Regular Council Meeting

That the minutes be adopted.

That the proclamation and flag raising for Scout-Guide Week - February 16 to 22, 2016 and proclamation for Nutrition Month - March 2016, be endorsed.

Whereas, the Great Lakes and St. Lawrence River Basin represents approximately 20% of the world’s freshwater resource and supports the third largest economy in the world; and, Whereas, on December 13, 2015, the Great Lakes Governors of Illinois, Indiana, Michigan, Minnesota, New York, Ohio, Pennsylvania and Wisconsin, and the Premiers of Ontario and Quebec signed the Great Lakes-St. Lawrence River Basin Sustainable Water Resources Agreement, and the Governors endorsed the companion Great Lakes- St. Lawrence River Basin Water Resources Compact (the Compact), which was later approved by the United States Congress and signed by the President, banning new water diversions from the Basin except in communities located in counties straddling the water division line between the Great Lakes-St. Lawrence Basin and other basins; and, Whereas, the City of Waukesha, WI, is located in Waukesha County, a county straddling the water division line; and, Whereas, the City of Waukesha has applied to use water from Lake Michigan as its source of during water to the Wisconsin Department of Natural Resources; and, Whereas, the Wisconsin Department of Natural Resources has deemed the diversion application approvable and forwarded it on January 7, 2016 to the Great Lakes-St. Lawrence River Water Resources Regional Body (Regional Body) and Compact Council for its consensus and decision; and, Whereas, all eight Great Lakes states must vote in favour of the application for it to go forward to a special

1. That Council approve Site Plan Application (SP-04-05) subject to the comments and conditions contained in Section 8.0 of Planning Report Number PL 9-16; and, 2. That the Mayor and Clerk be authorized to execute the Site Plan Agreement.

1. That Council approve site plan application (SP-15-15) subject to the conditions of approval contained in Section 8.0 of Planning Report, PL 11-16; and, 2. That the Commissioner of Planning be authorized to approve the site plan and related drawings as part of a Letter of Undertaking.

Page 6 of 15 Regular Council Minutes February 08, 2016 - 7:00 PM 1. That Council receive Planning and Development Report PL 90-15 (Attachment #1) and PL 2-16 as information; 2. That the proposed Part-Time Marketing and Events Program Assistant position at an estimated ongoing cost of $29,000 be

That Item 2 of the main motion be amended to read: That the proposed Part-Time Marketing and Events Program Assistant position at an estimated ongoing cost of $29,000 be

1. That Council receive as information the Accessibility Advisory Committee's proposed 2016 – 2018 Work Plan; 2. That Council approve the Accessibility Advisory Committee’s proposed 2016 - 2018 Work Plan and the actions contained within; 3. That Council approve the funds requested by the Accessibility Advisory Committee to enable them to complete their work plan; and. 4. That Council approve the Accessibility Advisory Committee updated Terms of Reference.

1. That Planning and Development Report item PL 10-16 be received as information; and, 2. That staff report back at such time as the Province of Ontario releases its Five-year Action Plan.

Page 8 of 15 Regular Council Minutes February 08, 2016 - 7:00 PM That Correspondence Number 2016-30 from Mr. Curtis Sahadath regarding traffic and safety concerns at Manning Road and Ribblesdale Drive be endorsed and directed to the Region of Durham for response with a copy to Whitby Council as Manning Road is a Regional Road.

1. That Council receive as information the Ethno-cultural and Diversity Advisory Committee of Council’s 2015 summary of activities and accomplishments; 2. That Council approve the Ethno-cultural and Diversity Advisory Committee of Council’s proposed 2016 Work Plan; and, 3. That the Clerk forward a copy of Community and Marketing Services Department Report CMS 13-16 to the Durham Region Local Diversity and Immigration Partnership Council.

1. That Council approve the extension of the Rotary Club of Whitby’s Food Truck Frenzy to include a ticketed VIP event on Friday, May 13 to run from 6:00 p.m. to 11:00 p.m.; 2. That Council approve expanded operating hours of the Food Truck Frenzy on Saturday, May 14 and Sunday May 15 to 11:00 p.m. and 8:00 p.m. respectively; and, 3. That Council approve the request for an exemption to the Page 9 of 15 Regular Council Minutes February 08, 2016 - 7:00 PM municipality’s Noise By-law 6917-14 to host the Food Truck Frenzy on Friday, May 13 from 6:00 p.m. to 11:00 p.m., Saturday, May 14 from 11:00 a.m.to 11:00 p.m. and Sunday, May 15 from 11:00 a.m. to 8:00 p.m.

That Community and Marketing Services Report, CMS 18-16 be received for information.

1. That Council approve The Farley Group for the manufacture and supply of the soccer dome structure as outlined in the staff report for the Rossland Road West Soccer Dome project; 2. That Council approve an exemption to the terms contained with the Purchasing Policy to engage the manufacturer and supplier, The Farley Group, subject to Section 11 – Sole Source Procurement and Justification; 3. That the amount of $384,861 (plus applicable taxes) be pre-budget approved; and, 4. That the Mayor and Clerk be authorized to execute the required documents.

1. That the Town of Whitby accept the low tender of Ennis Paint Canada ULC in the three year amount of $202,875.00 (excluding taxes) for the supply and delivery of traffic marking paint; and, 2. That the Mayor and Clerk be authorized to execute the contract documents.

That Report No. CS 03-16 of the Commissioner of Corporate Services/Treasurer be received as information.

1. That staff be directed to develop a Public Complaint Policy and Procedure; 2. That the Council of the Town of Whitby approve the appointment of a Municipal Ombudsman to conduct investigations with respect to the Page 11 of 15 Regular Council Minutes February 08, 2016 - 7:00 PM administrative acts of the Town; 3. That the Clerk be authorized to partner with the Region of Durham as part of a Request for Proposals (RFP) seeking proposals for the services of a Municipal Ombudsman; and, 4. That the Clerk bring forward a recommended proposal and candidate for appointment as Municipal Ombudsman for consideration upon completion of the RFP.

1. That Council approve two time-limited taxicab zones in Downtown Whitby; 2. That Council approve four time-limited passenger drop-off/pick-up zones in Downtown Whitby; 3. That Council amend the provisions of Town of Whitby Traffic By-law No. 1862-85 to give effect to the recommendations contained in this Report (Attachment 1).

That Council approve the proposed reorganization resulting in an incremental staff position within the Community and Marketing Services Department as outlined in Commissioner’s Report CMS 17-16. Page 12 of 15 Regular Council Minutes February 08, 2016 - 7:00 PM

1. That Council endorse the annual ‘Mayor’s Fundraiser’ as a Town Event; 2. That the net proceeds from the Mayor’s Fundraiser be allocated to a Lead Cause (up to 50% of the net proceeds) and the Mayor’s Community Development Fund; 3. That an estimated budget allocation for the Mayor’s Fundraiser of $100,000 in revenue and $50,000 in expenses be approved; 4. That the Mayor’s Fundraiser be exempt from the Town’s Purchasing Policy for the purchase of goods and services that do not exceed $50,000 in price (except for insurance and risk management requirements); and, 5. That the Mayor’s Community Development Fund Policy/Procedures and Special Events Policy be updated to include the Mayor’s Fundraiser.

1. That Report PW 8-16 regarding the MTO funding application for Page 13 of 15 Regular Council Minutes February 08, 2016 - 7:00 PM vehicle charging stations be received as information; 2. That staff be authorized to submit an application for funding of seven electric vehicle charging stations through the Ontario Governments’ Electric Vehicle Chargers Ontario Program to supply electric vehicle charging stations; and, 3. That staff report back to Council on the results of the application and the action plan going forward.

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 February 8, 2016 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.

That the meeting adjourn.