Regular Council Meeting

That a motion to hear Maureen Sheehy, on behalf of PFLAG Durham Region, and Tracey Vaughan, Executive Director, Community Development Council Durham, regarding CAO Report, Item CAO 01-11, Request for Change to Policy No. 1-0-20 - Flags, Proclamations and Street Banners be approved.

That CORR 7-11 being correspondence dated February 17, 2011 from Steve Pellegrini, Mayor, Township of King, requesting support through a financial commitment to the Oak Ridges Moraine Land Trust’s 10th anniversary $1 million Stewardship Campaign, be

That CORR 9-11 being correspondence dated March 15, 2011 from John Ennis, Government Relations Specialist, CAA South Central Ontario and Scott R. Butler, Manager, Policy and Research, Ontario Good Roads Association, regarding CAA South Central Ontario and OGRA proposal to have H.S.T. gas tax revenue dedicated to transportation infrastructure and maintenance be endorsed.

MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE CORPORATION OF THE TOWN OF WHITBY HELD ON MONDAY, MARCH 28, 2011 AT THE HOUR OF 7:00 P.M. IN THE MEETING HALL OF THE WHITBY MUNICIPAL BUILDING That CORR 10-11 being a petition received March 21, 2011 from residents to stop the Brock House Restaurant from opening an outdoor patio be

That Report No. 4 of the Planning & Development Committee dated March 14, 2011, be adopted.

COUNCIL DECISION: 1. That Council authorize the lease agreement with Metrolinx to utilize 300 parking spaces for a one (1) year period, effective April 1, 2011 to March 31, 2012, at the Iroquois Park Sports Centre (IPSC); 2. That Council authorize the lease agreement with Metrolinx to utilize 20 parking spaces for a one (1) year period, effective April 1, 2011 to March 31, 2012, at the Luther Vipond Memorial Arena (LVMA); 3. That the lease agreements be subject to the following conditions: (a) That the term be for a one (1) year period only with a sixty (60) day notice of termination clause, and that any renewal option would be at the sole discretion of the Town of Whitby; (b) That parking be limited to the south east parking lot only at Iroquois Park Sports Centre and that Metrolinx acknowledge that all other parking areas would be deemed “no parking” to commuters and enforceable by the Town of Whitby; (c) That the Town of Whitby be permitted to exempt up to 15 days per calendar year in order to accommodate the parking needs of special events at Iroquois Park Sports Centre. The Town of Whitby would provide two (2) weeks advanced MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE CORPORATION OF THE TOWN OF WHITBY HELD ON MONDAY, MARCH 28, 2011 AT THE HOUR OF 7:00 P.M. IN THE MEETING HALL OF THE WHITBY MUNICIPAL BUILDING (d) written notice of these dates. Metrolinx would communicate the exclusions through notices to the commuters at their expense; and, 4. That the Mayor and

COUNCIL DECISION: 1. That Council approve the capital funding request from Durham College to support the planned development of the Phase 3 – Hospitality, Tourism and Food Programs building at the Whitby Campus; 2. That the Town of Whitby contribute a total of $1 million to Durham College, with a multi-year contribution plan and payment schedule of $250,000 over each of the years 2011 – 2014; 3. That the Town of Whitby’s funding grant be contingent upon the Phase 3 - $12 million, 30,000 square foot project proceeding with a construction start in 2011, and that all of the other funding commitments are in place to ensure the completion of the project in 2012; 4. That the total funding request of $1 million be

COUNCIL DECISION: 1. That Council approve the following recommendations regarding the 2011 Town Special Events coordinated by the Community and Marketing Services Department; a) that the Whitby County Town Carnival be combined with the Community Connection Canada Day Fireworks event to be held on July 1st; b) that the proposed combined Whitby County Town Carnival and the Community Connection Canada Day Fireworks event be held at Victoria Fields; MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE CORPORATION OF THE TOWN OF WHITBY HELD ON MONDAY, MARCH 28, 2011 AT THE HOUR OF 7:00 P.M. IN THE MEETING HALL OF THE WHITBY MUNICIPAL BUILDING c) that Harbour Days be held on July 22-23, 2011 and that Staff report back to Council with future recommendations regarding the event; d) that Whitby’s Great Little Duck Race no longer run as a Town of Whitby organized special event and that it be deleted from the Town’s Special Events Policy; 2. That all other Town events co-ordinated by the Community and Marketing Services Department, specifically: Music in the Park; Celebration Square Summer entertainment series; Movies in the Park; and the New Years Eve event, remain in place as per past years; and, 3. That the revised Special Events budget resulting from the proposed changes to the Town Special Events as outlined in the staff report be

That the main motion be amended by deleting recommendation #1 (d) of Report CMS 21-11 in its entirety and replacing it with the following recommendation: d) that Whitby’s Great Little Duck Race be suspended as a Town of Whitby organized special event for the year 2011;

COUNCIL DECISION: 1. That Council approve additional construction works associated with the Anne Ottenbrite Pool Renovations and Accessibility Improvements project that were not included in the original scope of the project, as outlined in Community and Marketing Services Report CMS 22-11; and, 2. That Staff be authorized to proceed with and fund the additional works, estimated to cost $150,000, from uncommitted One Time Reserves.

COUNCIL DECISION: 1. That Community and Marketing Services, Corporate Services and Planning Departments joint Report CMS 23-11 regarding the Ontario Power Authority’s Feed-In Tariff (FIT) Program for renewable electricity production be received as information; 2. That Council authorize Staff to spend $25,000 from uncommitted one time reserves to engage the services of an engineering consulting firm to assess Town buildings to determine whether the facilities would be suitable for the installation of solar photovoltaic panels; MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE CORPORATION OF THE TOWN OF WHITBY HELD ON MONDAY, MARCH 28, 2011 AT THE HOUR OF 7:00 P.M. IN THE MEETING HALL OF THE WHITBY MUNICIPAL BUILDING 3. That two municipal buildings be assessed for rooftop installations, the Whitby Public Library Main Branch and the Municipal Headquarters Building; and that two municipal buildings be assessed for wall mounted installations, the McKinney Centre and the Whitby Civic Recreation Complex; 4. That Staff report back to Council following the consultant’s review of the feasibility of the municipal buildings to support a solar PV system, the estimated costs associated with structural changes to those buildings if required, and the scale, scope and the financial order of magnitude of a proposed solar PV system for each facility; and, 5. That subject to Council direction regarding the consultant’s findings and recommendations, then Staff be directed to prepare and issue

COUNCIL DECISION: 1. That the Town of Whitby accept the highest scoring proposal of Technical Service Associates, Inc. (TSA) in the amount of $82,750.00 (not including taxes) for a purchasing software system. 2. That the total estimated project cost in the amount of $135,086.40 be approved. 3. That the Mayor and Clerk be authorized to execute the necessary contract documents.

COUNCIL DECISION: 1. That Public Works Report PW 18-11 be received for information; 2. That Council endorse the comments provided to GO Transit, as shown in Attachment C; and 3. That copies of Public Works Report PW 18-11, including Council’s resolution, be forwarded to GO Transit and the Ministry of Environment.

COUNCIL DECISION: 1. That Council approve the Public Works Department co-hosting an E-Waste Drop- Off event with the Region of Durham on Saturday April 9, 2011; 2. That Council approve the Public Works Department co-hosting a Compost Giveaway event with the Region of Durham on Saturday, May 7, 2011; and, MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE CORPORATION OF THE TOWN OF WHITBY HELD ON MONDAY, MARCH 28, 2011 AT THE HOUR OF 7:00 P.M. IN THE MEETING HALL OF THE WHITBY MUNICIPAL BUILDING 3. That a copy of Public Works Department Report PW 19-11 regarding the “2011 Compost Giveaway and E-waste Drop-off Special Events” be forwarded to the Region of Durham and the Area Municipalities.

COUNCIL DECISION: 1. That Report CAO 01-11 of the Chief Administrative Officer be received; 2. That Policy No. 1-0-20, Flags, Proclamations and Street Banners, included as Attachment #1 to this report be amended to delete proclamations; 3. That the draft Policy entitled ‘Issuance of Proclamations’, included as Attachment #2 to this report be approved; 4. That the Town Clerk take the necessary action to give effect to these changes.

That the main motion be amended by adding the following as recommendation #5. MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE CORPORATION OF THE TOWN OF WHITBY HELD ON MONDAY, MARCH 28, 2011 AT THE HOUR OF 7:00 P.M. IN THE MEETING HALL OF THE WHITBY MUNICIPAL BUILDING 5. That the installation of a community flag pole be endorsed and staff report back on location, design and a policy.

That Report No. 2 of the Management Committee dated March 15, 2011, be adopted.

That Council go In Camera in accordance with the provisions of the Municipal Act and Procedural By-law 6125-08 for the purpose of dealing with matters that relate to personal matters about an identifiable individual, including municipal and local board employees.

MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE CORPORATION OF THE TOWN OF WHITBY HELD ON MONDAY, MARCH 28, 2011 AT THE HOUR OF 7:00 P.M. IN THE MEETING HALL OF THE WHITBY MUNICIPAL BUILDING That Council rise and recess.

COUNCIL DECISION: 1. That the Community and Marketing Services (CMS), Public Works (PW) and Corporate Services (CS) Departments joint Report CMS 15-11 regarding a capital funding and implementation strategy for the construction of new leisure trails and roadway cycling lanes, as outlined in the Cycling and Leisure Trails Plan that was previously adopted in principle by Council, be received as information; 2. That Council approve advancing to 2011 from 2012 the construction of two additional leisure trails projects, specifically; Brooklin Community Centre/Library Trail from the community centre to Montgomery Avenue and the Lynde Creek Trail from Henry Street to Burns Street, at a total projected cost of $229,200, to be financed from the development charges reserve and parks reserve funds, thereby having no impact on the 2011 tax rate; 3. That Staff be authorized to prepare and submit an application for $5,000,000 ($1,000,000 grant and $4,000,000 in loan funding) as outlined in the report to the Federation of Canadian Municipalities’ (FCM) ‘Green Municipal Fund’, when the Fund reopens for applications, expected to be mid-summer 2011; 4. That Staff report back to Council on the Town’s application to FCM and the implementation plan associated with the funding; and, MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE CORPORATION OF THE TOWN OF WHITBY HELD ON MONDAY, MARCH 28, 2011 AT THE HOUR OF 7:00 P.M. IN THE MEETING HALL OF THE WHITBY MUNICIPAL BUILDING 5. That Staff report b

That the meeting be adjourned.