Regular Council Meeting

That the minutes be adopted.

That the proclamations for Rail Safety Week - April 24 to 30, 2017, Day of Mourning - April 28, 2017, Sexual Assault Awareness Month - May 2017, Men's Mental Health Awareness Day - June 13, 2017, and Sikh Heritage Month - April, 2017, be endorsed.

1. That Report CLK 07-17 of the Office of the Town Clerk be received; 2. That the Town Clerk bring forward a by-law to establish a Business Improvement Area (BIA) in Downtown Whitby at the April 10, 2017 Meeting of Council; Page 4 of 22 Regular Council Minutes April 10, 2017 - 7:00 PM 3. That the Town Clerk be directed to report back with a Terms of Reference for the Board of Management as outlined in Section 5 of this report; and, 4. That the Commissioner of Corporate Services/Treasurer be directed to report back on the financial aspects and control pertaining to the BIA budget and associated levies for rateable property within the defined BIA boundary.

1. That Council approve Zoning By-law Amendment Application Z- 01-17 subject to the conditions contained in Section 8 of Report PL 28-17; and, 2. That the Zoning By-law Amendment be brought forward for Council’s consideration.

1. That Council approve Site Plan Application (SP-22-16) subject to the conditions of approval set out in Section 8 of Planning Report PL 26-17; 2. That the Council approval be subject to a successful application to the Committee of Adjustment as identified in Section 5 of Report PL 26-17; and, 3. That the Mayor and Clerk be authorized to execute the Site Plan Page 5 of 22 Regular Council Minutes April 10, 2017 - 7:00 PM Agreement.

That Council receive as information the Downtown Whitby Development Steering Committee 2016 Annual Report.

That Council receive as information the Brooklin Downtown Development Steering Committee 2016 Annual Report.

1. That Council approve the Draft Plan of Condominium (CW-2016- Page 6 of 22 Regular Council Minutes April 10, 2017 - 7:00 PM 06) subject to the conditions of approval in Section 8 of Planning Report Item PL 31-17; 2. That the Mayor and Clerk be authorized to execute the condominium agreement for the subject land; and, 3. That the Clerk advise the Commissioner of Planning at the Region of Durham of Council’s decision.

1. That Council approve the application for the Draft Plan of Subdivision (File No. SW-2016-06) as illustrated on Attachment # 4, subject to the comments and conditions contained within Section 8.0 of Planning Report PL 29-17; 2. That Council approve the application to amend Zoning By-law 1784 (File No. Z-18-16), subject to the comments and conditions contained within Section 5.0 of Planning Report PL 29-17; 3. That a By-law be brought forward to implement the draft plan of subdivision; 4. That Council appoint the firm of Williams and Stewart Associates as Control Architect for the Draft Plan of Subdivision; 5. That staff be authorized to prepare a Subdivision Agreement; 6. That the Mayor and Clerk be authorized to sign any necessary documents; 7. That the Region of Durham Commissioner of Planning be advised of Council’s decision; 8. That the Clerk forward a Notice of Decision to those parties and agencies who have requested to be notified of Council’s decision.

1. That Council approve the Draft Plan of Condominium (CW-2016- 05) subject to the conditions of approval in Section 8 of Planning Report Item PL 30-17; 2. That the Mayor and Clerk be authorized to execute the condominium agreement for the subject property; and, 3. That the Clerk advise the Commissioner of Planning at the Region of Durham of Council’s decision.

1. That Planning and Development Report, Item PL 25-17 be received as information; 2. That the Corporate Sustainability Plan as presented in Attachment #2 to Report Item PL 25-17 be approved by Council; 3. That the detailed Implementation Plan for the Corporate Sustainability Plan presented as Attachment #3 to Report Item PL 25-17 be approved by Council; 4. That Council approve $25,000 from one time reserves for the implementation of a decision-making tool and framework in the Recommended 2017 Action Items of the Corporate Sustainability Plan; 5. That staff conduct a Council Information Session on the Corporate Sustainability Plan; 6. That staff report back with recommended 2018 actions and required budget as part of the 2018 budget process; and, 7. That staff report annually on completed actions of the Corporate Sustainability Plan.

1. That Report No. PL 13-17 regarding the Downtown Whitby Historic Core Area and Entry Feature Locations, as part of the Downtown Whitby Action Plan, be received as information; 2. That Council approve the Downtown Whitby Historic Core Area as presented in Attachment #1; 3. That Council approve the entry feature locations as presented in Attachment #1; 4. That Council approve $25,000 from the Downtown Improvement Reserve Fund to be allocated towards retaining a consultant to develop design concepts for the entry features; and, 5. That staff report back on preferred entry feature design concepts for Council’s consideration in Q4.

That the Commissioner of Public Works and Commissioner of Legal and By-law Services/Town Solicitor be directed to report back to the Planning and Development Committee regarding the security camera program in Downtown Whitby and the affects the program has had on mitigating graffiti issues in the area.

1. That Council approve the Downtown Whitby Parking Master Plan (PMP) Terms of Reference, appended as Attachment #1 to this report; 2. That staff come back to issue a Request for Proposal and award the project to the highest ranking compliant bidder provided such proposals are within or do not exceed by more than 10%, the budget of $150,000; 3. That the Terms of Reference include a provisional item for the consideration of a residential parking permit program as outlined in Attachment #2; 4. That the Mayor and Clerk be authorized to sign any necessary documents; and, 5. That the Clerk be authorized to remove MD 0511 and MD 2712 from New and Unfinished Business.

1. That Report PW 14-17 be received for information; 2. That Council authorize Town staff to finalize the agreement with the Ministry of Transportation regarding financial requirements for the outstanding works on Rossland Road associated with Highway 412 and that they be included in the West Whitby infrastructure tender; 3. That subject to budget approval, the widening of Rossland Road between Lake Ridge Road and McQuay Boulevard be included as part of the West Whitby Landowners Group overall West Whitby infrastructure tender (i.e. Des Newman Boulevard and related infrastructure); 4. That the Commissioner of Corporate Services / Treasurer finalize the requirements associated with the Front Funding Agreement Page 10 of 22 Regular Council Minutes April 10, 2017 - 7:00 PM (FFA) for the West Whitby infrastructure works and bring to Council prior to Summer 2017; 5. That the Commissioner of the Corporate Services/Treasurer approve the Town’s portion of the West Whitby infrastructure works subject to the Town’s portion of the tender being within 10% of the approved capital budgets; and, 6. That the Mayor and Clerk be authorized to execute the required documents.

1. That Council authorize Town staff to finalize the agreement with the Ministry of Transportation regarding the cross-section modifications on the Henry Street underpass at Highway 401 to accommodate a multi-use path on one side; 2. That Council provide approval of $250,000 for the detailed design and construction cost to accommodate a multi-use path on one side of the Henry Street underpass at Highway 401; and, 3. That the Mayor and Clerk be authorized to execute the required documents.

1. That the Town of Whitby accept the low tender bid of Premier Truck Group in the amount of $132,531.00 (plus applicable taxes) Page 11 of 22 Regular Council Minutes April 10, 2017 - 7:00 PM for the supply and delivery of a single axle, low profile truck with hooklift device and one body; 2. That the over expenditure of $11,363.54 be financed from the Maintenance Reserve; 3. That the total estimated project cost for the Town of Whitby in the amount of $136,363.54 be approved; and; 4. That the Mayor and Clerk be authorized to execute the contract documents.

1. That the Town of Whitby accept the low bid as submitted by Furfari Paving Co. Ltd. in the amount of $4,267,136.29, (plus applicable taxes) for all labour, materials, equipment and supervision necessary to complete Urban Road Resurfacing (Tender No. T-501-2017) as required by the Town of Whitby; 2. That the total estimated contract amount of $4,975,000.00 ($3,522,186 maintenance funded and $1,452,814 growth funded), include an amount of $4,699,826 from the 2017 Capital Budget, $208,174 from prior years’ approved capital budget and $67,000 funded from the Region of Durham; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

Page 12 of 22 Regular Council Minutes April 10, 2017 - 7:00 PM 1. That the Town of Whitby accept the low tender bid of Naylor Building Partnerships Inc. in the amount of $69,830 (excluding taxes and including provisional items) to supply all labour, materials and equipment required to install a Condensing Unit and Coil Replacement for Fire Hall # 5; 2. That the total estimated project cost in the amount of $89,926.21 be approved; and; 3. That the Mayor and Clerk be authorized to execute the contract documents.

That Council approve the City of Oshawa’s application to join the Durham Municipal Insurance Pool effective July 1, 2017.

1. That the Town of Whitby accept low tender bid as submitted by Ariva, Division of Domtar in the annual amount of $18,688.75 (plus applicable taxes) for a one (1) year term for the supply and delivery of duplicating paper; 2. The total estimated annual cost in the amount of $19,017.67 be approved; 3. That approval be granted for the option to extend the contract for up to four (4) additional one (1) year terms based on satisfactory Page 13 of 22 Regular Council Minutes April 10, 2017 - 7:00 PM performance and product quality, as well as budget approval for subsequent years; and, 4. That the Mayor and Clerk be authorized to execute the contract documents.

That Report CS 30-17 of the Commissioner of Corporate Services/Treasurer be received for information.

1. That the Town of Whitby accept the low tender bid of On-site Contracting Inc. in the amount of $1,218,716.67 (plus applicable taxes) for all labour, materials, equipment and supervision necessary to complete sidewalk construction as required by the Town of Whitby; 2. That Council provides approval in the amount of $1,290,000.00 ($1,104,157.96 maintenance related and $185,842.04 growth related); 3. That the total estimated annual contract amount of $1,455,000.00 be approved; and, 4. That the Mayor and Clerk be authorized to execute the contract documents.

That the installation of 270 linear metres of new concrete sidewalk along Hunter Street be

1. That Council endorse the Earth Day/Week activities outlined in Community and Marketing Services Department Report CMS 20- 17; and, 2. That Council acknowledge and thank the Earth Day/Week sponsors and organizers.

1. That the Town enter into a public-private-partnership with the Brooklin Redmen Lacrosse Club for the purchase, installation and maintenance of a synthetic turf on Scotiabank Arena 1 at Iroquois Park Sports Centre, as outlined in Community and Marketing Services Report CMS 21-17; 2. That the capital equipment required to maintain the synthetic turf at an estimated cost of $20,000 be funded from the One-Time Reserve Fund; and, 3. That a Memorandum of Understanding outlining the responsibilities of the Town of Whitby and the Brooklin Redmen Lacrosse Club be executed.

Page 17 of 22 Regular Council Minutes April 10, 2017 - 7:00 PM That the matter pertaining to the use of the Brooklin Redmen name and logo be

1. That Council approve the Employee Code of Conduct Policy included as Attachment #1; 2. That section 7 of the Employee Code of Conduct Policy be revised to address tracking staff attendance at charitable events at the expense of a private third party; and, 3. That section 10.2 of the Employee Code of Conduct be revised to Page 18 of 22 Regular Council Minutes April 10, 2017 - 7:00 PM address political activity at an employee’s residence when Town assets, such as a Town vehicle, are visible at the employee’s residence.

That the policy regarding the Mayor's Fundraiser Annual Reporting be approved as outlined in Attachment 1.

That leave be granted to introduce By-law # 7267-17 to # 7274-17 and to dispense with the readings of the by-laws by the Clerk and that the same be considered read and 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 the Council of the Town of Whitby at its regular meeting held on April 10, 2017 and the same be considered read and passed and that the Mayor and the Clerk sign the same and the Seal of the Corporation be thereto affixed.

Page 21 of 22 Regular Council Minutes April 10, 2017 - 7:00 PM That the meeting adjourn.

That CS 38-17 of the Commissioner of Corporate Services/Treasurer and the Commissioner of Planning and Development be received for information; 2. That Council direct Staff to negotiate lease agreements with Wind Mobile which shall include site plan requirements, developer obligations for survey and legal costs, maintenance, lease rates and terms and other securities to indemnify the Town for any costs and user limitations, and any other terms and conditions Staff deem necessary; 3. That no logos or branding be placed on the telecommunication towers; 4. That Council authorize the Commissioner of Corporate Services/Treasurer to enter into satisfactory lease agreements with Wind Mobile; and, 5. That the Mayor and Clerk be authorized to execute the required documents.