT
Res. #33 Moved by T. Rowett Seconded by B. Chapman
THAT the meeting adjourn. CARRIED
The meeting adjourned at 5:42 p.m.
22 H-1
CLOCA OPEN DATA PORTAL
PRESENTATION TO CLOCA BOARD MEMBERS
23
Healthy watersheds for today and tomorrow GOAL AND OBJECTIVES H-2
24
Healthy watersheds for today and tomorrow WHO BENEFITS? H-3
Local industry, Residents, Academics, Organizations and Community Groups
• Improved information access and service delivery • Improved customer experience for residents and businesses • New opportunities for dialogue • Fostering innovated opportunities for growth • Improve the flow of information within and between organizations and the Authority
25
Healthy watersheds for today and tomorrow DATA DISCOVERY H-4
26
Healthy watersheds for today and tomorrow MONITORING DATA REQUEST H-5
27
Healthy watersheds for today and tomorrow APPLICATIONS H-6
28
Healthy watersheds for today and tomorrow COLLABORATION H-7
29
Healthy watersheds for today and tomorrow ENSURING AND MONITORING SUCCESS H-8
Evaluating the success of the implementation
• Monitoring and review analytics
• Engage stakeholders
• Feedback mechanisms
• Engaging re-users
30
Healthy watersheds for today and tomorrow NEXT STEPS H-9
• Continue to work with staff to make more datasets available • Conduct regular data assessments – Accuracy, up-to-date, anonymized, reliable • Metadata Creation for all data layers to be released • Progress Monitoring – Google analytics • Community Feedback • Open Data Marketing Initiative – Bring awareness to the portal • Data maintenance
31
Healthy watersheds for today and tomorrow H-10 THANK YOU
• http://open-data.cloca.com
32
Healthy watersheds for today and tomorrow Newcastle Downtown Business Improvement Association 2018 Annual General Meeting January 9, 2018 6:00pm at Walsh’s Snug.
In attendance: Sheila Hall (CBOT), Greg & Marni Lewis (State Farm Insurance), Theresa Vanhaverbeke (Syvan Developments Limited), Masood & Helen Vatandoust (Keller Williams), Debbie Miller (Newcastle Home Décor), Councillor Willie Woo, Councillor Wendy Partner, Jane Black (Chamber of Commerce), Donna Wood (Enovations Design), Karen & Gus Bastas (The Massey House), Linda Hansen & Wendy Westwood (Parade Committee), Jackie Tremarco & Joan (HystHairia), Lina & Maddy Schmahl (Studio 37), John Walsh (Walsh’s Snug) Regrets: Janeen Calder, Sean & Waizse Brown, Tracey Yates, Krista Klawitter, Ann Harley, Valentine Lovekin, Mayor Adrian Foster, Troy Foster, Catherine Peterson, Rana Boules
1. Call to Order by the Chairwomen – Karen Bastas
a. Welcome to special guests, being:
i. Sheila Hall, Clarington Board of Trade
CBOT is celebrating their 20th Anniversary this year, watch for lots
of events to help celebrate. They will also be attending our
monthly BIA meetings. This will allow for a better voice of all the
BIAs and share information regarding events and experiences.
ii. Jane Black – Newcastle & District Chamber of Commerce
The Chamber is growing every year. Their AGM will be Tuesday,
February 27th at the Newcastle Community Hall. Their Home &
Lifestyles show is happening June 3 at the Newcastle Memorial
Arena, they are expecting 80 booths, if you are interested in being
an exhibitor let them know before they sell out. This is a free
event to the public. Watch for more networking events happening
in the spring.
iii. Councillor Willie Woo
Sends regrets from Mayor Adrian Foster, who would have loved to
attend but something came up. Wishes everyone a Happy New
33 year. He is always available if anyone has any questions or
concerns regarding anything happening in Newcastle.
iv. Councillor Wendy Partner
Wendy discussed the commercial component of the Tornat
Development in the Rudell subdivision. The commercial space
would be a maximum permitted floor area of 1500 square metres
and the maximum store size of 300 square metres. This would
allow for a convenience store, small coffee stop or hair salon?
v. Wendy Westwood & Linda Hansen – Santa Parade Committee
vi. Donna Wood – Enovation Designs (Website Specialist)
2. Approval of 2017 Minutes
a. Moved: Masood Vatandoust
b. Seconded: Greg Lewis
c. Carried
3. Approval of the Actions of the Board of Management
a. Moved: Helen Vatandoust
b. Seconded: Lina Schmahl
c. Carried
4. Treasurer’s Report and Approval of the 2018 Budget – Theresa Vanhaverbeke
Theresa has stepped down as Treasurer of the BIA as she longer has a business in
the BIA. If you know of anyone that would like to volunteer to do the books for
the BIA please let us know?
The amount of $35,000.00 was approved for the 2018 budget.
a. Moved: Greg Lewis
34 b. Seconded: Gus Bastas
c. Carried
Treasurer reviewed the 2017 budget vs. actual and current cash on hand and west
end development money (see handouts attached to minutes).
5. Report on Safety and Décor – Theresa Vanhaverbeke
Businesses are reminded to take responsibility of their own sidewalks in front of their businesses, once the initial snow is cleared by Troy. This will avoid any slip and fall incidents that may result in lawsuits.
Phase 1 of the streetscape plans for Beaver St. and King Ave. was completed this Fall. Phase 2 of the plan looks like it may be scheduled for 2019.
The Christmas Wreaths are looking very dated. It would be nice to get something new for this year that can easily be used on the street lamps and poles we have now and also be used on the new ones when Phase 2 of the streetscape is finished.
6. Report on Special Events
Karen welcomed and thanked the parade committee for all their hard work (Wendy Westwood, Jane Black, Debbie Miller, Linda Hansen). They did go over budget this year, due to a new band that cost a little more. The Parade was well attended and everyone loved it. The committee is looking at an exciting new fundraiser to raise money for the 2018 Parade. The parade is scheduled for November 18th, 2018. More details to follow.
Karen and her committee have stepped down from organizing the Canada Day Festivities this year. If you or any other organization are interested in planning, running and organizing something please go ahead.
Harvest Festival is scheduled for October 6, 2018. Lina Schmahl and her committee are prepared to organize this event again this year. Last year was a great event which was well attended.
The Santa Breakfast was a huge success, it was the busiest one yet. This year’s breakfast is scheduled for November 24, 2018 and the Vatandoust team is planning it again.
7. Officers of the BIA
The Board remains the same this year:
35 President: Valentine Lovekin Vice President: Karen Bastas Treasurer: Secretary: Marni Lewis Advertising Chair: Catherine Peterson Safety & Décor Chair: Events Chair:
If anyone is interested in taking on any of the available positions let us know.
8. Motion to Adjourn
a. Moved: Theresa Vanhaverbeke
b. Seconded: Marni Lewis
c. Carried
36 Newcastle BIA MINUTES February 8, 2018 www.villageofnewcastle.ca
Attendance: Joyce King, Marni Lewis, Donna Wood, Janeen Calder, Tracey Yates, Karen Bastas, Sheila Hall, Theresa Vanhavebeke, Pierre (spectator)
Regrets: Greg Lewis, Ann Harley, Catherine Peterson, Helen Vatandoust
1. Attendance taken.
2. Meeting called to order at 9:00 a.m.
3. Approval of December Minutes: Motion to accept: Theresa Vanhaverbeke Seconded: Janeen Calder
4. Business Arising from Minutes: n/a
5. Council Report - Wendy Partner
Wendy advised us that Council will be going to the OMB and fighting the developer regarding the Ruddell development plans. They will be hiring a lawyer and a planner. The residents would rather see townhouses built and no commercial space.
The Brookhouse condos are almost done, some residents are expected to move in the end of March.
Tenzin’s building is ready to begin anytime now.
Clarke highschool is expected to close in 2020 with a new school in the Ruddell subdivision.
There are NO Canada Day plans in Newcastle or Bowmanville right now. Council did not put aside any money in the budget for it. If you or any group would like to get involved in planning something please contact Karen Bastas- [email protected]
6. President’s Report: n/a
7. Treasurer’s Report:
37 This is Theresa’s last report as Treasurer. Leslie Ray will be taking over the Treasurer role, Thank you Leslie!
As of January 31, 2018 the balance is $59,408.17 ($50,000 of that is to come out for the gateway signs). We are expecting the 2018 levy check shortly.
8. Committee Reports:
Safety & Decor:
Karen received the invoice from Shear Display for the wreath install, she will forward it to Theresa. We are going to inquire with Shear Display about the condition of the current flags and wreaths and see how many more years we can get out of them. We are interested in updating the street decor if anyone with an eye for decor would like to have input in the new options it would be appreciated. You can contact Theresa- [email protected]
Advertising:
January stats from website and Facebook are both up and we are getting more likes for Facebook page.
Special Events: a) Easter Scavenger Hunt- Last year A Gift of Art organized this family fun event. We will inquire if they are planning to do it again this year. If so, it will be Saturday, March 31, 2018. b) Christmas Tree Lighting - Janeen Calder has looked into planning this event. A portion of the street would be closed with fun activities happening along the street. She is contacting the Town Hall for a date prior to the Santa Parade which is scheduled for November 18th. This will give businesses an opportunity to open their doors and host a fun kids activity (popcorn, tattoos, roasted chestnuts, hot cider, mulled wine, horse and wagon rides, carollers). We are looking for a committee to help if you are interested contact Janeen - [email protected]
9. CBOT:
CBOT will be attending our meetings from now on. They are open to helping with any concerns the BIA has. Sheila discussed the Smartreit property (old RONA building) is available again and they are already reaching out to other interested buyers. The Bowmanville Hospital expansion fundraising initiative is a top priority for them and
38 should be for many local businesses. They have been very involved in the Hospice planning that is happening. It is CBOT 20th Anniversary this year and they have lots of events planned to help celebrate the milestone. Toyotas phase 1 of the Distribution Centre is starting to build this spring, creating 150 jobs. Phase 2 will happen a couple years later.
10. Chamber News:
The AGM will be February 27th at the Town Hall. 6pm Social, 7pm dinner. $20/ members.
11. CIP:
They are having a joint meeting with Courtice, Bowmanville and Orono. The focus will be accessibility and grants available. In 2017 all the grant money that was available for Newcastle was not used. If you have any need for accessibility look into the grants available.
12. New Business:
Buddha Belly Bakery will be opening in the Freedom 55 location this spring/summer. They specialize in gluten free products.
13. Next meeting, Thursday March 8, 2018 @ 9:00am
14. Motion to adjourn meeting by Joyce King, seconded by Janeen Calder
39 Newcastle BIA MINUTES March 8, 2018 www.villageofnewcastle.ca
Attendance: Valentine Lovekin, Joyce King, Marni Lewis, Donna Wood, Janeen Calder, Karen Bastas, Theresa Vanhavebeke, Debbie Miller, Leslie Ray, Helen Vatandoust, Joanna Bastas, Councillor Wendy Partner, Mathieu and Arthur from Real Time Signs
Regrets: Greg Lewis, Ann Harley, Jennette Walsh
1. Attendance taken.
2. Meeting called to order at 9:00 a.m.
3. Approval of February Minutes: Motion to accept: Theresa Vanhaverbeke Seconded: Helen Vatandoust
4. Business Arising from Minutes: n/a
5. Council Report - Wendy Partner
Carlton Plummer is having a neighbourhood party in the port on June 23rd.
Tenzin has started his building on Beaver. The Hydro and Gas lines were marked wrong and created the power outage.
Brookhouse is expecting to be finished in June now.
Busters has site plans submitted for inside renovations.
LCBO opening March 27th.
6. President’s Report: n/a
7. Treasurer’s Report:
As of February 28, 2018 the balance is $84,574.00. We did receive the 2018 tax levy check for $35,000.00.
40 8. Committee Reports:
Safety & Decor:
Theresa spoke to Shear Display and they advised the wreaths are in ok shape.We could improve them by changing the lightbulbs to LED and add more lights. We will probably need some newer decor to fill in some of the gaps and will get some ideas from Shear Display. Wendy thought there might be a grant from Veridian or the Municipality.
The Banners are in need of being replaced this year. Would any BIA businesses be interested in sponsoring a banner with your name on it? Just another way to promote your business!
Theresa will order hanging flowers baskets and flowers for the new sidewalk planter boxes.
Advertising:
We have 1000 likes on Facebook. Lots of questions regarding the LCBO opening and Gracefields building.
Special Events:
a) Easter Scavenger Hunt- The Gift of Art has been working hard on this event. There are 18 businesses participating so far. Please share and promote the event through your social media pages.
b) Christmas Tree Lighting - This event is scheduled for Friday, November 16th. Janeen Calder has spoken to the Hall Board and they do not have lights for the Town Hall. If there are any businesses in town that would like to donate lights, we would like the Hall to be completely lit up. More details to follow. If you are interested in helping contact Janeen - [email protected]
c) We will contact the Lions and Chamber of Commerce to see if they are interested in organizing a Canada Day event this year.
9. CBOT: n/a
10. Chamber News: n/a
41 11. CIP:
There will be an Accessibility presentation in Bowmanville on April 19, 2018 at 7pm in Council Chambers. This is for small businesses looking for grant information regarding ramps, door buttons, railings.
12. New Business:
Our guests from Real Time Signs Mathieu and Arthur discussed their business of digital signs, kiosks, anything to do with advertising they can work with. They are local and would be interested in helping any business with their sign needs. Please confirm with the Municipality prior to purchasing any signs as per the sign bylaw.
13. Next meeting, Thursday April 12, 2018 @ 9:00am
14. Motion to adjourn meeting by Joyce King, seconded by Theresa Vanhaverbeke
42 Tyrone Community Centre Annual Meeting Feb. 21, 2018
Present: Joy Vaneyk, Steve Hutchinson, Cecile Bowers, Danielle Carroll, Dave Taylor, Alvina Hare, Larry Quinney, Justin Vachon, Kyle Young, Claude Godin Absent due to illness & work: Paul Rowan, Marlene Craig, Katherine Caplan Interested attendees: Lyndsay Luckhardt, Marlene Raby, Craig Raby, Scott Hanthorn Chairman Joy Vaneyk dissolved present Board after the Annual Minutes from February 8, 2017 Minutes were read and M/S by Larry Quinney and Dave Taylor. CARRIED. Election of Officers & Members:
Chairman: Joy Vaneyk agreed to stay on in this position. Treasurer: Steve Hutchinson agreed to carry on. Secretary: Cecile Bowers agreed to carry on. Booking: Danielle Carroll agreed to carry on. Dance Rep: Dave Taylor agreed to carry on. Council Rep: Corrina Traill M/S by Alvina Hare and Claude Godin to accept these names. All in Favour. General Membership: Larry Quinney,Kyle Young; Alvina Hare; Claude Godin; Paul Rowan; Corinne VandeGrootevheen; Marlene Craig; Katherine Caplan New Members: Lyndsay Luckhardt; Marlene Raby; Craig Raby; Scott Hawthorn Everyone in Favour of all names listed above. M/S by Claude Godin and Kyle Young to adjourn this Annual Meeting of 2018. CARRIED. (Those not present had sent word they wished to stand)
February General Monthly Meeting Feb. 21, 2018 Minutes of January 17, 2018 were read; after amendment of Movie Dates that should have read February and March instead of March and April....M/S by Dave Taylor and Alvina Hare to accept minutes as amended. CARRIED. Treasurer noted that balance on hand approximately $22,025. Old Business: Larry stated there had been some basement flooding—under control with use of humidifier and fans. Furnaces were repaired..new fan and new cellunoid relay. It was noted that our area next to the sidewalk is badly flooded, freezing, dangerous and needs to be dealt with ASAP. Joy to contact Town tomorrow regarding flooding of that area and other spots in parking lot to see what can be done. Bookings: Danielle said all Saturdays in April are booked and May is also looking good. Dance: Dave noted it was horrible weather but 120 present and all enjoyed the dance. Internet: Danielle has price from Virgin regarding unlimited everything in Canada, including a cell phone..$60.00. (DSL) with two months free. They need to come out and check if it will work in Centre. M/S by Steve Hutchinson and Claude Godin to go ahead if all is okay. CARRIED. Sign: Rails to hold letters, have been donated. Kyle and Paul to look into this repair. Grant: Steve noted request is due on Friday, and asking for the Max. for new Dishwasher.
43
Page Two: Feb. 21, 2018
Old Business (cont’d.)
Web Site Update: Steve noted we use Facebook in conjunction with Web Hosting Canada, and we will have emails as well. Outstanding costs for rink: Nothing outstanding and it was agreed that it was enjoyed by young and old. Looking forward to starting much sooner in winter of 2018-19.
New Business: Danielle wants to find a spot in kitchen where knives, scissors, etc. could be stored in kitchen under lock and key. APPROVED. Dave asked about CPR training, Joy stated it will happen in April. Danielle noted that upcoming Open House for sports, Wild Life camps and Community Centre information is all in order to take place Wed. Feb. 28, with ribbon cutting of Ice Rink at 6:30. M/S by Lyndsay Luckhardt and Marlene Raby to adjourn. CARRIED.
TYRONE COMMUNITY CENTRE 2018-BOARD OF DIRECTORS Joy Vaneyk-chairman [email protected] 905-263-8680 Cecile Bowers-secretary [email protected] 905-263-2086 Steve Hutchinson-treasurer [email protected] 905-926-8656 Larry Quinney-janitor 905-263-8535 Danielle Carroll-bookings [email protected] 905-809-8615 Dave Taylor-dance co-ord. [email protected] 905-263-4935 Corinne VandeGrootevheen [email protected] 905-263-4285 Marlene Craig [email protected] 905-668-4773 Paul Rowan [email protected] 905-263-2283 Alvina Hare [email protected] 905-979-9616 Claude Godin c [email protected] 905-263-8520 Katherine Caplan [email protected] 905-914-9055 Justin Vachon [email protected] Kyle Young [email protected] Marlene Raby [email protected] Craig Raby [email protected] Lyndsay Luckhardt [email protected] 905-263-4829 Scott Hanthorn [email protected] Corinna Traill [email protected] 289-675-3536 2018 REGULAR VOLUNTEERS Kris Vaneyk Sabine Godin Kelvin Hare Maggie Taylor Sarah Vaneyk Jasper Godin Ralph Bowers Greg Carroll Cassie Godin
44 Tyrone Community Centre – Minutes of Meeting Wednesday March 21, 2018
Present: Joy Vaneyk, Dave Taylor Larry Quinney Danielle Carroll Steve Hutchinson Alvina Hare Lyndsay Luckhardt Kyle Young Claude Godin Corinne vandeGrootheveen
1. Minutes from February Meeting were approved as read. M/S Lyndsay / Alvina. Carried.
2. Treasurer Report was approved as presented by Steve. Balance on Hand $23,325.56, Complete review of January to March expenses and revenue details. M/S by Dave/Larry. All in favour. Carried.
3. Maintenance Report – Larry • Floors to be polished in April • Dishwasher is leaking. Need to expedite purchase of new dishwasher. M/S by Larry / Kyle to proceed with purchase as determined November 2017. Dayco to provide Stero for $7,724.52 + tax + install. All in favour. Carried. Dave to place order. • Soap dispensers need replacing. Larry will obtain from Swish. • Issues with light outside north west kitchen door were discussed with Tim Welsh. New light will be installed. • Municipality put recycled asphalt in the low area by the walkway on Friday Mar 16. They will include this area in our Asphalt contract this year for a permanent repair. Work will be scheduled for the fall. Two of the parking curbs in the accessible parking spots were damaged this winter from plowing, they will be replaced by the Municipality when weather/time permits. • New contact list for Building Heating repairs (XTRA Mechanical now has contract). Sign posted. • Eves on East side of Building need repair – Municipality is looking into this.
4. Hall Booking Report – Danielle. Back to Back bookings are on April 14/15; May 11/12. Helpers are required for cleaning between events. Volunteers obtained.
5. Dance Update – Dave. Great attendance and lots of helpers for March dance. Dave submitted ideas for costs control to alleviate an increased door price and improve financial reporting.
6. Old Business: • Internet update: Virgin cannot provide service. A quote was obtained from WISP. M/S Kyle / Dave to purchase $55 pkg and rent equipment. A fee of $25 will be added to cost of hall rental for anyone requesting the use of internet. All in favour. Carried. • Sign Rails have been obtained. Paul & Kyle will install in warmer weather. • Web site set up is in progress. • Thanks to all who helped and attended the Open House Registration and Rink Ribbon Cutting.
7. New Business: • Event Sponsorship Grant Application is due April 1st M/S Claude / Lyndsay to apply for the Event Sponsorship Grant, for $500.00 to help cover the costs of Breakfast with Santa. All in favour. Carried. • Clean Up date will be Earth Day Sunday April 22, 2018. 1-3pm • Tree for Jack Wilson will be planted on Spirit Day, September 30, 2018 • CPR / Defib training TBD
8. Next Meeting Date Wednesday April 18, 2018
9. M/S Claude / Kyle to adjourn.
45 46 47 48 NEWCASTLE VILLAGE COMMUNITY HALL BOARD
February 20, 2018 Council Chambers 7 pm
Present Were: Kevin Symak, Chair Cathy Abraham Sierd DeJong Peter Hazelton
Regrets From: Dave Eastman Wendy Partner Willie Woo
Also Present: Gabrielle Bell, secretary
1. Janeen Calder representing Newcastle BIA spoke to board about a tree lighting ceremony centered on the Hall. Light up the hall rather than a tree as we no longer have a Christmas tree on the property. Plans are just starting to be discussed, thoughts of closing the street and have horse drawn carriage rides, competition amongst stores to decorate. Event would be outside just needing use of front foyer washrooms. Date suggested is Friday before Santa Claus parade so hall is lit up for parade. Next BIA meeting is March 8th. We will investigate cost of lights. Board had attempted to purchase lights at 75% off from Home Hardware last month but they did not have enough for our requirements. Janeen will speak with BIA about sharing the cost. Board discussed cost of lights and who should pay for this. It was agreed board would cover electrical and storage. There will be a cost to having lights installed – board will create document specifying that this cost will be covered by the BIA at this time. Will leave it open to discussion for future if needed to assist with this cost up to 50%.
2. MINUTES
Motion by P. Hazelton , seconded by S. DeJong
That the minutes of January 16 2018 are accepted as presented. “Carried”
3. BUSINESS ARISING a) Historical Society Lighting – received quotes from Moore Electric as attached. Board agreed when we are able to afford we should purchase the LED fixtures.
Motion by C. Abraham, seconded by P. Hazelton
That Historical Society is sent letter stating due to budgetary concerns we will consider for 2019 budget. “Carried”
b) Workplace Harassment Policy has been read by all. We will create binder for next meeting for each member to sign that they have read. 49 c) Piano/s Sale – P. Hazelton had perspective buyers but did not come to fruition. He will advertise again. Feeling positive that he will be able to find a home for both pianos. d) 4. FINANCIAL REPORT
Motion by P. Hazelton , seconded by C. Abraham
That the financial report is accepted as presented. “Carried”
5. INVOICES
Motion by S. DeJong, seconded by P. Hazelton
That the following invoices be paid as presented: S. Fogg $150.00 Geek Girl $725.00
6. CORRESPONDENCE a) Touch of Glass – received check for glass rentals in 2018 $101.07 b) Clarke Prom has been notified that there will be no refund on deposit for cancellation of May 2018 booking. Mrs. Colville has responded that she is not happy with decision and will be moving to another venue in the future – received for information. c) Clarington Tourism forum March 9 – from 9 am to noon. C. Abraham will attempt to attend to see if this could be beneficial to us. d) Historical Society is requesting permission to give up to 4 tours of the hall throughout the year. These will be free of charge and will include the Historical Room, Main Hall, Chamber of Commerce and Bowling Alley. e) Ontario Early Years – request to install floor a/c during May, June, and September. f) Motion by P. Hazelton, seconded by S. DeJong
That approval is granted for use of stand up a/c in the East Wing during the months of May, June and September if needed. The board will cover cost of electrical usage. “Carried”
g) Neptune Technology Groups working with Region of Durham Water has installed outside meter that will send information to their offices rather than having to come out and read meter. h) Planning Services has arranged for a presentation by Geordie Gibbon of Accessibility Directorate of Ontario on April 19 at 7 pm in Council Chambers at the Municipal Offices. He will cover responsibilities for small business owners in the AOD Act. G. Bell will attend. If anyone else is able to attend please let her know so you can be registered.
7. FUNDRAISING
- Currently 314 tickets sold - Décor – drapery is ready to be installed this evening. - Kevin thanked Gabrielle for the work put into putting this together. Also thanked the board for their support. 50
8. KITCHEN RENOVATION - Deficiency list will be created Thursday with Rob Groen, Gabrielle Bell and Dave Eastman. - Overall the kitchen looks great but there are a number of things that need to be addressed. No payments have been made at this point. - Discussed the leadership and work that Dave Eastman put into this project. The board would like to thank Dave for his contribution.
9. RISK MANAGEMENT REPORT
- S. Fogg performed inspection report, copy will be forwarded to Operations Dept.
10. NEW BUSINESS a) Rental January 26 2018 – new freezer was damaged. Front has two dents and top was dented due to ice being broken on top of it. Secretary has spoken with client and they have viewed damage. She does not feel damage requires keeping damage deposit as this is normal ware and should be expected. Suggested that if we should decide to keep damage deposit she will replace freezer and take ours. D. Eastman checked into having the lid replaced – cost would be more than purchasing new freezer. Board discussed suggestion of replacing freezer it was agreed that damage deposit is collected for this type of occurrence. Letter will be sent to client informing her of decision.
Motion by S. DeJong, seconded by P. Hazelton
That $200.00 damage deposit would not be returned due the damages. “Carried”
a) Router for internet – G. Bell has talked with IT person at Staples regarding problem of not being able to get signal for internet outside of Main Hall. Also not being able to have too many users on at the same time without overloading modem. Suggested router that will boost signal at a cost of $50.00 or router that will boost signal and allow more users at cost of $300.00. P. Hazelton suggested that we contact IT at Municipality for their recommendations for a fix of problem.
Motion by P. Hazelton, seconded by C. Abraham
That approval to spend up to $300.00 is granted to fix issue. “Carried”
b) Discussed Bowling Alley rentals outside of normal league times. Some of rentals are interfering with main hall rentals i.e. during a wedding ceremony. Compose a letter stating parties during main hall rentals will need to end by 12 pm. c) S. DeJong suggested damage deposit from caterer. Secretary will call Ganaraska to see how this has been set up. d) S. DeJong feels the hoist box is an eye sore on the stage. Will investigate if this can be rectified.
Motion to adjourn by C. Abraham 8:44 pm
51 Kevin Symak, Chair
Secretary, Gabrielle Bell
52 53 54
TOWN OF AJAX 65 Harwood Avenue South Ajax ON L1S 3S9 www.ajax.ca
______
Hon Kathleen Wynne, Premier Room 281, Main Legislative Building, Queen's Park Toronto, ON M7A 1A1
March 27, 2018
Re: Ajax Casino
This letter is to advise that the following resolution was passed by the General Government Committee at its meeting held March 19, 2018 and endorsed by Ajax Town Council at its meeting held March 26, 2018.
Whereas the Liberal Government is using an upcoming provincial election to push signing an irreversible, multi-million dollar contract to move the C3 Gaming Zone site from Ajax to Pickering, while the OLG process is shrouded in questions about a lack of fairness and transparency; and
Whereas success of the proposed Durham Live mega development hinges on securing the casino, yet Ajax remains primed for expansion on an already proven site; and
Whereas there are major transportation challenges with the Durham Live development, including interfering with commuter traffic; and requiring an interchange in historic Pickering Village, all at the cost of the taxpayer; and
Whereas the Ajax landowners are ready and willing to expand and develop to create the same economic opportunities for Durham Region; and
Whereas Great Canadian Gaming, OLG, the Ministry of Finance, the Premier’s Office, and MPP Joe Dickson have refused to provide their justification around site selection in an attempt to veil the process and expedite a binding decision through a backroom deal; and
Whereas MPP Joe Dickson co-signed a letter with Minister Tracey MacCharles lending his support to the Durham Live development in 2015 without due consideration for economic development opportunities available at an expanded site in Ajax; and
55
Whereas an OLG representative told attendees of a public stakeholder event in June 2017 that the Ajax Casino will relocate to Pickering; and
Whereas in September 2017 Minister Brad Duguid spoke at a Board of Trade event extolling the virtues of the potential Durham Live development despite an ongoing OMB appeal; and
Whereas in February 2018 Minister Jeff Leal leaked to media that the Ajax Casino was slated for closure, an announcement that shocked the Town and Ajax Council; and
Whereas this closure will put at risk the livelihood of the Quarter Horse Industry, which represents 1,700 jobs and provides $56 million annually to the economy in Durham Region and beyond; and
Whereas elected officials continue to confirm behind the scenes that there is nothing Ajax or the landowner can offer to save the Ajax Casino; and
Whereas the Town has put to rest the question of revenue sharing by offering 50% of casino revenues to key stakeholders including the Quarter Horse Industry immediately after Ajax is declared the host site; and
Whereas MPP Dickson, Minister Sousa and Premier Wynne have stated that no final decision has been made, while evidence continues to point to months of collusion between the Liberal Government, Durham Live and Great Canadian Gaming; and
Therefore, be it resolved that any binding contract decision with respect to casino location in the C3 Gaming Zone be postponed until after the June 7, 2018 election; and
That the Premier or Minister of Finance submit the decision to relocate the C3 Gaming Zone casino location to a fulsome, fair, transparent, third-party review; and
That this resolution be distributed to: Premier Kathleen Wynne, Minister of Finance, Minister of Agriculture, Food and Rural Affairs, and the applicable provincial opposition critics, MPP Joe Dickson, OLG, Great Canadian Gaming, Durham Live, City of Pickering, Durham Region, Durham Region Municipalities, Quarter Racing Owners of Ontario, the leaders of all opposition parties in Ontario, and all candidates running in Durham Region in the upcoming Provincial election.
If you require further information please contact Rachael Matheson, Senior Communications Officer/Government Relations at 905-619-2529 ext 3377 or [email protected]
Sincerely,
Alexander Harras Manager of Legislative Services/Deputy Clerk 56
Copy: Hon Charles Sousa, Minister of Finance Hon Jeff Leal, Minister of Agriculture, Food and Rural Affairs Applicable provincial opposition critics Joe Dickson MPP Jake Pastore, OLG Gavin Dew, Great Canadian Gaming Durham Live City of Pickering Durham Region Durham Region Municipalities Bob Broadstock, Quarter Racing Owners of Ontario Inc. Doug Ford Progressive Conservative Party of Ontario Andrea Horwath, Ontario New Democratic Party Rod Philips, PC Candidate, Ajax, 2018 Provincial Election Marsha Haynes, Ontario Libertarian Candidate, Ajax, 2018 Provincial Election Paul Taalman, Trillium Party of Ontario Candidate, Ajax 2018 Provincial Election
57
Engineering Services Report
If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 16, 2018
Report Number: EGD-010-18 Resolution:
File Number: By-law Number:
Report Subject: Cottages on the West Beach of Port Darlington - Lease Extensions
Recommendations:
1. That Report EGD-010-18 be received;
2. That the term of the leases between the Municipality and the tenants of the seven remaining cottages on the West Beach of Port Darlington be extended on an annual basis;
3. That further extensions to the leases be considered annually as part of the Capital Budget process, and as long as funds are not approved by Council for the next phase of development, the Chief Administrative Officer be authorized to renew the leases on an annual basis; and
4. That all interested parties listed in Report EGD-010-18 and any delegations be advised of Council's decision.
58 Municipality of Clarington Report EGD-010-18 Page 2
Report Overview
The Municipality of Clarington currently leases cottages to seven long-term tenants but those leases are set to expire on December 31, 2018. The existing tenants have requested renewal of the leases. This report recommends annual renewals subject to budget considerations for the future park development.
1. Background
2. Discussion
59 Municipality of Clarington Page 3 Report EGD-010-18
3. Concurrence
This report has been reviewed by the Municipal Solicitor and the Director of Planning Services who concur with the recommendations. 4. Conclusion
60 Municipality of Clarington Page 4 Report EGD-010-18
5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Reviewed by:
Anthony Cannella, Andrew C. Allison, B. Comm, LL.B Director of Engineering Services CAO
Staff Contact: Peter Windolf, Manager of Park Development, 905-623-3379, Ext. 2307 or [email protected]
Attachments:
Attachment 1 - Letter dated January 22, 2018 from The West Beach Association
Attachment 2 - 2014 Lease Extension Agreements
Attachment 3 – Letter received March 26, 2018 from The West Beach Association
The following is a list of the interested parties to be notified of Council's decision:
Don Adams Charles and Gail MacDonald Shirley Fowler Jean Severs Sharon Eccles Edwin and Lynda Bounsall Gary Cole
61 Attachment 1 to Report EGD-010-18
62 63 64 65 66 67 68 69 70 Attachment 2 to Report EGD-010-18
71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 Attachment 3 to Report EGD-010-18
89
Finance Department Report
If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 16, 2018
Report Number: FND-004-18 Resolution:
File Number: By-law Number:
Report Subject: Financial Update as at December 31, 2017
Recommendation:
1. That Report FND-004-18 be received for information.
90 Municipality of Clarington Page 2 Report FND-004-18
Report Overview
The purpose of this report is to update Council on the overall budget variances as of December 31, 2017 as well as other financial indicators such as taxes receivable, investments, debt and development charges collected. These are not audited figures and are subject to change as the year-end process is completed. This report cannot be used to forecast the year-end financial position.
1. Background
2. Fourth Quarter of 2017 Results
91 Municipality of Clarington Page 3 Report FND-004-18
92 Municipality of Clarington Page 4 Report FND-004-18
93 Municipality of Clarington Page 5 Report FND-004-18
94 Municipality of Clarington Page 6 Report FND-004-18
3. Concurrence
Not Applicable 4. Conclusion
It is respectfully recommended that the fourth quarter of 2017 financial update report be received for information. 5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Reviewed by: Nancy Taylor, BBA, CPA, CA, Andrew C. Allison, B. Comm, LL.B Director of Finance/Treasurer CAO
Staff Contact: Catherine Carr, Manager of Internal Audit, 905-623-3379 ext 2606 or [email protected]
There are no interested parties to be notified of Council's decision.
Attachments:
Attachment 1 – Summary of Operation Revenues and Expenditures
Attachment 2 – Continuity of Taxes Receivable
Attachment 3 – Investments Outstanding
Attachment 4 – Debenture Repayment Schedule
Attachment 5 – Municipal Development Charges
95 The Municipality of Clarington Attachment 1 for FND-004-18 Summary of Operating Expenditures for 2017 (not final figures) 2017 2017 % 2016 2017 Budget 2017 Actual 2016 Budget 2016 Actual Unexpended ($) Expended Unexpended ($) 05 Non-departmental Accounts Municipal Taxation (59,340,165) (60,370,549) 1,030,384 101.7% (55,690,829) (57,572,925) 1,882,096 Other Revenue (1,659,469) (2,070,153) 410,684 124.7% (1,646,289) (1,944,998) 298,709 Contributions (6,120,518) (5,968,951) (151,567) 97.5% (5,839,274) (8,689,269) 2,849,995 Revenue/Taxation/Contributions (67,120,152) (68,409,653) 1,289,501 101.9% (63,176,392) (68,207,192) 5,030,800
59 BIA Taxation BIA Taxation (203,300) (203,300) 0 100.0% (199,200) (199,200) 0 BIA Payments 203,300 203,300 0 100.0% 199,200 199,200 0 Net Expenditures 0 0 0 0 0 0
10 Mayor and Council Net Expenditures 879,297 865,555 13,742 98.4% 908,605 842,053 66,552
13 Administrator's Office Revenue/Recoveries (165,500) (252,093) 86,593 152.3% (166,200) (315,464) 149,264 Board of Trade 330,000 330,000 0 100.0% 225,000 225,000 0 Operating Expenditures (including Port Granby) 633,010 685,933 (52,923) 108.4% 746,676 1,180,955 (434,279) Communications & Tourism 1,141,602 1,074,313 67,289 94.1% 1,122,479 1,110,989 11,490 Expenditures 2,104,612 2,090,246 14,366 99.3% 2,094,155 2,516,944 (422,789) Net Expenditures 1,939,112 1,838,153 100,959 94.8% 1,927,955 2,201,480 (273,525)
14 Legal Administration Revenue/Recoveries (69,000) (129,504) 60,504 187.7% (69,000) (126,713) 57,713 Expenditures 417,242 363,828 53,414 87.2% 417,659 440,848 (23,189) Net Expenditures 348,242 234,324 113,918 67.3% 348,659 314,135 34,524
16 Corporate Services Revenue/Recoveries (3,000) (137,263) 134,263 4,575.4% (108,500) (193,400) 84,900 Expenditures 4,264,170 4,445,692 (181,522) 104.3% 3,807,847 4,048,514 (240,667) Net Expenditures 4,261,170 4,308,429 (47,259) 101.1% 3,699,347 3,855,114 (155,767)
* These are not audited figures and are subject to change as the year-end process96 is completed. This report cannot be used to forecast the year-end financial position. The Municipality of Clarington Attachment 1 for FND-004-18 Summary of Operating Expenditures for 2017 (not final figures) 2017 2017 % 2016 2017 Budget 2017 Actual 2016 Budget 2016 Actual Unexpended ($) Expended Unexpended ($)
19 Clerk's Revenue/Recoveries (685,900) (835,088) 149,188 121.8% (708,900) (1,027,201) 318,301 Expenditures 3,183,373 3,218,612 (35,239) 101.1% 3,074,911 3,338,766 (263,855) Net Expenditures 2,497,473 2,383,524 113,949 95.4% 2,366,011 2,311,565 54,446
21 Finance & Unclassified Administration Revenue/Recoveries (1,552,000) (1,588,554) 36,554 102.4% (1,564,000) (2,062,102) 498,102 Operating 2,513,141 2,413,456 99,685 2,407,015 2,389,099 Unclassified Administration 3,146,536 3,254,745 (108,209) 103.4% 2,287,726 4,718,664 (2,430,938) Expenditures 5,659,677 5,668,201 (8,524) 100.2% 4,694,741 7,107,763 (2,413,022) Net Expenditures 4,107,677 4,079,647 28,030 99.3% 3,130,741 5,045,661 (1,914,920)
28 Emergency Services - Fire Revenue/Recoveries (85,000) (272,017) 187,017 320.0% (80,000) (280,337) 200,337 Expenditures 12,112,470 12,238,399 (125,929) 101.0% 11,815,340 12,197,374 (382,034) Net Expenditures 12,027,470 11,966,382 61,088 99.5% 11,735,340 11,917,037 (181,697)
32 Engineering Services Revenue/Recoveries (1,550,700) (3,363,466) 1,812,766 216.9% (1,381,500) (3,465,976) 2,084,476 Debenture Payments 534,407 534,407 0 100.0% 528,771 528,771 0 Operating Expenditures 6,919,358 7,868,050 (948,692) 113.7% 6,536,575 7,985,241 (1,448,666) Expenditures 7,453,765 8,402,457 (948,692) 112.7% 7,065,346 8,514,012 (1,448,666) Net Expenditures 5,903,065 5,038,991 864,074 85.4% 5,683,846 5,048,036 635,810
36 Operations Revenue/Recoveries (684,800) (936,326) 251,526 136.7% (677,300) (1,057,223) 379,923 Operating Expenditures 16,486,059 17,781,436 (1,295,377) 107.9% 15,840,827 18,032,829 (2,192,002) Fleet & Debenture Payments 1,205,586 1,045,888 159,698 86.8% 1,090,643 929,464 161,179 Expenditures 17,691,645 18,827,324 (1,135,679) 106.4% 16,931,470 18,962,293 (2,030,823) Net Expenditures 17,006,845 17,890,998 (884,153) 105.2% 16,254,170 17,905,070 (1,650,900)
* These are not audited figures and are subject to change as the year-end process97 is completed. This report cannot be used to forecast the year-end financial position. The Municipality of Clarington Attachment 1 for FND-004-18 Summary of Operating Expenditures for 2017 (not final figures) 2017 2017 % 2016 2017 Budget 2017 Actual 2016 Budget 2016 Actual Unexpended ($) Expended Unexpended ($)
42 Community Services Revenue/Recoveries (4,875,365) (4,905,970) 30,605 100.6% (4,694,600) (4,845,385) 150,785 Operating Expenditures 11,421,127 11,732,644 (311,517) 102.7% 10,900,097 11,415,515 (515,418) Debenture Payments 3,177,849 3,105,958 71,891 97.7% 3,104,458 3,104,458 0 Annual Grant & Sponsorships 95,000 95,000 0 100.0% 115,000 113,500 1,500 Expenditures 14,693,976 14,933,602 (239,626) 101.6% 14,119,555 14,633,473 (513,918) Net Expenditures 9,818,611 10,027,632 (209,021) 102.1% 9,424,955 9,788,088 (363,133)
50 Planning Services Revenue/Recoveries (596,675) (1,061,560) 464,885 177.9% (436,000) (542,950) 106,950 Expenditures 4,843,688 4,117,347 726,341 85.0% 4,141,092 4,150,202 (9,110) Net Expenditures 4,247,013 3,055,787 1,191,226 72.0% 3,705,092 3,607,252 97,840
Boards & Agencies 4,084,177 4,227,866 (143,689) 103.5% 3,991,671 4,212,552 (220,881)
Total Operating: Revenue/Recoveries (77,591,392) (82,094,794) 4,503,402 105.8% (73,261,592) (82,323,143) 9,061,551 Expenditures 77,591,392 79,602,429 (2,011,037) 102.6% 73,261,592 81,163,994 (7,902,402) Net Difference 0 (2,492,365) 2,492,365 0 (1,159,149) 1,159,149
* These are not audited figures and are subject to change as the year-end process98 is completed. This report cannot be used to forecast the year-end financial position. CORPORATION OF THE MUNICIPALITY OF CLARINGTON Attachment 2 to Continuity of Taxes Receivable Report FND-004-18 for the Fourth Quarter of the Year 2017 Beginning Balance Payments & Receivable Interest December December Taxes Billed Balance Adjustments September 31, Added 2017 2016 ** 2017
Prepaid Taxes (see note) (5,245,630) (5,151,287)
Current Year Taxes 16,249,960 2,732,450 18,982,410 (13,350,945) 5,631,465 5,253,622 Penalty and Interest 148,376 260,430 408,806 (207,298) 201,508 198,019
First Prior Year Taxes 2,138,684 581,580 2,720,264 (868,186) 1,852,079 1,525,407 Penalty and Interest 166,623 64,365 230,988 (97,427) 133,562 132,765
Second Prior Year Taxes 651,529 217,883 869,412 (375,788) 493,624 386,939 Penalty and Interest 73,285 17,827 91,112 (42,901) 48,212 36,359
Third and Prior Years Taxes 135,152 - 135,152 (81,731) 53,421 87,153 Penalty and Interest 16,282 2,299 18,581 (5,176) 13,405 30,416
Total 19,579,891 344,921 3,531,913 23,456,725 (15,029,450) 3,181,645 2,499,393
** Includes refunds, write-offs, 357's, etc. Note: Prepaid taxes include property tax per-authorized payment program (PAP)
99 Attachment 3 to Municipality of Clarington Report FND-004-18 Investments Outstanding As at December 31, 2017
Purchase Interest Maturity Maturity Issuer Type Rating Date Cost Rate date Amount
General Fund
High Interest Savings One Fund Account NR 17-Sep-16 10,157,699.37 n/a 10,157,699.37 (B) General fund total 10,157,699.37 10,157,699.37
Non-development Charge Funds (including Strategic Capital)
National Bank GIC M 12-Feb-13 1,927,464.00 2.45% 12-Feb-18 2,175,434.89 Tangerine GIC H 25-Mar-13 1,254,427.00 2.40% 26-Mar-18 1,412,449.93 BNS GIC H 02-May-17 1,000,000.00 1.05% 02-May-18 1,010,500.00 HSBC GIC H 13-May-13 321,079.00 2.25% 14-May-18 358,862.84 BNS GIC H 03-Jun-13 1,499,069.00 2.30% 03-Jun-18 1,679,576.51 Tangerine GIC HM 10-Aug-15 672,368.00 1.60% 10-Aug-18 705,160.80 BMO GIC H 30-Sep-13 1,174,214.00 2.90% 01-Oct-18 1,354,748.00 Prov NB coupons H 27-Jun-13 248,068.78 2.59% 03-Dec-18 285,071.00 RBC GIC H 11-Mar-14 1,084,844.00 2.50% 11-Mar-19 1,227,401.41 RBC GIC H 17-Mar-14 1,000,000.00 2.50% 18-Mar-19 1,131,408.21 Tangerine GIC H 02-May-14 1,000,000.00 2.60% 02-May-19 1,139,019.14 BMO GIC H 17-Aug-14 830,000.00 2.41% 19-Aug-19 935,015.04 BNS GIC H 12-Sep-14 1,037,127.00 2.46% 12-Sep-19 1,171,126.20 Manulife Bank GIC HM 23-Sep-14 789,343.56 2.50% 22-Sep-19 893,069.79 100 Attachment 3 to Municipality of Clarington Report FND-004-18 Investments Outstanding As at December 31, 2017
Purchase Interest Maturity Maturity Issuer Type Rating Date Cost Rate date Amount Tangerine GIC H 02-Dec-14 1,191,382.00 2.56% 02-Dec-19 1,351,889.19 Tangerine GIC H 18-Dec-14 1,045,809.00 2.56% 18-Dec-19 1,186,704.08 BNS GIC H 01-Jun-15 1,500,632.00 2.10% 01-Jun-20 1,664,956.59 RBC GIC H 11-Aug-15 1,741,656.00 1.95% 11-Aug-20 1,918,220.51 BNS GIC H 28-Sep-15 708,582.00 2.10% 29-Sep-20 786,174.27 BMO GIC H 15-Oct-15 621,864.00 2.15% 15-Oct-20 691,651.42 BNS GIC H 10-Dec-15 1,500,000.00 2.32% 10-Dec-20 1,682,263.09 BNS GIC H 10-Dec-15 1,976,951.00 2.32% 10-Dec-20 2,220,381.86 HSBC GIC H 18-Dec-15 1,182,689.00 2.25% 18-Dec-20 1,321,865.11 HSBC GIC H 29-Mar-16 195,399.00 2.18% 29-Mar-21 217,646.57 HSBC GIC H 02-May-16 1,001,980.00 2.15% 03-May-21 1,114,256.16 BMO GIC H 05-Oct-16 1,812,000.00 1.70% 05-Oct-21 1,971,346.46 RBC GIC H 21-Dec-16 181,765.00 1.80% 21-Dec-21 198,723.46 BNS GIC HM 21-Dec-16 2,544,990.00 2.00% 21-Dec-21 2,809,874.60 RBC GIC H 30-Mar-17 2,000,000.00 1.80% 30-Mar-22 2,186,597.69 RBC GIC H 31-Mar-17 1,183,651.00 1.80% 31-Mar-22 1,294,084.27
Non-development charge total 34,227,354.34 38,095,479.10
101 Attachment 3 to Municipality of Clarington Report FND-004-18 Investments Outstanding As at December 31, 2017
Purchase Interest Maturity Maturity Issuer Type Rating Date Cost Rate date Amount Development Charge Funds
One Fund Bond NR 08-Aug-00 4,016,797.89 n/a 4,016,797.89 (B) One Fund Equity NR 31-Jan-07 500,000.00 n/a 500,000.00 (B) RBC GIC H 30-Jul-13 2,341,277.00 2.60% 30-Jul-18 2,661,886.92 National Bank GIC HM 20-Dec-13 1,300,000.00 2.75% 20-Dec-18 1,488,855.35 BMO GIC H 11-Aug-15 2,000,000.00 1.95% 11-Aug-20 2,202,754.75 BMO GIC H 10-Dec-15 1,500,000.00 2.20% 10-Dec-20 1,672,421.48 RBC GIC H 03-Oct-16 2,000,000.00 1.70% 04-Oct-21 2,175,879.10 (C) BMO GIC H 03-Oct-16 1,281,741.00 1.70% 04-Oct-21 1,394,456.73 (C) BNS GIC H 21-Dec-16 1,128,572.00 1.80% 21-Dec-21 1,233,866.47 RBC GIC H 12-Dec-17 297,574.00 1.80% 12-Dec-22 325,337.31 Prov BC Bond H 11-Dec-13 2,369,685.75 2.70% 18-Dec-22 2,425,000.00 (A) BMO GIC H 21-Dec-17 1,337,834.00 1.85% 21-Dec-22 1,466,247.87 Prov Ontario Bond H 19-Dec-13 2,403,350.00 2.85% 02-Jun-23 2,500,000.00 (A) Prov Manitoba Bond H 23-Nov-15 775,928.40 2.45% 02-Jun-25 780,000.00 (A) BNS Bond 30-Oct-17 2,388,000.00 2.68% 02-Dec-26 2,400,000.00 (A)
Development charge total 25,640,760.04 27,243,503.87
Total Investments 70,025,813.75 75,496,682.34
Note that interest is annual compounding with the exception of the following: (A) Bond interest is paid semi-annually (B) Pooled Investment Fund (C) Annual interest 102 Attachment 4 of Muncipality of Clarington Report FND-004-18 Debenture Repayment Schedule As of January 1, 2018 Parking Lot Green Road Rehabilitation Parking Lot LED Street Light Indoor Soccer RRC CCD RRC MAC Grade Fire Station #1 Rehabilation Conversion Newcastle Newcastle Year Lacrosse space Improvements Improvements Separation Estimated RRC Estimated Estimated Library Courtice Library Aquatic Total
2018 164,093.85 104,942.45 86,760.21 111,327.96 538,772.66 - - - 558,787.14 78,904.97 1,759,687.50 3,403,276.74 2019 165,174.58 104,831.80 84,141.23 107,967.35 541,802.38 30,005.67 139,995.00 248,850.00 - 78,146.32 1,757,651.34 3,258,565.67 2020 164,755.07 104,715.46 84,010.16 107,799.19 544,416.38 30,005.67 139,995.00 248,825.00 - 78,341.53 1,604,355.98 3,107,219.44 2021 163,863.49 104,593.15 83,946.43 107,717.40 546,559.49 30,005.67 139,995.00 248,825.00 - 78,465.50 1,054,141.30 2,558,112.43 2022 163,542.75 83,964.94 107,741.15 546,559.49 30,005.67 139,995.00 248,825.00 - 78,488.31 1,006,711.96 2,405,834.27 2023 162,800.11 83,859.28 107,605.57 546,276.36 30,005.67 139,995.00 248,825.00 - 78,425.64 1,397,792.63 2024 160,675.42 83,823.08 107,559.13 553,240.30 30,004.67 139,995.00 248,825.00 78,249.84 1,402,372.44 2025+ 668,981.96 858,416.52 2,693,604.53 270,041.98 1,259,955.00 2,239,425.00 546,030.80 8,536,455.79
1,144,905.27 419,082.86 1,259,487.29 1,616,134.27 6,511,231.59 450,075.00 2,099,925.00 3,732,400.00 558,787.14 1,095,052.91 7,182,548.08 26,069,629.41 Principal at 1,033,000.00 339,154.57 1,010,000.00 1,296,000.00 5,332,600.00 - - - 529,000.00 931,000.00 6,595,000.00 17,065,754.57 January 1, 2018 Principal at 896,000.00 248,296.31 950,705.28 1,219,914.89 4,958,600.00 353,000.00 1,647,000.00 3,010,000.00 - 871,000.00 5,083,000.00 19,237,516.48 January 1, 2019 Interest Rates 1.35% to 3.35% 5.12% 1.7% to 3.45% 1.7% to 3.45% 1.35% to 3.8% Estimated Estimated Estimated 4.9% to 5.2% 1.15% to 2.8% 4.5% to 4.75%
NOTE: 2018 Newcastle Library has a balloon payment of $452,000 to be financed from Library Development Charge Reserve Fund, Library Capital RF and tax levy.
103 Municipality of Clarington Attachment 5 to Report FND-004-18
MUNICIPAL DEVELOPMENT CHARGES January to December YTD
RESIDENTIAL 2017 2016 Municipal Development Number of Municipal Development Number Charges Paid Units Charges Paid of Units Single/Semi- Detached -New construction $ 7,860,658.00 478 $ 7,240,639.00 459 -Additions $ - - $ 15,985.00 1 Townhouse $ 892,710.00 72 $ 2,273,872.00 184 Apartment $ 2,661,979.00 351 $ 1,336,508.27 301 TOTAL: $ 11,415,347.00 901 $ 10,867,004.27 945
Change in DC paid from prior year: 5.0% Change in DC units from prior year: -4.7%
NON-RESIDENTIAL 2017 2016 Municipal Development Charges Municipal Development Charges Paid Paid Commercial -New construction $ 670,903.27 $ 254,511.76 -Additions $ 20,744.28 $ 13,422.89 Industrial $ - $ - -New construction $ 342,467.97 $ 4,665.20 -Additions $ - $ - Agricultural $ - $ - Government $ 8,104.78 $ - Institutional $ - $ - TOTAL: $ 1,042,220.30 $ 272,599.85
Change in DC paid from prior year: 282.3%
104 Municipality of Clarington Attachment 5 to Report FND-004-18 Municipal Development Charges Incentives As of June 30, 2017 Under By-law 2015-035
Date Property Value Incentive
Residential
Jan-16 105 Queen Street, Bowmanville 413,822.26 Mid-Rise Residential Dec-17 109 King Avenue East, Newcastle 157,840.00 Revitalization Mixed Used Residential Incentives to Date $ 571,662.26
Non-Residential
Jul-15 222 King Street East, Bowmanville 110,671.30 Medical Exemption Oct-15 21 King Avenue East, Newcastle 3,636.08 Revitalization Small Business Feb-16 222 Baseline Road East, Bowmanville 13,279.78 Existing Industrial Development Feb-16 28 King Avenue East, Newcastle 937.96 Revitalization Small Business Apr-16 70 Mearns Court, Bowmanville 1,470.67 Existing Industrial Development Oct-16 2323 Highway 2, Bowmanville 15,985.00 Conversion Residential to Commercial Oct-16 70 Mearns Court, Bowmanville 8,232.17 Existing Industrial Development Feb-17 48 Britton Court, Bowmanville 24,676.61 New Industrial Development May-17 5314 Main Street, Orono 974.18 Revitalization Small Business Jun-17 1726 Baseline Road, Courtice 10,190.86 New Industrial Development Oct-17 220 Lake Road, Bowmanville 67,850.25 New Industrial Development Dec-17 109 King Avenue East, Newcastle 72,886.25 Revitalization Mixed Use Non-Residential Incentives to Date $ 330,791.11
Total Value of Incentives to Date $ 902,453.37 105
Finance Department Report
If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 16, 2018
Report Number: FND-005-18 Resolution:
File Number: By-law Number:
Report Subject: Annual Leasing Report - 2017
Recommendation:
1. That Report FND-005-18 be received for information.
106 Municipality of Clarington Page 2 Report FND-005-18
Report Overview
This report complies with the Municipal Act annual reporting requirements on leasing, under Ontario Regulation 653/05.
1. Background
2. Concurrence
Not Applicable 3. Conclusion
It is respectfully recommended that this report on annual leasing for 2017 be received for information in compliance with Ontario Regulation 653/05. 4. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
107 Municipality of Clarington Page 3 Report FND-005-18
Submitted by: Reviewed by: Nancy Taylor, BBA, CPA, CA, Andrew C. Allison, B. Comm, LL.B Director of Finance/Treasurer CAO
Staff Contact: Catherine Carr, Manager of Internal Audit, 905-623-3379 ext 2606 or [email protected]
There are no interested parties to be notified of Council's decision.
108
Finance Department Report
If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 16, 2018
Report Number: FND-006-18 Resolution:
File Number: By-law Number:
Report Subject: Annual Commodity Hedging - 2017
Recommendation:
1. That Report FND-006-18 be received for information;
109 Municipality of Clarington Page 2 Report FND-006-18
Report Overview
This report complies with the annual reporting requirement to report to Council the status of existing commodity hedging agreements for 2017.
1. Background
2. Comments
110 Municipality of Clarington Page 3 Report FND-006-18
111 Municipality of Clarington Page 4 Report FND-006-18
112 Municipality of Clarington Page 5 Report FND-006-18
3. Concurrence
This report has been reviewed by the Director of Corporate Services who concurs with the recommendation. 4. Conclusion
5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
113 Municipality of Clarington Page 6 Report FND-006-18
Submitted by: Reviewed by: Nancy Taylor, BBA, CPA, CA, Andrew C. Allison, B. Comm, LL.B Director of Finance/Treasurer CAO
Staff Contact: Catherine Carr, Manager of Internal Audit, 905-623-3379 ext 2606 or [email protected]
There are no interested parties to be notified of Council's decision.
114
Finance Department Report
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Report To: General Government Committee
Date of Meeting: April 16, 2018
Report Number: FND-007-18 Resolution:
File Number: By-law Number:
Report Subject: Ontario's Main Street Revitalization Initiative
Recommendations:
1. That Report FND-007-18 be received; and
2. That the By-law attached to Report FND-007-18 be approved.
115 Municipality of Clarington Page 2 Report FND-007-18 Report Overview
This report is prepared to seek Council approval to enter into a funding agreement with the Association of Municipalities of Ontario for the Main Street Revitalization Initiative under the Ontario Ministry of Agriculture, Food and Rural Affairs as well as identify the proposed municipal projects under this funding.
1. Background
Program Overview
Eligible Projects
• Commercial building façade improvements; • Preservation and adaptive reuse of heritage and industrial buildings; • Provision of affordable housing; • Space conversion for residential and commercial uses; • Structure improvements to buildings (e.g. Building Code upgrades); • Improvement of community energy efficiency; and • Accessibility enhancements.
116 Municipality of Clarington Page 3 Report FND-007-18
• Signage – wayfinding/directional and gateway; • Streetscaping and landscape improvements (such as benches, planters, lighting, etc.); and • Marketing plan implementation.
Restrictions
2. Proposed Projects
117 Municipality of Clarington Page 4 Report FND-007-18
3. Concurrence
This report has been reviewed by the Director of Engineering and the Director of Planning Services who concur with the recommendations. 4. Conclusion
It is respectfully recommended that the funding agreement and the proposed art competition identified be approved under this funding initiative. 5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Reviewed by: Nancy Taylor, BBA, CPA, CA, Andrew C. Allison, B. Comm, LL.B Director of Finance/Treasurer CAO
Staff Contact: Trevor Pinn, CPA, CA, Deputy Treasurer, 905-623-3379 or [email protected]
Attachments:
Attachment 1 - By-law to authorize execution of a Funding Agreement with AMO – Ontario’s Main Street Revitalization Initiative
There are no interested parties to be notified of Council's decision.
118 Attachment 1 to Report FND-007-18 If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington By-law 2018-XXX
Being a by-law to authorize the execution of a Funding Agreement with the Association of Municipalities of Ontario (AMO) – Ontario’s Main Street Revitalization Initiative.
Whereas the Municipality wishes to enter into an agreement in order to participate in Ontario’s Main Streets Revitalization Initiative;
And Whereas the Municipality acknowledges that funds received through the Agreement must be invested in an interest bearing reserve account until the earliest of expenditure or March 31, 2020;
Now therefore the Council of the Municipality of Clarington enacts as follows:
1. That the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington, and seal with the Corporation seal, a funding Municipal Funding Agreement for the transfer of Main Streets Revitalization Initiatives funds between the Association of Municipalities of Ontario and the Municipality of Clarington as in Schedule A attached hereto.
2. That Schedule A shall form part of this by-law.
Passed in Open Council this 30th day of April, 2018.
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Adrian Foster, Mayor
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C. Anne Greentree, Municipal Clerk
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Clerk's Report
If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 16, 2018
Report Number: CLD-012-18 Resolution:
File Number: By-law Number:
Report Subject: Senior of the Year Nominations
Recommendations:
1. That Report CLD-012-18 be received;
2. That one individual be selected as Clarington's nominee for the 2018 Senior of the Year Award;
3. That all interested parties listed in Report CLD-012-18 and any delegations be advised of Council's decision.
Municipality of Clarington CLD-012-18 Page 2 Report Overview
This report is intended to provide background information regarding the nominations for the 2018 Ontario Senior of the Year award.
1. Background
Ontario Senior of the Year Award
2. Nominations
Nomination Criteria
Municipality of Clarington CLD-012-18 Page 3
• Susan Sheen
3. Concurrence
Not Applicable 4. Conclusion
5. Strategic Plan Application
Not applicable.
Submitted by: Reviewed by: C. Anne Greentree, B.A., CMO, Andrew C. Allison, B. Comm, LL.B Municipal Clerk CAO
Staff Contact: Samantha Gray, Committee Coordinator, 905-623-3379 ext. 2106 or [email protected]
Attachments:
Attachment 1 – Nomination Form and Supporting Documentation (Distributed Separately)
The following is a list of the interested parties to be notified of Council's decision:
Ontario Honours and Awards Secretariat Susan Sheen
Presentations and Handouts Clarington Board of Trade and Office of Economic Development 2017 Year End
Update to Council April 16, 2018 Snapshot of 2017
Our Business is to Support Business 2017 Year End Leads 2018 First Quarter Leads Clarington Serviced Industrial Land Inquiry Assessment Analysis of January 2016 to March 2018 Clarington Industrial Building Inquiry Assessment Analysis of January 2016 to March 2018 New Website
Potential Merger:
Veridian Corporation and Whitby Hydro Energy Corporation
Presentation to Municipal Shareholders
March 2018 2 PRESENTATION Overview
• Why Merge our Companies? • Merger Process • Overview of the Proposed New Energy Services Company • What are the Benefits of this Merger? • Why Not Sell? • A Changing Industry Landscape • Adapting to Changing Industry Landscape • Benefits to Customers • Benefits to Municipal Shareholders • Key Risks of Merging vs. Not Merging • Governance • Next Steps
The purpose of this presentation is to provide an overview of the business case and to provide the rationale to support of the proposed merger of Veridian Corporation ("Veridian") and Whitby Hydro Energy Corporation ("Whitby Hydro") (the "Proposed Merger“ or the "New Energy Services Company").
PRIVILEGED AND CONFIDENTIAL BACKGROUND Why merge our Companies?
We wish to come together to find the efficiencies of scale that will allow us to (1) mitigate future rate increases to our customers, and (2) secure long-term dividends to our municipal shareholders.
The traditional lines and wires electricity distribution businesses are expected to continue to experience significant change. Greater scale and efficiency will be needed to drive the innovation and new investment needed for success.
Therefore, we need the ability to invest in innovative energy services our customers are demanding; otherwise, we risk being left behind while other companies step in to meet the needs of our customers and realize the opportunity created by industry change. 4
Merger Process • A steering committee was struck with representatives of Veridian and Whitby Hydro to oversee the Proposed Merger (the "Steering Committee"); The process has been • A working group consisting of the leadership of both entities was struck to develop the business case and focused on engaging supporting workstreams, with a particular focus on strategy, operations, due diligence, financial forecasting, stakeholders to understand rate impact and synergy estimates; their perspectives on key • Grant Thornton LLP acted as financial advisor to the New Energy Services Company to provide project management, prepare the financial analysis (shareholder and customer benefits, rate impact, pro forma issues and ensuring statements) of the Proposed Merger and provide a fairness opinion; appropriate analysis and • Aird & Berlis LLP acted as legal counsel to New Energy Services Company and prepared all legal due diligence has been documents; completed, including the • Each entity has independent legal counsel that advised on the legal agreements and legal due diligence; following highlights: • Each entity had an independent valuation prepared to confirm the ownership positions;
• Both utilities' employees were kept up to date throughout the entire Merger process;
• Each entities' shareholder(s) engaged their own independent firm to prepare a Peer Review Report on the entire merger process to date. Each report confirmed that the Proposed Merger was beneficial for all stakeholders;
• Synergy estimates were reviewed by an independent synergy consultant to gain comfort that they were achievable and appropriate;
• Customers were engaged through an interactive website, and
• Representatives of the shareholders were engaged to understand their perspectives on key issues including governance and shareholder rights & protections and preliminary feedback was received on the legal agreements. These discussions are continuing and the Board will be updated on material changes that arise.
PRIVILEGED AND CONFIDENTIAL 5 New Energy Services Company: 100% Municipal Ownership
The New Energy Services Company would create a stronger municipally owned and influenced energy services company that is positioned to be a strategic contributor to the long-term success of all its stakeholders and communities.
Whitby Hydro and Veridian believe their combination creates a New Energy Services Company with the right scale and capability to realize the opportunity from a changing industry landscape.
PRIVILEGED AND CONFIDENTIAL 6
What are the Benefits of this Merger?
The Proposed Merger • The shareholders are expected to benefit from approximately $42M of savings over the first 10 years, while the customers will benefit from strengthens our additional savings of over $6.7M every year thereafter (ie. over $109M over the following 15 years). municipally owned and • On average, customers of the New Energy Services Company will enjoy influenced utilities and approximately 3.8% lower distribution / delivery rates than they otherwise would have as customers of their standalone utilities. better positions the New • Stronger and more sustainable cash flow to shareholders in interest and Energy Services Company dividends. to realize the opportunity • The ability to dedicate significant leadership and investment focus on innovation and growth both in the regulated utility and in new non- created in this rapidly regulated businesses. changing industry. • A locally-owned company fully located in our communities to create continued local employment and economic benefits
• Improved customer service through leveraging best practices and capabilities of both utilities.
•A stronger energy and infrastructure partner for our local businesses and communities.
PRIVILEGED AND CONFIDENTIAL 7 BACKGROUND Why Not Sell Instead?
Under a sale option, the shareholders forgo future equity growth of the LDC and their regulated return on equity (approx. 8-9%) in exchange for funds that would be used to pay down, or avoid incurring, debt at municipal borrowing costs, therefore, continued ownership generates a much greater return on capital than other alternatives.
Additionally, the shareholders lose influence over key decisions of the utility that can impact customer power distribution rates and service. Merits: Concerns: • Receive large sum of money and can • Loss of influence over community hydro, local focus potentially be invested in new infrastructure; and power distribution rates; • Remove operational and industry change risk • Loss of further growth opportunities available through a of LDC; and merger (ie. $42M in synergies, affiliate growth and • Take advantage of historically high LDC overall LDC growth) or standalone scenario; valuation (or ratebase multiples). • Loss of corporate head office and employment; • Political risk of what to do with a large sum of money (i.e. hard to replace the current annual cash flow stream at similar risk profile); • Loss of access to increased resources to be used on further non-regulated opportunities; and • Loss of participation in equity growth in utility value.
PRIVILEGED AND CONFIDENTIAL 8 BACKGROUND Why Not Continue with the Status Quo / Stand Alone?
Under a status quo option, the shareholders do not achieve the scale needed to be successful amongst the change being experienced in the industry and forgo the opportunity to realize efficiencies to pass along to customers and shareholders.
The Status Quo option also misses the opportunity to create a continued municipally owned utilities and energy services platform in Southeastern Ontario.
Merits: Concerns: • Continue with existing ownership and • Miss opportunity to realize significant efficiencies for governance model; and customers and shareholders, which will help keep rates • Remove merger and transaction risks. lower than they otherwise would have been; • Loss of access to increased resources from scale and efficiencies to be used on further non-regulated opportunities arising from industry change; • Missed opportunity to de-risk business through greater service territory diversification and scale; • Dividend sustainability becomes a greater risk; • Greater exposure to government actions to force industry consolidation; • Creates opportunities for others to pursue merger partners and limit future opportunity in the region; and • Missed opportunity to create a continued municipally owned utilities and energy services platform in Southeastern Ontario.
PRIVILEGED AND CONFIDENTIAL 9
A Changing Industry Landscape
LDC Pressures to Enhance Scale and Scope
• The customer is always right.
• LDCs are under immense pressure to maintain safe, reliable systems while addressing consumer demand.
• Distributed energy resources (“DERs”) are creating choices consumers have never had (e.g., solar, storage, electric vehicles, smart-home automation).
PRIVILEGED AND CONFIDENTIAL 10
A Changing Industry Landscape
• Increasing focus on collaboration with communities, residential and business customers, and other electricity sector partners to establish new pathways to reliability and affordability.
• DERs are driving a transition toward a system more characterized by two-way flows, with generation and distribution to and within communities.
• This creates an opportunity for distribution utilities to be the common platform for customers regardless of the method they choose to meet their energy needs.
PRIVILEGED AND CONFIDENTIAL 11
Benefits to Customers
2019 to 2028 POST 2028 Rate Certainty Cost Savings
Over the next ten years, all customers will pay Every year thereafter, 100% of the almost less in distribution rates than they otherwise $6.7M of annual cost savings will flow through would have. entirely to the customers.
For the years 11 through 25, these total synergy savings are forecast to amount to over $109M for the customers.
Benefit to All Customers: As a result of sharing in the significant cost savings, all customers of New Energy Services Company are expected to benefit from lower distribution rates than what they would have to pay as customers of their respective utilities.
Avoid Possible Rate Increases from other alternatives: Under a standalone future there is less opportunity for efficiency due to smaller scale, which creates rate increase pressure. Under a sale option to third parties there is concern that there tends to be eventual rate increases once short-term commitments expire.
Potential for More Savings: The cost savings currently being modelled are considered to be achievable withalowriskof degradation of service levels and a high likelihood that that the core principles of the transaction will be maintained. In the event more savings were achieved, an Earnings Sharing Mechanism would be used and the savings would be shared with the customers of the New Energy Services Company resulting in even lower distribution rates and greater shareholder returns.
PRIVILEGED AND CONFIDENTIAL 12
Rate Harmonization
Stand-alone Rates Would Be Higher Customer rates would be higher under the Stand-Alone forecasts. Ten Year Sit-Out Period For the initial ten years following the merger period, each entity will continue with their existing rates subject to inflationary increases less an efficiency factor. This provides rate stability for ten years. Gradual Phased-In Harmonization After Ten Year Sit-Out Period It’s a key customer and regulatory commitment that no customers are harmed by a merger. This means that the rates must be carefully harmonized to ensure that the customer benefits from the merger relative to their stand- alone expectations. Veridian customer power rates on a stand-alone basis are currently lower than Whitby Hydro customer power rates on a stand-alone basis, so gradual harmonization is required to ensure no customer is harmed. During the harmonization period, rates get closer each year until they are fully harmonized after 4-5 years.
Sit‐Out Period Steady Harmonization 2019‐2028 Post 2028 Whitby Hydro and Veridian rates during sitout Rates are steadily brought period increased based on inflation less an closer together for 4‐5 years efficiency factor until they are fully harmonized, getting closer each year
PRIVILEGED AND CONFIDENTIAL 13
Benefits to Customers and Shareholders
Savings Through Economies of Scale:
• Cost savings are expected to arise primarily through employee attrition, as well as other aspects of the businesses such as:
• Elimination of duplicate/overlapping 3rd party administrative services such as legal, auditing, banking and consulting services;
• Cost reductions through consolidating of key systems such as Customer Information System (CIS), Financial Reporting, Call Centre/Phone systems and IT Networks; and
• Distribution System Operations & Maintenance savings: Achieved through review and adoption of each utility’s best practices.
• In total net cost savings of $42M (after transaction and transition costs) during the first 10 years. These savings would total $109M over the next 15 years
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 Total
Cost Savings$ 0.1 $ 2.1 $ 4.7 $ 5.4 $ 5.5 $ 5.6 $ 6.1 $ 6.2 $ 6.3 $ 6.4 $ 48.6 Less: Transition costs (4.0) (2.6) ------(6.6) Net cost savings (3.9) (0.4) 4.7 5.4 5.5 5.6 6.1 6.2 6.3 6.4 42.1
PRIVILEGED AND CONFIDENTIAL 14
Benefits to Customers
Currently, both utilities are • Access to greater resources when responding to major strong service providers and outage events. excel across the different • 24/7 control room capabilities across entire service industry service metrics, but the area. Proposed Merger creates an opportunity to improve even • Improvements in overall customer experience through further. As a result, the New leveraging best practices of both utilities. Energy Services Company • More effectively deliver conservation programs. expects to provide the following service benefits: • Better able to connect new businesses.
• Economies of scale for local businesses that once had to work with two utilities.
• Consistent customer experience for businesses, developers and contractors who operate in the current service areas of both LDCs.
• Continued focus on public and safety standards.
PRIVILEGED AND CONFIDENTIAL 15
Benefits to Municipal Shareholders
The merger is expected to result in all shareholders receiving increased cashflows, over the 17* year period, summarized as follows:
In millions of $CAD Whitby Pickering Ajax Clarington Belleville Total
Standalone Returns Expected dividends$ 46.33 $ 38.09 $ 29.82 $ 12.63 $ 12.36 $ 139.24 Expected Pnote interest 20.76 15.76 12.34 5.23 5.11 59.21 Total Shareholder returns 67.09 53.85 42.16 17.86 17.47 198.44
New Energy & Services Co. Returns Expected dividends 62.52 54.47 42.65 18.07 17.67 195.37 Expected Pnote interest 17.92 13.03 10.20 4.32 4.23 49.70 Total Shareholder returns 80.44 67.50 52.85 22.39 21.90 245.07
Change in Shareholder Returns Increase/(decrease) in dividends 16.18 16.38 12.82 5.43 5.31 56.13 Increase/(decrease) in pnote interest (2.84) (2.73) (2.14) (0.91) (0.89) (9.51) Total Shareholder returns$ 13.34 $ 13.64 $ 10.68 $ 4.53 $ 4.43 $ 46.62
*17 years was used for the forecast period based on current company forecasts and expected rate filings
The above table represents a dividend payout ratio for the regulated operations of the New Energy Services Company of 52.5% of annual net income.
PRIVILEGED AND CONFIDENTIAL 16
Benefits to Municipal Shareholders
• We also looked at the rate of return ("IRR") each shareholder is currently earning on their investment in their respective LDCs and compared this IRR to their estimated IRR as a shareholder of the New Energy Services Company.
• In addition to the increased cash returns, Veridian shareholders could see a 159 bps increase in their return while Whitby Hydro shareholders could see a 286 bps lift.
• The return includes their share of expected free cashflows as well as their share in the value of the New Energy Services Company as a whole.
PRIVILEGED AND CONFIDENTIAL 17
Key Risks of Merging vs. Not Merging
Risk of not merging: Risk of merging:
• Lost opportunity to realize merger efficiencies for • Achieving less savings than projected for customers and customers and shareholders, including foregoing sunk shareholders due to integration challenges. transaction costs. • Loss or dilution of control moving from single shareholder • Lack of scale and financial capacity hinders ability to models to multi-shareholder models. develop core or new services and/or respond to • Cultural alignment challenges between organizations. industry change/increased competition in an uncertain • Unsatisfactory regulatory decisions or support through the future. merger process • Risk of future dividend stream. • Risk of provincial government policy or regulatory change that forces merger, penalties for not merging Risk mitigation: Focus on strong leadership or puts forecasted dividends at risk. and post merger integration to realize savings • Lost opportunity to create platform for growth, and mitigate risk, supported by strong improved reliability and greater regional collaboration. governance and shareholder agreement • Loss of first mover advantage to become lead protections. consolidator in Southeastern Ontario. • LDC merger candidates may pursue other suboptimal options.
PRIVILEGED AND CONFIDENTIAL 18
Governance
A collaborative process was taken to gather input from shareholders and the Boards of Directors of Whitby Hydro and Veridian, as well as consider governance best practices and regulatory requirements.
Legend Mayor or Designate
Non-Shareholder Independent Board Member New Energy Services Company Board of Directors (11) Independent (not Holdco Board) Holding Company
*OEB requires that one third of LDC directors not be directors of affiliates
LDC Co. Non-regulated
Board of Directors (7) Board of Directors (5)
PRIVILEGED AND CONFIDENTIAL 19
Next steps
If the Board of Directors of each entity and the Shareholders choose to approve the Proposed Merger, the following next steps will occur:
1. The Merger Participation Agreement would be executed.
2. The MAAD Application would be prepared and submitted for regulatory approval.
3. Key governance and leadership positions would be appointed based upon the processes described in the detailed business case.
4. Detailed post merger integration preparation would begin.
5. Following MAAD approval by the OEB (expected in the second half of 2018), the amalgamation would proceed and the Shareholder Agreement would be executed.
PRIVILEGED AND CONFIDENTIAL