Regular Council Meeting

That the minutes be adopted. Regular Council Minutes June 01, 2015 - 7:00 PM

That the correspondence submitted by Gerald Parker dated April 30, 2015 and May 11, 2015 be received for information.

1. That Council approve the Site Plan Application (SP-05-15) subject to Page 4 of 21 Regular Council Minutes June 01, 2015 - 7:00 PM the conditions of approval as set out in Section 8.0 of Planning Report PL 47-15; and, 2. That the requirement of a site plan agreement be waived and in the alternative that the Commissioner of Planning be authorized to approve the site plan, elevation and landscape drawings.

1. That Council approve Zoning By-law Amendment Application Z-01- 15 subject to the comments and conditions contained in Section 8.0 of Report PL 44-15; and, 2. That the ‘H’ holding symbol not be removed from the Subject property until the Developer has satisfactorily addressed the conditions for removal as outlined in Section 8 of the report.

1. That Planning Report PL 45-15 be received for information; 2. That Council endorse PL 45-15 as the Town’s comments regarding the Province’s 2015 Co-ordinated Review of Provincial Plans; and, 3. That the Clerk forward a copy of Report PL 45-15 and a copy of Council’s resolution to the Ministry of Municipal Affairs and Housing and the Region of Durham.

1. That Planning Report Item PL 48-15 be received as information; and, 2. That the Corporate Energy and Emissions Management Plan Phase 2: 2012 Corporate Emissions Inventory and Action Plan (See Attachment #1) be endorsed by Council.

1. That Planning and Development Report PL 49-15 be received as information; and, 2. That Council approve the proposed Corporate Energy Management Implementation Strategy as outlined in PL 49-15.

Page 7 of 21 Regular Council Minutes June 01, 2015 - 7:00 PM 1. That Planning and Development Report Item PL 43-15 be received for information; 2. That Council upon receiving the transfer of lands from the Ministry of Transportation for the road allowance of Desmond G. Newman, declare part 7 on plan 40R-27296, parts 3, 4, 5 and 6 on plan 40R- 27297 and parts 2, 3, 4, 5 and 11 on plan 40R-27298 as being surplus to municipal needs; 3. That Council stop up and close a portion of the existing Coronation Road and deem the same surplus to municipal needs, in order to sell the surplus lands to Monarch, Chelseahill and TFP Whitby Developments Inc. to complete the lotting fabric for the draft plans of subdivision; 4. That the Clerk advertise in the local newspaper in accordance with the established procedures for the disposal of surplus property, Council’s intent to sell the surplus property, for a nominal fee, to Monarch, West Whitby Holdings, Chelseahill, TFP Whitby Developments Inc. and Lazy Dolphin to complete the draft plans of subdivision; 5. That provided no objection is received in connection with the proposed disposal of the surplus lands, the fees incurred for the conveyance of the lands to the Developers shall be at no cost to the Municipality; 6. That the Mayor and Clerk be authorized to execute the necessary documents for the conveyance; and, 7. That the preparation of the reference plans, transfer documents and registration of the land transfers between the Town and Deve

1. That Planning and Development Report PL 42-15 be received for information; 2. That Council endorse the comments contained in Planning and Development Report PL 42-15 as the Town’s comments regarding Page 8 of 21 Regular Council Minutes June 01, 2015 - 7:00 PM Bill 73; and, 3. That the Clerk forward a copy of Planning and Development Report No.42-15 and Council’s resolution to the Ministry of Municipal Affairs and Housing and the Region of Durham.

That a sidewalk on Giffard Street between Raglan Street and Wellington Street be constructed through contract T-502-2015 subject to the conditions as identified within this report.

That Report CS 39-15 from the Commissioner of Corporate Services /Treasurer is received as information. Page 9 of 21 Regular Council Minutes June 01, 2015 - 7:00 PM

1. That the Town of Whitby accept the low tender bid of Dependable Emergency Vehicles in the amount of $716,000 (plus applicable taxes) for the supply and delivery of one (1) current model year custom built Pumper Fire Truck; 2. That the Mayor and Council approve the purchase of the required equipment for the Pumper Fire Truck in the amount of $46,600; 3. That the total estimated tender cost for the Town of Whitby in the amount of, $775,201.60 be approved; 4. That the over expenditure of $50,351.60 be financed from the Maintenance Reserve; and, 5. That the Mayor and Clerk be authorized to execute the contract documents.

1. That the Town of Whitby accept the low compliant tender as received from 560789 Ontario Ltd. o/a R&M Construction in the amount of $75,389.10 (excluding taxes) for the erosion mitigation of Lynde Creek pedestrian bridge as required by the Town of Whitby; 2. That the total estimated project cost in the amount of $157,500.00 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract Page 10 of 21 Regular Council Minutes June 01, 2015 - 7:00 PM documents.

1. That the Town of Whitby accept the low tender as received from Infrastructure Intelligence Services Inc. in the amount of $209,784.40 (excluding taxes) for storm sewer inspection, assessment, calcification removal & flushing as required by the Town of Whitby; 2. That the total estimated project cost in the amount of $234,824.00 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

1. That the low tender bid as received from Royalcrest Paving and Contracting in the amount of $298,984.85 (excluding taxes and provisional item) for the new park construction of Nichol Park, be approved; 2. That the total estimated base project cost (excluding provisional) in the amount of $334,446.98 be approved; 3. That the additional budget required for the base project cost of $68,322.98 be approved and funded from Development Charges and the Growth Reserve Fund; Page 11 of 21 Regular Council Minutes June 01, 2015 - 7:00 PM 4. That the total estimated cost of $61,102.41 for the provisional item be approved and the additional budget be funded from Development Charges and the Growth Reserve Fund; 5. That including provisional item, the total project cost of $395,549.39 be approved; and, 6. That the Mayor and Clerk be authorized to execute the contract documents.

That report No. CS 55-15 of the Commissioner of Corporate Services/ Treasurer be received as information.

That report No. CS 56-15 of the Commissioner of Corporate Services/ Treasurer be received as information.

1. That the Town of Whitby accept proposal of Hemson Consulting Ltd. in the amount of $158,580 (excluding taxes) to provide consulting services for a Development Charge Study and Fiscal Impact model as required by the Town of Whitby; 2. That the total estimated project cost in the amount of $177,229 be approved; and the over expenditure of $34,729 be financed from Development Charges and the Growth Reserve Fund; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

1. That the Town of Whitby accept the low compliant tender as received from Mapleridge Mechanical Contracting Inc. in the amount of $59,955.00 (excluding taxes) for the supply and installation of a new air conditioner required for the Municipal Building; 2. That an over expenditure in the amount of $4,095.21 be approved and funded from the Maintenance Reserve; 3. That the total estimated project cost in the amount of $71,095.21 be approved; and, 4. That the Mayor and Clerk be authorized to execute the contract documents.

1. That Council declare the one foot reserve at the westerly end of Miller Street between Plans M-3 and M-4 as surplus to its needs; 2. That in accordance with the provisions of the Town of Whitby by-law for the disposal of surplus property, the Town give public notice of its intention to sell the property by placing an advertisement in a local newspaper one time; 3. That provided no objection is received by the Town in connection with the proposed disposal of the property, that a by-law be brought forward to authorize the transfer of the property to the Ministry of Transportation; and, 4. That the Mayor and Clerk be authorized to execute the required documents.

1. That the Town of Whitby accept the low compliant tender as received from Nutemp Mechanical Systems Ltd. in the amount of $68,696.50 (excluding taxes) for the supply and installation of a new rooftop HVAC unit at the Whitby Senior’s Activity Centre; 2. That an over expenditure in the amount of $16,776.00 be approved and funded from the Maintenance Reserve; 3. That the total estimated project cost in the amount of $81,776.00 be approved; and, 4. That the Mayor and Clerk be authorized to execute the required Page 14 of 21 Regular Council Minutes June 01, 2015 - 7:00 PM documents.

1. That the Town of Whitby accept the highest scoring proposal of Prima Information Solutions Inc. in the amount of $82,432.00 (excluding taxes) to provide consulting services for the Implementation Services of Electronic Document & Records Management System (EDRMS) as required by the Town of Whitby; 2. That the total estimated project cost in the amount of $93,882.80 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

1. That Community and Marketing Services Report Item CMS 29-15 be received for information; 2. That Council authorize a one time 2015 expenditure for the Pan Am and Parapan Am torch relays in the amount of $19,500 to be funded from one time reserves; and, 3. That the Mayor provide a letter of thanks to the Honourable Shelly Glover, Minister of Canadian Heritage and the Whitby-Oshawa Federal Riding MP, Pat Perkins.

That Council approve the activities planned for the 2015 Whitby County Town Carnival and Canada Day Celebration to be held at Victoria Fields on Wednesday, July 1, 2015 as outlined in Community and Marketing Services Report, CMS 30-15. Page 16 of 21 Regular Council Minutes June 01, 2015 - 7:00 PM

That the revised draft Terms of Reference for Expressions of Interest for the redevelopment of the old Fire Hall Site and Green/Colborne/Athol Block be approved.

That the word 'seriously' be removed from page 3 and 4 of the Revised Terms of Reference in the sentences that read 'Proposals requiring changes to the Town's Official Plan and/or Zoning By-laws will be seriously considered'. Page 17 of 21 Regular Council Minutes June 01, 2015 - 7:00 PM

1. That Council approve the proposed projects as recommended in Community and Marketing Services Report, CMS 32-15 and authorize Staff to submit an application for funding to the Canada 150 Community Infrastructure Program; 2. That Council approve the recommended project priority order of projects as contained in Report CMS 32-15; and, 3. That a copy of Report CMS 32-15 be forwarded to Pat Perkins M.P. Whitby Oshawa and the Honourable Chris Alexander, P.C., M.P., Minister of Citizenship and Immigration.

That staff be directed to report back to Council on options for a mid- block crossing on Victoria Street between Henry and Gordon Streets.

That leave be granted to introduce By-law #7002-15 to 7005-15 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 June 1, Page 20 of 21 Regular Council Minutes June 01, 2015 - 7:00 PM 2015 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.