General Government Committee

That the Agenda for the General Government Committee meeting of March 29, 2021, be adopted as presented.

That the minutes of the regular meeting of the General Government Committee meeting held on March 8, 2021, be adopted.

That Item 8.1, Delegation of Janet Moher, Regarding a Request for a By-law to Regulate Feeding Seagulls and attached correspondence, be

That Communication Items 9.1 and 9.2, be received for information.

That Staff be directed to pursue contributions for the project under 2022-2023 RSIP-ITR funding cycle.

That the status quo be maintained at this time; and That Staff continue to review and consider other options that may help improve traffic flow and vehicular safety at the Highway 401, Baseline Road and Duke Street intersection.

That Staff be directed to advertise and promote a second intake under the Program with an application deadline of August 31, 2021.

That the following resolution from the Accessibility Advisory Committee, regarding Service Ontario Bowmanville, be endorsed by the Municipality of Clarington: Whereas the current COVID-19 social distancing requirements have impacted the number of people allowed inside businesses at one time; Whereas the current Service Ontario Bowmanville location lacks the necessary indoor space to comply with current public health guidelines on COVID-19 social distancing; Whereas residents of Clarington, especially persons with disabilities, cannot line up outside for hours on end for government services; Whereas the Clarington Accessibility Advisory Committee supports the need to make government services accessible to everyone, especially people with disabilities; Now therefore be it resolved that Staff be directed to write to Members of Provincial Parliament, Lisa Thompson, Minister of Government and Consumer Services, Raymond Cho, Minister of Seniors and Accessibility and Ministry staff, urging the privately operated Service Ontario Bowmanville location to adopt available technology to increase its accessibility to residents during these uncertain times, including the adoption of appointment software and that they establish protocols to address persons with disabilities who are required to attend for in-person services.

That the Mayor and Clerk be authorized to execute the Fire Safety Grant Transfer Payment Agreement.

That the Presentation of Jeff Haskins, East Division, Officer-in-Charge, Durham Regional Police Service, regarding a Community Safety Update, be received with thanks.

That the Committee recess for 10 minutes.

That Report PWD-019-21 be received; That Courtice Shores Drive be improved with surface treatment from the south limit to the tunnel under the CN Rail line; That Staff be directed to proceed with the construction of identified parking facilities on-street and the creation of parking facilities off-street at the Courtice waterfront; That the construction of the identified parking facilities be funded through the Rate Stabilization Fund; and That all interested parties listed in Report PWD-019-21 and any delegations be advised of Council’s decision.

That the foregoing Resolution #GG-260-21 be amended by adding the following at the end: That Staff report back to a General Government Committee meeting after determining the ownership and discussions with the owner identified.

That the foregoing Resolution #GG-260-21 be amended by adding the following at the end: That Staff be directed to adjust the on-street parking vs. off-street parking to accommodate large trees.

That Report PWD-020-21 be received; That the Municipality of Clarington be authorized to enter into a Road Construction Agreement with Smooth Run Developments Inc., Brookfield Residential (ON) LP, and Go Home Investments Inc. for roadworks on North Street, Grady Drive, and Regional Road 17; That the estimated funds for the Municipality’s share of the costs in the amount of $1,139,057 (Net HST Rebate) be funded from the following accounts: Description Account Number Amount North St Sidewalk (2017) 110-32-331-83273-7401 $85,000 North St Reconstruction (2019, 2020) 110-32-330-83273-7401 $400,000 Structures Rehabilitation (2020) 110-32-330-83275-7401 $410,173 Reg. Rd. 17 Sidewalk (2020) 110-32-331-83428-7401 $160,819 Pavement Rehabilitation (2020) 110-32-330-83456-7401 $83,065 That all interested parties listed in Report PWD-020-21 and any delegations be advised of Council’s decision.

That Report CSD-001-21 be received; and That Council approve the proposed rates and fees as outlined in Attachment 1 of Report CSD-001-21 for the period September 1, 2021 to August 31, 2022.

That Report LGS-014-21 be received; That the Committee consider the applications for appointments to the Energy from Waste – Waste Management Advisory Committee, and that the vote be conducted to appoint the citizen representatives, in accordance with the Appointment to Boards and Committees Policy; and That all interested parties listed in Report LGS-014-21 and any delegations be advised of Council’s decision.

That Report FSD-014-21 be received for information.

That Report FND-015-21 be received; That the Purchasing Manager in consultation with the Director of Public Works be given the authority to extend contract CL2016-12 Traffic Sign Reflectivity Inspection Program for an additional one-year term ending December 31, 2021; That Advantage Data Collection be awarded the additional one-year extension to their existing contract CL2016-12 for Traffic Sign Reflectivity Inspection for an approximate value of $65,000 (Net HST Rebate); That the estimated funds required for the additional one-year term in the amount of $65,000 (Net HST Rebate) be funded by the Municipality as provided from the following accounts: Description Account Number Amount Safety Devices/Traffic Signs/Misc. Oper. Supply 100-36-384-10315-7112 $65,000 That all interested parties listed in Report FND-015-21 and any delegations be advised of Council’s decision.

That Report FSD-016-21 be received; That the proposal received from Moon-Matz Ltd, being the most responsive bidder meeting all terms and conditions and specifications of RFP2021-2 be awarded the contract for the provision of architectural design, contract administration and engineering services to complete the interior renovations at The Shaw House, 156 Church St.; That the total funds required for this project in the amount of $59,936.64 (Net HST Rebate) be funded from the approved budget allocation as provided from the following account: Description Account Number Amount 156 Church St. Renovations - 2020 110-36-370-83472-7401 $59,937 That all interested parties listed in Report FSD-016-21 and any delegations be advised of Council’s decision.

That Report FSD-017-21 be received; and That the Director of Financial Services/Treasurer is authorized to reallocate up to $235,000 from the “Various Streetlights Project” capital account to the “LED Conversion Project” capital account to complete the necessary streetlight conversions.

That Report FSD-018-21 be received; That Howe’s Your Yard with an estimated annual bid amount of $537,700 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of tender CL2021-5 be awarded the contract for an initial three-year term for Grass Cutting and Median Maintenance Services, as required by the Public Works Department; That pending satisfactory performance, the Purchasing Manager, in consultation with the Director of Public Works be given the authority to extend the contract for this service for up to two additional one-year terms; That the estimated funds required for the first-year term in the amount of $537,700 (Net HST Rebate) be funded by the Municipality as provided. The funds required for the second-year term and the third-year term in the estimated amount of $1,075,400 (Net HST Rebate) will be included in future budget accounts. The funding required for the initial one-year term will be funded from the following accounts: Description Account Number Amount Parks Maintenance – Contract – Grass Cutting 100-36-325-10115-7155 $537,700 That all interested parties listed in Report FSD-018-21 and any delegations be advised of Council’s decision.

That Report FSD-019-21 be received; That W.O. Stinson & Son Ltd. with an estimated annual bid of $479,800 (Net HST Rebate) being the lowest bidder meeting all terms, conditions and specifications of CL2021-6 be awarded the contract an initial three-year term for the Supply and Delivery of Bulk Gas and Diesel Fuels, as required by the Public Works Department, Emergency and Fire Services Department, Legislative Services Department and the Community Services Department; That pending satisfactory performance, the Purchasing Manager, in consultation with the Director of Public Works and the Director of Emergency and Fire Services be given the authority to extend the contract for this service for up to two additional one-year terms; That the funds required for the first-year term in the estimated amount of $479,800 (Net HST Rebate) be funded from respective fleet approved operating budgets as required. The funds required for the second and third-year term in the estimated amount of $959,600 (Net HST Rebate) will be included in future budget accounts; and That all interested parties listed in Report FSD-019-21 and any delegations be advised of Council’s decision.

That the Municipality of Clarington remit to the Bowmanville BIA a sum not to exceed $30,000 funded from the Municipality’s Safe Restart Program funding received from the Province of Ontario, to cover 50% of the cost to perform social media engagement for the Bowmanville BIA, the Newcastle BIA and the Orono BIA and that the unfunded costs be negotiated between the Bowmanville BIA, the Newcastle BIA and the Orono BIA. Yes (4) Mayor Foster, Councillor Anderson, Councillor Traill, and Councillor Zwart No (2) Councillor Jones, and Councillor Neal

Whereas many hall boards have little to no bookings due to COVID-19 and are struggling to cover the costs of utilities and PPE; and Whereas even before COVID-19 many boards struggled to cover their utilities, maintenance and snow removal costs, significantly deterring volunteerism and contributing to low morale. Now therefore be it resolved that Staff report back on eligibility criteria for hall boards to apply for one-time funding from the Tax Rate Stabilization Reserve Fund (which would be supported by the Safe Restart funds we got from the Province) to each hall in addition to the $3000.00 grant they have already received for an amount to be determined per hall board on the basis of need to cover utilities, PPE and other expenses for the 2021 year; and That Staff report back on long-term funding options for hall boards with respect to ongoing snow removal, utilities and maintenance where the hall boards may be struggling financially in order to ensure the long-term viability of the local boards.

Whereas there was extensive discussion during the 2021 budget about the status of playgrounds across Clarington; Whereas some older playgrounds in Clarington are in need of repairs and upgrades; Whereas there are innovative new options for playgrounds that include outdoor gym equipment and ziplines which might be appropriate based on the character of the neighbourhood and usage patterns; and Whereas Council would like to ensure that the Municipality is providing safe and accessible playground equipment for children; Now therefore be it resolved that Staff conduct an assessment of all Clarington playgrounds and report back to the General Government Committee in November 2021; and That the assessment shall examine the state of all playgrounds with regard to the following criteria: safety and accessibility; repairs and maintenance; the character of neighbouring community, usage patterns, and innovation with respect to equipment. Yes (4) Mayor Foster, Councillor Anderson, Councillor Neal, and Councillor Traill No (3) Councillor Hooper, Councillor Jones, and Councillor Zwart

That the Rules of Procedure be suspended to add a New Business Item regarding a Traffic Management Advisory Committee.

That Staff report back in the fall of 2021 with a draft Terms of Reference for a permanent Traffic Management Advisory Committee be formed with Council, citizen and DRPS representatives modelled on the Traffic Management Committee formed on December 6, 1999, through Report WD-48-99 to: Meet quarterly either via Zoom or later, in-person, to review existing and future traffic management practices and receive, review and if necessary, take action on resident complaints, questions and concerns related to traffic; Review published Traffic Calming Guidelines and prepare a Municipal policy on traffic calming, for Council's consideration and to facilitate requests from the public for implementation of traffic calming measures as set forth in the policy; Report back to Council in the spring of 2021 with the draft policy, which shall include mechanisms to implement TMAC recommendations (including, but not limited to: a reporting link on the Clarington website, a monitored email account and a separate Facebook page) for the public to engage directly with the Traffic Management Advisory Committee (“TMAC”); Present to Council bi-annually; and That all interested parties be advised of Council’s decision.

That, in accordance with Section 239 (2) of the Municipal Act, 2001 , as amended, the meeting be closed for the purpose of discussing the following matters that deal with: personal matters about an identifiable individual, including municipal or local board employees; labor relations or employee negotiations; litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; and advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

That the meeting adjourn at 4:07 p.m.

That Report FSD-018-21 be received; That Howe’s Your Yard with an estimated annual bid amount of $537,700 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of tender CL2021-5 be awarded the contract for an initial three- year term for Grass Cutting and Median Maintenance Services, as required by the Public Works Department; That pending satisfactory performance, the Purchasing Manager, in consultation with the Director of Public Works be given the authority to extend the contract for this service for up to two additional one-year terms; That the estimated funds required for the first-year term in the amount of $537,700 (Net HST Rebate) be funded by the Municipality as provided. The funds required for the second-year term and the third-year term in the estimated amount of $1,075,400 (Net HST Rebate) will be included in future budget accounts. The funding required for the initial one-year term will be funded from the following accounts: Description Account Number Amount Parks Maintenance – Contract – 100-36-325-10115-7155 $537,700 Grass Cutting That all interested parties listed in Report FSD-018-21 and any delegations be advised of Council’s decision.

That Staff report back in the fall of 2021 with a draft Terms of Reference for a permanent Traffic Management Advisory Committee be formed with Council, citizen and DRPS representatives modelled on the Traffic Management Committee formed on December 6, 1999, through Report WD-48-99 to: 1. Meet quarterly either via Zoom or later, in-person, to review existing and future traffic management practices and receive, review and if necessary, take action on resident complaints, questions and concerns related to traffic; 2. Review published Traffic Calming Guidelines and prepare a Municipal policy on traffic calming, for Council's consideration and to facilitate requests from the public for implementation of traffic calming measures as set forth in the policy; General Government Committee Minutes March 29, 2021 3. Report back to Council in the spring of 2021 with the draft policy, which shall include mechanisms to implement TMAC recommendations (including, but not limited to: a reporting link on the Clarington website, a monitored email account and a separate Facebook page) for the public to engage directly with the Traffic Management Advisory Committee (“TMAC”); 4. Present to Council bi-annually; and That all interested parties be advised of Council’s decision.