Regular Council Meeting

That the minutes be adopted.

That the proclamations for the Year of The Ontario Regiment - 2016, Kiwanis Music Festival Weeks - April 4 to 15, 2016 and Daffodil Month - April 2016, be endorsed.

Authorize the Administration to make 508 Colborne Street West available to the Hebron Christian Reformed Church of Whitby to provide the opportunity for the future sponsorship of a refugee family for a period of one year; for a nominal sum and with the sponsor being responsible for the cost of utilities and the provision of appliances.

Page 3 of 18 Regular Council Minutes February 29, 2016 - 7:00 PM 1. That Council approve the removal of subdivision/site plan agreements from the title of 1010 Dundas Street East Developments Inc.; and, 2. That the Subdivider be responsible for all fees associated with the removal of the agreements.

1. That Planning Report PL 13-16 be received for information; 2. That the land use designations for the study area outlined in Attachment #9 in Report PL 13-16 be considered through the Whitby Official Plan Review; 3. That the Taunton and Garrard Zoning Study be

1. That Items 1 and 5 of the main motion be adopted; and 2. That items 2, 3 and 4 be

1. That Council approve the removal of agreements from the title of Sundance MPI Developments Inc.; and, 2. That the Subdivider be responsible for all fees associated with the removal of the agreements.

Page 5 of 18 Regular Council Minutes February 29, 2016 - 7:00 PM 1. That the Council of the Corporation of the Town of Whitby receive and endorse the motion (Correspondence #2016-56) from the Corporation of the Town of Carleton Place regarding scoring indicators that penalize municipalities for prudent fiscal management when applying for infrastructure grants; and, 2. That the Clerk be directed to circulate the endorsement to the Association of Municipalities Ontario (AMO), the Region of Durham and area municipalities.

1. That the speed limit on Ashburn Road, between Highway 7 and Spencers Road, be increased to 60 km/h; and, 2. That staff bring forward an amending By-law to By-law 1862-85, for Council’s consideration and approval.

1. That Report CLK 03-16 be received for information; 2. That $15,000 be allocated from one-time reserves to purchase Page 6 of 18 Regular Council Minutes February 29, 2016 - 7:00 PM nonrefundable video and audio equipment for livestreaming Council and Standing Committee meetings; 3. That $15,000 be allocated from one-time reserves to secure a vendor determined by Town staff, to accommodate a subscription for third party video hosting services (with no post-production editing) for a one year pilot to livestream Council and Standing Committee meetings; and, 4. That staff report back on the results of the one-year pilot for consideration to continue the initiative and fund in the 2017 budget.

1. That Report CLK 04-16 of the Office of the Town Clerk be received for information; 2. That the following obsolete or redundant policies be rescinded: 1-0-01 Interpretation of By-Laws 1-0-02 Fee for Photocopying 1-0-07 Poppy Distribution by Royal Canadian Legion Branches 1-0-11 Telephone Use and Public Relations 1-0-14 Conflict of Interest Guidelines 1-1-13 Appraisal, Pay-for-Performance Salary Plan 1-1-17 Employee Suggestion Awards Program 1-1-19 Mileage Allowance 1-1-38 Hiring of Full-time Fire Fighters 1-1-47 Salary Administration – Pay Practice 1-1-54 Sexual Harassment 1-1-55 Sexual Harassment Complaint Procedure 1-2-04 Meetings with Solicitors 1-2-11 Attendance at Private Meetings Council Members and Staff 1-3-02 Changing the Name of Public Highway 1-3-09 Legal Inquiry Fee 1-3-12 Licensing – Taxi Cab Drivers 1-3-14 Animal Control Page 7 of 18 Regular Council Minutes February 29, 2016 - 7:00 PM 2-0-02 Council Adoption of Accounts 2-0-03 Future Capital Fund and Annual Surplus 2-1-01 Tax Certificate Fee 3-0-01 Condominium Development 3-0-03 Municipal Housing Statement 3-2-01 Application for an Amendment to the Official Plan of the Former Planning Area of the Town of Whitby, Information and Rules of Procedure (also: Fee information) 3-2-02 Low Rental Housing 3-2-03 Gas Stations and Zoning 3-2-04 Building Permits in Rural Areas Subject to Provincial Regulations 3-2-05 Applications for Amendment to Zoning By-law 2585 and 1784 (As amended), Information and Rules of Procedure

1. That the Town of Whitby accept the low tender bid of Strongco Limited Partnership in the amount of $128,600 (plus applicable taxes) for the supply and delivery of an Industrial Loader with Plow; 2. That the over expenditure of $34,773.36 be financed from the Maintenance Reserve Fund; 3. That the total estimated project cost for the Town of Whitby in the amount of $131,863.36, 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 tender bid of Vermeer Canada Inc. Limited Partnership in the amount of $96,900 (plus applicable taxes) for the supply and delivery of a Trailer Mounted 15” Drum Chipper; 2. That the over expenditure of $48,755.44 be financed from the Maintenance Reserve Fund; 3. That the total estimated project cost for the Town of Whitby in the amount of $98,755.44 be approved; and, 4. That the Mayor and Clerk be authorized to execute the contract documents. Page 10 of 18 Regular Council Minutes February 29, 2016 - 7:00 PM

1. That the Town of Whitby accept the highest scoring proposal from Golder Associates Ltd. in the amount of $62,270.00(excluding taxes) to provide consulting services for the annual monitoring and reporting of three (3) closed landfill sites owned by the Town of Whitby for a three (3) year term; 2. That approval be granted to extend this contract for up to two (2) additional one (1) year terms based on the consultant’s satisfactory performance, proposed pricing and budget approval in subsequent years; 3. That the total estimated project cost in the amount of $68,365.95 be approved; and, 4. That the Mayor and Clerk be authorized to execute the contract documents.

1. That Council approve a five year lease with three five year renewal options between the Town of Whitby and Bell Mobility Cellular Inc. for a portion of the property municipally known as 106 Consumers Drive, described as Part 3, Plan 40R-17366, for the purposes of a telecommunications tower, and a right of way over Parts 1 and 2, Plan 40R-17366 for the purposes of ingress and egress, subject to the terms and conditions as set out in this Page 11 of 18 Regular Council Minutes February 29, 2016 - 7:00 PM report; and, 2. That the Mayor and Clerk be authorized to execute the required documents.

1. That the Town of Whitby accept the low tender bid of 1327900 Ontario Ltd. o/a Johnny on the Spot in the amount of $20,984.00 (plus applicable taxes) for the supply and service of portable toilets for a one (1) year term from March 1, 2016 to February 28, 2017; 2. That approval be granted for the option to extend the contract for four (4) additional one (1) year terms based on satisfactory performance, product quality, acceptable pricing, and budget approval; 3. That the total estimated annual contract amount of $21,353.32 be approved; and, 4. That the Mayor and Clerk be authorized to execute the contract documents.

1. That Council approve a West Whitby Engineering Design Review Funding Agreement, at no tax impact, to provide dedicated review resources to the West Whitby Subdivisions forming part of the West Whitby Landowner Group as per conditions contained in Page 12 of 18 Regular Council Minutes February 29, 2016 - 7:00 PM Section 8 of this report; 2. That the Mayor and Clerk be authorized to sign any necessary documents; 3. That staff be authorized to implement the Financing Strategy and Resource Plan as outlined in Section 8 of this report in order to retain the necessary dedicated resources required.

1. That Report PW 6-16 be received as information; and, 2. That a copy of Public Works Department Report PW 6-16, regarding the “2016 Community Waste Events” be forwarded to the Region of Durham and the Area Municipalities.

1. That Council approve No Parking Restrictions on the west side of Kent Street, between Chestnut Street and Walnut Street; and, 2. That Council authorize the Clerk to bring forward an amending By-law to By-law 1862-85, for Council approval.

1. That Council approve the Town of Whitby entering into a facilities use agreement with The Village of Taunton Mills to provide Seniors Programs as outlined in Community and Marketing Services Department Report CMS 19-16; and, 2. That Council authorize the Mayor and Clerk to sign the facilities use agreement.

1. That Council approve in principle the recommendations contained in the Waterfront Parks and Open Space Master Plan, as shown as Attachment #1; 2. That the recommendations contained in the Waterfront Parks and Open Space Master Plan be

That the recommendations in Item 2.1 as contained in the confidential minutes of the Management Committee held on February 16, 2016 be adopted.

That the recommendations in Item 2.2 as contained in the confidential minutes of the Management Committee held on February 16, 2016 be adopted.

1. That Report CLK 05-16 of the Office of the Town Clerk be received for information; 2. That Council adopt the Boards and Advisory Committees Code of Conduct, shown in Attachment #1, and as amended to ensure the inclusion of Boards and Committees appointed under legislation other than the Municipal Act, 2001; and, 3. That Council authorize the Town Clerk to bring forward the Page 15 of 18 Regular Council Minutes February 29, 2016 - 7:00 PM necessary by-law to give effect thereto.

Whereas Council appointed North Ward Councillor Derrick Gleed to fill the Regional Councillor vacancy at the Special Council Meeting held on February 25, 2016. Now therefore be it resolved that, pursuant to Section 262(1) of the Municipal Act, 2001, Council hereby declares the office of North Ward Councillor to be vacant; and, That the Clerk be directed to bring forward a report outlining options for filling the North Ward vacancy at a Special Council Meeting to be held on March 21, 2016 at 6:00 p.m.

That leave be granted to introduce By-law # 7101-16 to 7104-16, 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 By-law #7105-16 and to dispense with the reading of the by-law 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 February 29, 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.