Regular Council Meeting

1. That Council approve development plans for the southeast corner of Roybrook Avenue and Baldwin Street (Site Plan Application SP-48-06) subject to: a. the completion of revisions to the proposed plans as outlined in Report PL 86-17; and, b. the conditions of approval set out in Attachment #6 of Planning Report PL 86-17. 2. That the Mayor and Clerk be authorized to execute the Site Plan Agreement; 3. That the Council approval be subject to a successful application to be made by the owner/applicant to the Committee of Adjustment as identified in Section 5 of Report PL 86-17; and, 4. That Suncor Energy consider providing a full service pump to serve the needs of seniors and persons with disabilities.

1. That Council approve a variance to the Town of Whitby Sign By- law 5695-05 for McDonald’s Inc. at 1301 Brock Street South to permit the following: a. Two electronic pre-sell boards with a height of 2.11 metres; and, b. Two electronic menu boards with an area of 1.33 square metres and a height of 2.17 metres.

That Council approve a variance to the Town of Whitby Sign By-law 5695-05 for Thermo Fisher Scientific at 111 Consumers Drive, to permit one pylon sign with an area of 46 square metres and a height of 10.6 metres.

1. That Whitby Town Council hereby declares their support for the application made by Little Beasts Brewing Company, located at 2075 Forbes Street, Whitby, for a Manufacturer’s Limited Liquor Sales Licence (“By the Glass”) to the Alcohol and Gaming Commission of Ontario (AGCO); and, 2. That the Clerk provide written notice to the Alcohol and Gaming Commission of Ontario (AGCO) and Little Beasts Brewing Company notifying them of Council’s resolution confirming its support.

1. That Public Works and Community and Marketing Services Department joint Report PW 31-17 Active Transportation Plan - Study Update be received for information; and, 2. That Staff report back to Council with a final draft of the Active Transportation Plan Study for Council’s consideration.

1. That report CAO 16-17 be received as information; 2. That Council endorse the key insights (brand attributes) noted in Section 5.5 of this report; 3. That the key insights be used to inform the development of the Town’s new brand identity; 4. That item MD-3947 be removed from the new and unfinished business list; 5. That budget requests pertaining to this project be

That the revised Council Expense Policy appended as Attachment 2 to the memorandum from the Town Clerk dated November 17, 2017 be approved.

1. That the Clerk be directed to bring forward a by-law to amend By- law #7245-17, Council Code of Conduct, substantially in the form appended as Attachment 1 to Staff Report CLK 25-17, to include a blackout period for complaints and Integrity Commissioner investigations from the start of the nomination period until Voting Day; 2. That the Integrity Commissioner Terms of Reference be approved as amended in the form appended as Attachment 2 to Staff Report CLK 25-17; 3. That Item MD 3222 be removed from the Operations Committee New and Unfinished Business List; and, 4. That the Town Clerk be delegated the authority to make administrative amendments to Town Policies to ensure compliance as a result of changes to statute or regulations.

That the Use of Corporate Resources for Election Purposes Policy appended as Attachment 3 to the memorandum from the Town Clerk dated November 17, 2017 be approved.

That the Community Use of Town Facilities Policy appended to Report CLK 27-17 as Attachment #1 be approved.

1. That Community and Marketing Services Report CMS 47-17 regarding the Volunteer Outdoor Ice Rink Program be received; 2. That the Volunteer Outdoor Ice Rink Program be cancelled; and, Page 7 of 19 Regular Council Minutes November 20, 2017 - 7:00 PM 3. That Item MD-3312 be lifted from the New and Unfinished Business List.

1. That the planned renovations to the Council Chambers be received as information; 2. That the Council Chambers renovations project be

Page 8 of 19 Regular Council Minutes November 20, 2017 - 7:00 PM That Report CMS 48-17 be

1. That the Clerk circulate Report PW 30-17 to the Region of Durham; 2. That the Region be requested to include sufficient funds in their 2018 and 9-Year Capital Roads Program to complete the following projects in 2018 to complete the last remaining barrier along the north-south priority cycling network connecting the Waterfront Trail and Greenbelt Cycling Route: a. Cochrane Street rehabilitation from Ferguson Street to Vernon Street for construction in 2019 (advanced from 2020); and, b. Rossland Road intersection improvements at Cochrane Street for construction in 2019 (advanced from 2021). 3. That the Region be requested to include sufficient funds in their 2018 and 9-Year Capital Roads Program to advance: a. Hopkins Street Overpass at Highway 401 for construction in 2023 (advanced from 2024) to improve cycling and pedestrian accommodation and support development of Page 9 of 19 Regular Council Minutes November 20, 2017 - 7:00 PM the Port Whitby area; b. Hopkins Street Widening between Consumers and Dundas in 2021 (advanced from 2027) to accommodate economic development in the area and to improve cycling and pedestrian accommodation; c. Taunton Road and Anderson Street intersection improvements for construction in 2019 (from 2020) to address existing traffic capacity and cycling deficiencies; and, d. Victoria Street Intersection improvements at Brock Street in 2020 (from 2023) to address existing traffic capacity constraints. 4. That the Region consider deferring funds in t

That Item 4 of the main motion be amended to read as follows: 4. That the Region consider deferring funds in their 2018 and 9- Year Capital Roads Program for the following project, save and except the Manning Road/Adelaide Street Interconnection which shall remain in 2021, in order to accommodate the advancement request of the above noted projects: a. Thickson Road widening from Wentworth Street to CN Rail (construction in 2024 from 2020).

1. That Report PW 33-17, regarding Please Slow Down signage be Page 11 of 19 Regular Council Minutes November 20, 2017 - 7:00 PM received for information; and, 2. That Item MD-3988 be removed from the New and Unfinished Business list.

1. That Staff be directed to report back to the March 2018 Operations Committee with opportunities to amend the Temporary Sign By law to permit community safety signs, subject to the following or similar considerations: a. Limiting the size of the sign and timeframe for display; b. That placement be limited to private property; c. The messaging on signs be restricted to two or three pre- approved traffic public safety messages (e.g. “Please Slow Down”), and that display of a business or person’s name be prohibited; and, d. Delegating authority to Staff to approve community safety signs based on certain considerations and restrictions, similar to the process in place for temporary exemptions for community event signs.

That the Financial Control Policy attached as Appendix 1 be approved.

1. That Council approve and award the replacement of the artificial turf field in the original soccer dome at the Rossland Road Soccer Complex to GTR Turf; 2. That the project proceed as a sole source purchase in accordance with the Town’s Purchasing Policy, Section 11 - Sole Source Procurement and Justification, subsection e) when the procurement is for technical services in connection with the assembly, installation or servicing of equipment of a highly technical or specialized nature; 3. That the cost of the project for the removal of the existing artificial turf, and the acquisition and installation of the new artificial turf field, estimated to be $305,000 (excluding taxes) be funded from the Soccer Dome Reserve; 4. That the Mayor and Clerk be authorized to execute the contract documents for the artificial field replacement project; 5. That the Town issue a credit to the Whitby Iroquois Soccer Club in the amount of $215,916.55 for the field lights that were removed from the outdoor artificial turf field which were surplus to the project when the second dome was constructed; and, 6. That the $215,916.55 credit be deposited into the Soccer Dome Reserve to be used for asset maintenance and replacement as per the capital funding and operating agreement with the Whitby Iroquois Soccer Club.

1. That the Town of Whitby accept the low bid tender of Corporate Express o/a Staples Business Advantage in the estimated annual amount of $46,824.36 (plus applicable taxes) for the Supply and Page 13 of 19 Regular Council Minutes November 20, 2017 - 7:00 PM Delivery of the following Janitorial Supplies: Cleaning Chemicals, Specialty Chemicals, Floor Care Chemicals, Floor Pad & Mops, Washroom Care, Garbage Bags, Safety & Personal Protection. 2. That the Town of Whitby accept the low bid tender of Swish Maintenance in the estimated annual amount of $2,596.80 (plus applicable taxes) for the Supply and Delivery of the following Janitorial Supplies: Cleaning Tools, Miscellaneous. 3. That the Town of Whitby accept the low bid tender of Wood Wyant in the estimated annual amount of $22,892.49 (plus applicable taxes) for the Supply and Delivery of the following Janitorial Supplies: Paper Products, Skin Care Products and Wipers & Rags. 4. That the total annual estimated project cost for the Town of Whitby in the amount of $73,586.36; and, 5. That approval be granted to extend the contract on an annual basis for up to three (3) optional one (1) year terms. Extensions will be based on proposed pricing, annual performance, product quality and budget approval.

1. That the Commissioner of Community and Marketing Services report to the January 22, 2018 Operations Committee with information on the Town’s annual playground retrofit program and corresponding budget, public consultation undertaken prior to playground capital works, and a review of the recent retrofit of playground features at Fallingbrook Park based on the Town’s existing program; and, 2. That a review of the Public Information Centre process for the annual playground retrofit program be included as part of the development of the Town’s Public Engagement Strategy and Tools.

1. That Staff be directed to bring forward a by-law to implement a no parking trial on Helston Crescent or a portion thereof during the winter season in order to address resident concerns; and, 2. That Staff be directed to report back in 2019 on the outcome of this no parking trial.

That the main motion be amended by deleting Item 1 and replacing with the following: That staff be directed to bring forward a staff report, applicable by-laws, and 2019 budget considerations for no parking signage, subject to the completion of a public survey in 2018, to implement a no parking restriction on Helston Crescent or a portion thereof.

That staff be directed to review the speed limit on Kilbride Drive.

That the main motion be deleted in its entirety and replaced with the following: That staff be directed to review options to reduce traffic speeds on Kilbride Drive that should include, but not be limited to a speed limit reduction.

1. That Council endorse the attached application to the Federation of Canadian Municipalities' Municipal Asset Management Program (MAMP) for a grant of up to $49,600 and commit the remainder of $12,400 (20%) to complete the activities as outlined in the report PW 27-17: a. Development an Asset Management Policy; b. Implement a Comprehensive Asset Management Database; and, c. Integrate Levels of service metrics into the Asset Management database.

That leave be granted to introduce By-law # 7337-17 to # 7344-17 and to dispense with the reading 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 Page 18 of 19 Regular Council Minutes November 20, 2017 - 7:00 PM Council of the Town of Whitby at its regular meeting held on November 20, 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.

That the meeting adjourn.

That the minutes be adopted.