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Special General Government Committee

Minutes

Meeting #:
Date:
Time:
-
Location:
Council Chambers or Microsoft Teams
Municipal Administrative Centre
40 Temperance Street, 2nd Floor
Bowmanville, Ontario
Members Present:
  • Mayor A. Foster, 
  • Councillor G. Anderson, 
  • Councillor S. Elhajjeh, 
  • Councillor L. Rang, 
  • Councillor W. Woo, 
  • and Councillor M. Zwart 
Regrets:
  • Councillor C. Traill 
Staff Present:
  • M. Dempster, 
  • J. Newman, 
  • L. Patenaude, 
  • G. Acorn, 
  • S. Brake, 
  • R. Maciver, 
  • T. Pinn, 
  • C. Salazar, 
  • and D. Speed 
Other's Present:
  • P. Davidson, M. Pick, L. Pinto, J. MacLean

     

Mayor Foster called the meeting to order at 9:32 a.m.

Councillor Woo led the meeting in the Land Acknowledgement Statement.

There were no disclosures of interest stated at this meeting.

Karen R. Wianecki, M.PI., MCIP, RPP, Director of Practice, Planning Solutions Inc. and Justin MacLean, Manager, Strategy, Intergovernmental Affairs and Transformation, were present regarding the 2024-2027 Strategic Plan. Using an electronic presentation, Karen provided an overview of the demographic, economic, environmental, socio-cultural, and technological changes. K. Wianecki explained how the Strategic Plan aligns with the multi-year budget and outlined the strategic investments and strategic planning integrated process. Justin MacLean provided an overview of how the Strategic Plan was created, how the draft Plan was presented to the public and the top priorities identified by survey respondents and Council. Karen outlined the community engagement results and provided an overview of the enhancements and structure of the Plan, including the mission and vision. Justin provided an overview of the objective and outcomes of each pillar and explained the multi-year budget priorities, actions and how the Strategic Plan will be implemented. Justin and Karen answered questions from Members of Committee.

  • Resolution #GG-189-23
    Moved byCouncillor Woo
    Seconded byCouncillor Elhajjeh

    That Report CAO-020-23 and any related delegations or communication items, be received;

    That Council endorse the 2024 - 2027 Strategic Plan, attached to Report CAO-020-23, as Attachment 2;

    That Staff be directed to implement the Plan and report on progress annually;

    That Council direct staff to develop a performance measurement framework that will support the implementation of the Strategic Plan; and

    That all interested parties listed in Report CAO-020-23 and any delegations be advised of Council’s decision.

    Yes (6)Mayor Foster, Councillor Anderson, Councillor Zwart, Councillor Rang, Councillor Elhajjeh, and Councillor Woo
    Absent (1)Councillor Traill
    Carried on a recorded vote (6 to 0)

    Later in the meeting, see following motion.


  • Recess

    Resolution #GG-190-23
    Moved byCouncillor Anderson
    Seconded byCouncillor Woo

    That the Committee recess for 10 minutes.

    Carried

    The meeting reconvened at 10:30 a.m. with Mayor Foster in the Chair.

    The foregoing Resolution #GG-189-23 was then carried on a recorded vote.


Trevor Pinn, Deputy CAO/Treasurer was present regarding Clarington's 2024-2027 Proposed Budget. Using an electronic presentation, Trevor outlined the population actuals from 2001 to 2021 and the growth forecast to 2051. Trevor explained the long-term financial planning roadmap, the pillars of financial planning, and the long-term financial plan funnel. T. Pinn provided an overview of the following:

Chapter 1 - Introduction

  • Projected Property Assessment 
  • 2023 Accomplishments
  • Capitalizing on Grants
  • Tax Allocation
    • 50% to the Region of Durham
    • 33% to the Municipality of Clarington
    • 17% to the Province of Ontario
  • Projected Tax Levy (4.1%)
  • Budget Process
  • Staffing Requests 
  • Commitment to Continuous Improvement

Chapter 2 - Operating Budget

  • Operating Budget and Highlights
  • External Agency Requests
  • Long-term Debt

Chapter 3 - Capital Budget

  • Asset Management Plan
  • Capital Investment by Asset Category
  • Bridges and Culverts
  • Buildings
  • Miscellaneous Equipment
  • Parking Lots
  • Parks
  • Roads and Related

Chapter 4 - Reserves and Reserve Funds

  • Reserves and Reserve Funds
  • Obligatory and Discretionary Reserve Funds

Chapter 5 - Supplemental Information

  • Business Cards
  • Economic and Legislative Information
  • Acronyms and Glossary

Next Steps

  • Amendments
    • November 24, 2023 Special General Government Committee
    • December 4, 2023 Special Council (Council may waive the remaining time to make amendments)
  • Mayoral Veto - 10 days following amendments and can be shortened.
  • Override - only if there is a veto and requires 2/3 Council support.
  • Recess

    Resolution #GG-191-23
    Moved byCouncillor Elhajjeh
    Seconded byCouncillor Zwart

    That the Committee recess until 1:00 p.m.

    Carried

    The meeting reconvened at 1:00 p.m. with Mayor Foster in the Chair.


Monika Machacek, Chief Executive Officer, Clarington Library, Museums, and Archives, and Tenzin Shomar, Vice-Chair, Public Library Board were present regarding the Clarington Public Library, Museums and Archives 2024-2027 Operating and Capital Budget Request. Tenzin requested an extension to their delegation.

  • Suspend the Rules

    Resolution #GG-192-23
    Moved byCouncillor Anderson
    Seconded byCouncillor Elhajjeh

    That the Rules of Procedure be suspended to extend the delegation for an additional 3 minutes.

    Carried

    Using an electronic presentation, Tenzin provided an overview of their key performance indicators, municipal funding trends, and strategic priorities and objectives. Monika Machacek provided an overview of the 2024-2027 budget, highlighting their request of $344,823.25. M. Machacek explained their variance analysis, Ontario Public Library Staffing guidelines, key performance and major indicators, and FTE Requests. Monika outlined their capital requests, centralizing and consolidating assets, and the impact of consolidating assets. Monika provided an overview of the Bowmanville Library Branch renovation and answered questions from Members of Committee.


David Penney, President, and Denise Allen, Executive Director, Bowmanville Older Adult Association (BOAA), were present regarding the BOAA's 2024 Operating and Capital Budget. Denise Allen provided an overview of their mission and vision statements and outlined the programs they offer, noting the increase in participation. D. Allen provided an overview of their 2023 events, participation outcome, volunteer hours, community outreach, the age of participants, and the regional break down. Denise outlined the 2023 Membership Survey results and highlighted their grant request of $344,055. Denise answered questions from Members of Committee.

Veronica Breen, Clarington Youth Centre Coordinator, John Howard Society of Durham, was present regarding the 2024 Operating and Capital Budget. Using an electronic presentation, Veronica provided an overview of their mission and vision statement, programs, and pillars. V. Breen explained that they offer programs free of charge and outlined their attendance numbers. Veronica stated they had their 16th Annual Haunted Maze night at Watson Farms, which consisted of 90 volunteers. V. Breen highlighted their budget request of $285,097, which is a reduced amount as they have a surplus. Veronica outlined their goals for 2024 and answered questions from Members of Committee.

Melissa Rudan, Lead, Community Capital Development, and James Meloche, Chief Executive Officer, Community Care Durham, were present regarding the 2024 Operating and Capital Budget. James provided an overview of their staff, volunteers, and clients in Clarington. J. Meloche explained their mission and vision statement. Melissa outlined their programs, services, testimonials, and transportation. James highlighted their request of $53,476 and explained the benefits to Clarington residents. J. Meloche requested Clarington's continued support advocating for community support services and answered questions from Members of Committee.

Dionne Powlenzuk, Director, and Jen Berger, Board President, Visual Arts Centre, were present via electronic means, regarding the 2024 Operating and Capital Budget. Using an electronic presentation, Jen highlighted their request of $234,826 and provided an overview of their programs, events, and exhibits. Jen explained that they received student grants and outlined their workshops. Jen and Dionne answered questions from Members of Committee.

Crystal Yaki, Chair, Newcastle Community Hall Board, and Theresa Vanhaverbeke were present regarding a request for Funding to Install Air Conditioning at Newcastle Town Hall. Using an electronic presentation, Theresa provided an overview of the Board's decision to request funding for air conditioning. T. Vanhaverbeke explained the benefits of air conditioning and outlined the cost estimate and next steps for implementation. Theresa stated that they are hosting a holiday lunch on December 25, 2023, and would like to announce support for the air conditioning. Theresa and Crystal answered questions from Members of Committee.

  • Alter the Agenda

    Resolution #GG-193-23
    Moved byCouncillor Woo
    Seconded byCouncillor Zwart

    That the Agenda be altered to consider Item 8, Consideration for a Plan for Growth: Clarington's Proposed 2024-2027 Budget, at this time.

    Carried
  • Resolution #GG-194-23
    Moved byCouncillor Woo
    Seconded byCouncillor Elhajjeh

    That in accordance with Ontario Regulation 530/22 Section 7 (4), of the Municipal Act, Council shortens the 30-day period to pass resolutions making an amendment to the proposed budget; and

    That the period be shortened to December 4, 2023.

  • Amendment

    Resolution #GG-195-23
    Moved byCouncillor Rang
    Seconded byCouncillor Anderson

    That the 2024-2027 Proposed Budget be amended to increase the transfer to reserve funds for playground equipment by $82,000; and

    That the 2024-2027 Proposed Budget be amended to add $82,000 for Various Parks Upgrades for the replacement of additional playground equipment per the prioritized list of playgrounds.

    Carried
  • Amendment

    Resolution #GG-196-23
    Moved byCouncillor Rang
    Seconded byCouncillor Anderson

    That the 2024-2027 Proposed Budget be amended to add $205,000 to Forestry Services to increase the service level as follows:

    • $115,000 to increase the removal of dead trees;
    • $15,000 to increase the program offered by LEAF to residents; and
    • $75,000 to purchase, approximately 100, additional trees for planting.

    That the 2024-2027 Proposed Budget be amended by adding $205,000 per year to the tax levy, to fund the additional service level.

    Carried
  • Amendment

    Resolution #GG-197-23
    Moved byCouncillor Woo
    Seconded byCouncillor Zwart

    That the 2024-2027 Proposed Budget be amended to add $650,000 to the capital investments for the addition of air conditioning to the Newcastle Community Hall to be funded by debentures;

    That the Deputy CAO/Treasurer be authorized to make application to the Region of Durham for the necessary debentures, such term at the discretion of the Deputy CAO/Treasurer; and

    That the Newcastle Community Hall be required to fund $325,000 of the principal of the debenture, such terms of payment to be at the discretion of the Deputy CAO/Treasurer.

    Carried
  • Councillor Rang left the meeting at 2:58 p.m.

    Amendment

    Resolution #GG-198-23
    Moved byCouncillor Anderson
    Seconded byCouncillor Elhajjeh

    That the 2024-2027 Proposed Budget be amended by adding $20,000 to various playground upgrades to include investigating converting the underutilized field space at Lord Elgin Park into a multi-purpose field including a cricket pitch, subject to the recommendations of the Parks, Recreation and Culture Master Plan; and

    That the 2024-2027 Proposed Budget be amended by adding $20,000 per year to the tax levy.

    Motion Withdrawn
  • Amendment

    Resolution #GG-199-23
    Moved byCouncillor Elhajjeh
    Seconded byCouncillor Anderson

    That the 2024-2027 Proposed Budget be amended to add $290,000 to the capital investments for the Solina Park tennis courts, basketball court, and fencing; and

    That the 2024-2027 Proposed Budget be amended to add $290,000 to the tax levy.

    Motion Lost
  • Amendment

    Resolution #GG-200-23
    Moved byCouncillor Anderson
    Seconded byCouncillor Elhajjeh

    That streetlights be added to the corner of Nash Road and Bowmanville Avenue.

    Yes (5)Mayor Foster, Councillor Anderson, Councillor Zwart, Councillor Elhajjeh, and Councillor Woo
    Absent (2)Councillor Traill, and Councillor Rang
    Carried on a recorded vote (5 to 0)
  • Amendment

    Resolution #GG-201-23
    Moved byCouncillor Elhajjeh
    Seconded byCouncillor Anderson

    That the 2024-2027 Proposed Budget be amended to add $15,000 to the capital investments to purchase wind screen netting/protection for the Stuart Park pickleball courts; and

    That the 2024-2027 Proposed Budget be amended to add $15,000 to the tax levy.

    Carried
  • Main Motion as Amended

    Resolution #GG-202-23
    Moved byCouncillor Woo
    Seconded byCouncillor Elhajjeh

    That in accordance with Ontario Regulation 530/22 Section 7 (4), of the Municipal Act, Council shortens the 30-day period to pass resolutions making an amendment to the proposed budget;

    That the period be shortened to December 4, 2023;

    That the 2024-2027 Proposed Budget be amended to increase the transfer to reserve funds for playground equipment by $82,000; 

    That the 2024-2027 Proposed Budget be amended to add $82,000 for Various Parks Upgrades for the replacement of additional playground equipment per the prioritized list of playgrounds;

    That the 2024-2027 Proposed Budget be amended to add $205,000 to Forestry Services to increase the service level as follows:

    • $115,000 to increase the removal of dead trees;
    • $15,000 to increase the program offered by LEAF to residents; and
    • $75,000 to purchase, approximately 100, additional trees for planting.

    That the 2024-2027 Proposed Budget be amended by adding $205,000 per year to the tax levy, to fund the additional service level;

    That the 2024-2027 Proposed Budget be amended to add $650,000 to the capital investments for the addition of air conditioning to the Newcastle Community Hall to be funded by debentures;

    That the Deputy CAO/Treasurer be authorized to make application to the Region of Durham for the necessary debentures, such term at the discretion of the Deputy CAO/Treasurer;

    That the Newcastle Community Hall be required to fund $325,000 of the principal of the debenture, such terms of payment to be at the discretion of the Deputy CAO/Treasurer;

    That streetlights be added to the corner of Nash Road and Bowmanville Avenue;

    That the 2024-2027 Proposed Budget be amended to add $15,000 to the capital investments to purchase wind screen netting/protection for the Stuart Park pickleball courts; and

    That the 2024-2027 Proposed Budget be amended to add $15,000 to the tax levy.

    Yes (5)Mayor Foster, Councillor Anderson, Councillor Zwart, Councillor Elhajjeh, and Councillor Woo
    Absent (2)Councillor Traill, and Councillor Rang
    Carried on a recorded vote (5 to 0)
  • Resolution #GG-203-23
    Moved byCouncillor Elhajjeh
    Seconded byCouncillor Zwart

    That Report FSD-044-23, and any related delegations or communication items, be received; and

    That the Long-Term Financial Planning Framework attached to Report FSD-044-23 be approved; and

    That all interested parties listed in Report FSD-044-23, and any delegations be advised of Council’s decision.

    Carried
  • Resolution #GG-204-23
    Moved byCouncillor Elhajjeh
    Seconded byCouncillor Anderson

    That the meeting adjourn at 3:48 p.m.

    Carried