Regular Council Meeting

That the minutes be adopted.

That the proclamation for Trans Day of Remembrance - November 20, 2013 be endorsed.

1. That Council endorse ArtFest as an annual event held annually in July and coordinated by Group 74, a local not for profit community organization; 2. That Council direct an allocation in the amount of $1,420 to be included in the Planning and Development Department‟s 2014 Downtown Events budget to cover the projected costs associated with the Annual ArtFest as supported by Group 74; 3. That a copy of this report and Council resolution be forwarded to Group 74 for their information; 4. That the Public Communications Plan be amended to also include the Station Gallery website and the Region of Durham Art of Transition weblink; and 5. That the Strategic Priorities be amended to also include creative and cultural art in relation to successful downtowns.

1. That Planning Report No. PL 104-13 be received for information; 2. That the interested parties from the June 5, 2013 Public Information Session be advised of further meetings with respect to the Doctor‟s House; and, 3. That the comments received at the Public Information Session be taken into consideration at such time as a formal planning application is made on the Doctor‟s House property.

1. That the update on the reciprocal services provided by the Town of Whitby and the Abilities Centre for Abilities Centre members no- charge access to public swims at the Anne Ottenbrite Pool; and, for Whitby Seniors Services (WSS) members no-charge access to the Abilities Centre (AC) walking track be received as information; 2. That Council approve the expansion of reciprocal services to include additional Town of Whitby aquatic programs to be offered at a 25% price discount to AC members in exchange for a similar price discount on Abilities Centre health and wellness and sports programs for WSS members as outlined in the staff report; Page 4 of 19 Regular Council Minutes November 18, 2013 -7:00 PM 3. That the Memorandum of Understanding between the parties be updated to reflect the expansion of programs, use of facilities and exchange of services; and, 4. That the expansion of reciprocal services between the parties take effect on December 1, 2013.

1. That Council approve the proposed user fees presented in Community and Marketing Services Department Report CMS 51-13 and as outlined in Attachment No. 1 – 2014 CMS Program and Service Fees and Port Whitby Marina Fees; 2. That the effective period for the proposed user fees outlined in Attachment No. 1 be approved as follows: o CMS Program and Service Fees: March 24, 2014 to March 22, 2015 o Port Whitby Marina Fees: February 15, 2014 to February 14, 2015; 3. That Council repeal Schedule 1 to By-law No. 6674-12 being a by- law for certain services and activities provided or offered by the Community and Marketing Services Department; 4. That Council authorize the Clerk to bring forward a new by-law for approval to implement the proposed new user fees as outlined in the staff report; and, Page 5 of 19 Regular Council Minutes November 18, 2013 -7:00 PM 5. That staff report back to Council regarding proposed user fees for Sports Fields and Arena Ice/Floor Rental fees and Banquet Hall and Facility Rental Fees for 2014/2015.

That Item 3 of the main motion be divided in order to deal with it separately.

Page 7 of 19 Regular Council Minutes November 18, 2013 -7:00 PM That Item 3 of the main motion be amended to reflect: 3. That the portion of the Lease Agreement that deals with food carts, serving Victoria Fields, be

That Council approve the proposed amendment to the Ice Allocation Policy as outlined in Community and Marketing Services Report CMS 53-13.

1. That Council approve the relocation of the Whitby Courthouse Theatre‟s office in the basement to a vacant office on the main floor within the Centennial Building at no additional rental cost to the tenant; and, 2. That staff be authorized to install a new sign at the King Street entrance to the Centennial Building parking lot to promote the Whitby Courthouse Theatre and the Whitby Brass Band and that the costs associated with the sign and its installation be shared equally by the Town and the two tenants.

1. That Council approve the installation of AVL in all Public Works and Legal Services vehicles and rolling stock; 2. That the capital cost of $77K be funded from one time reserves, namely the Long Term Finance Reserve Fund; and 3. That the estimated annual operating cost of $48K be included in the 2014 and ongoing annual operating budgets.

1. That Report No. CS 89-13 of the Commissioner of Corporate Services/Treasurer regarding 2012 insured claims be received as information; and 2. That Council approve the target balance of the Insurance Reserve Fund at $1.3 million.

Page 9 of 19 Regular Council Minutes November 18, 2013 -7:00 PM That a by-law be brought forward to allow for the Interim Tax Billing for the 2014 taxation year and that By-law No. 6676-12 be repealed.

That Report No. CS-91-13 of the Commissioner of Corporate Services/Services be received as information.

That the 2014 Capital Maintenance projects shown in Attachment 1, be granted pre-budget approval for the purpose of early tendering to take advantage of pricing opportunities and work-plan accommodation.

1. That Council direct staff to undertake the recommended actions as contained in Report PW 11-13, “Emerald Ash Borer (EAB) Action Plan”; 2. That Council approve the hiring of a Forestry Technician to manage the EAB program and undertake other forestry duties including, but not limited to, the implementation of an Urban Forestry Management Plan and development of an Invasive Species Management Strategy. The funding of which would be from the operating budget with an estimated 2014 impact of $47,500; 3. That subject to the hiring of a Forestry Technician, Council approve the inclusion of $364,000 in the 2014 capital budget to be funded from one time reserves, to be utilized for a combination of tree removal, replacement planting, wood waste disposal and treatment of ash trees; and 4. That staff continue to evaluate and refine future budget requirements as related to EAB, including developing a strategy for managing safety relating to existing ash trees within the Town‟s woodlots.

1. That Report PW 33-13 be received as information; and 2. That Council endorse the letter as shown in Attachment 1 of Public Works Report PW 33-13 and it be forwarded to the Region of Durham.

That Item 4 of the main motion be amended as follows: 4. That the referendum question read as follows: Are you in favour of the Council of the Town of Whitby passing a resolution requesting that the Council of the Region of Durham take the necessary steps to reduce the size of Regional Council by distributing the seats based on the population of each municipality? Yes No The main motion, as amended, was then

1. That Report CAO 12-13 of the Town Clerk/Chief Administrative Officer be received; 2. That Council enact a by-law to repeal and replace Procedural By-law No. 6125-08, substantially in the form of the draft by-law included as Attachment No. 1 to this report; and 3. That the Town Clerk be authorized to take the necessary action to give effect thereto.

1. That Planning Report Item PL 105-13 be received as information; 2. That Council adopt the proposed blanket resolution for Category A projects as outlined in Attachment #1 to this report; 3. That the Mayor and Clerk be authorized to sign „Requests for Municipal Council Support‟ Resolutions for Category A projects using the Town of Whitby Municipal Council Blanket Resolution (Attachment #1), noting that these recommendations are solely for the purpose of enabling an applicant to the FIT 3.0 Program to received priority points under the new FIT Program rules, and may not be used for the purpose of any other form of municipal approval in relation to the application or project or any other purpose; and, 4. That the Clerk forward a copy of this report to the Ontario Power Authority.

1. That Council recommend the following appointments to Boards and Committees: County Town Carnival Committee Page 14 of 19 Regular Council Minutes November 18, 2013 -7:00 PM Eleanor Stevenson for a term ending November 30, 2014 Rosemary Theriault for a term ending November 30, 2014 Accessibility Advisory Committee Jeffrey Beaton for a term ending November 30, 2014 Naji Hassan for a term ending November 30, 2014 Kalpna Sheth for a term ending November 30, 2014 Richard Turner for a term ending November 30, 2014 Harbour Day Committee Jeffrey Beaton for a term ending November 30, 2014 Betty Huider for a term ending November 30, 2014 Kamaljeet Kukreja for a term ending November 30, 2014 Ashleigh Moore for a term ending November 30, 2014 Whitby in Bloom Committee Vera Felgemacher for a term ending November 30, 2014 Animal Services Appeal Committee Carleen Blissett for a term ending November 30, 2014 Brooklin Horticultural Society Representative, Ken Foreman, appointment to Brooklin Downtown Development Steering Committee, for a term ending November 30, 2014; Brooklin Spring Fair Board representative, Dave Grandy, appointment to Brooklin Downtown Development Steering Committee, for a term ending November 30, 2014; and 2. That the Town Clerk notify all applicants.

Page 15 of 19 Regular Council Minutes November 18, 2013 -7:00 PM That the rules of procedure be suspended in order to introduce a motion with respect to the naming of the holiday tree.

That the name 'Holiday Tree' be changed to 'Christmas Tree' and that this be reflected in all future advertisements for the tree lighting ceremonies in Whitby.

That leave be granted to introduce By-law No's. 6791-13 to 6797-13 and to dispense with the readings of the by-laws by the Clerk and that the same be considered read a first, second and third time and finally passed and that the Mayor and the Clerk sign the same and the Seal of the Corporation be thereto affixed.

That leave be granted to introduce a by-law and to dispense with the reading of the by-law by the Clerk to confirm the proceedings of Council of the Town of Whitby at its meeting held on November 18, 2013, and that the same be considered read a first, second and third time and Page 18 of 19 Regular Council Minutes November 18, 2013 -7:00 PM finally passed and that the Mayor and the Clerk sign the same and the Seal of the Corporation be thereto affixed.

That the meeting be adjourned.

That Council approve the Town of Whitby entering into a multi-year agreement (ten year initial term with two five year renewal terms) with First Brands Inc. for the operation of the food and beverage services at the Iroquois Park Sports Centre (IPSC) and McKinney Centre (MC) as outlined in the staff report; 2. That First Brands Inc. assume the leased premises within the Iroquois Park Sports Centre and McKinney Centre on April 7, 2014 for the purpose of commencing the construction, renovations and food operations; 3. That Council approve the proposed terms and conditions to be included in the Lease Agreement with First Brands Inc. as outlined in the staff report; 4. That the Municipal Solicitor be authorized to prepare the Lease Agreement for the operation of the food and beverage services by First Brands Inc. at the Iroquois Park Sports Centre and McKinney Centre; and, 5. That the Mayor and Clerk be authorized to execute the Lease Agreement. SEE FOLLOWING MOTION Resolution No. 471-13 Moved By Councillor Mitchell Seconded By Councillor Drumm That Item 3 of the main motion be divided in order to deal with it separately.